Administration Coordinator for ACHIEVE Malawi Project

About the role

The Administration Coordinator will join the Administration team of Pact’s ACHIEVE Malawi Project, supporting the head office and district offices. This role ensures smooth operation of administrative, security, facilities, fleet, asset, travel, and procurement functions.

Key responsibilities

• Manage all administrative services for the head office and district offices.
• Supervise staff performing specific administrative, security, and facilities functions.
• Oversee short‑term insurance, contracts, leases, and rental agreements.
• Coordinate visits for global staff, including hotel bookings, invitations, and transport.
• Work with HR to manage staff mobile devices.
• Support timely and transparent procurement, ensuring compliance with Pact Malawi policies.
• Assist in developing the annual procurement plan.
• Maintain the asset register and manage property leases, ensuring termination clauses are followed.
• Ensure adequate insurance coverage for theft, fire, and assets; process insurance claims as needed.

Required profile

• Proven experience in administration, procurement, and logistics within a nonprofit or development setting.
• Ability to supervise and coordinate staff across multiple functions.
• Strong organizational and communication skills.
• Familiarity with managing office equipment, asset registers, and property leases.
• Experience coordinating travel and visits for international staff.
• Knowledge of procurement policies and procedures.

Required skills