Administration Coordinator – ACHIEVE Malawi Project

About Pact

Pact is a global nonprofit operating in nearly 40 countries, dedicated to creating evidence-based, data-driven human development solutions that are community-owned. Since 1971, Pact has partnered with communities worldwide to build resilience, accountability, and knowledge for lasting social impact.

Department Overview

The Programs Team bridges program management, technical support, and business development to advance Pact’s global strategy. They focus on program excellence through continuous learning and monitoring, influence change through strategic development, and foster internal and external engagement worldwide while upholding values of inclusion, accountability, and respect.

Position Summary

Reporting to the Procurement and Logistics Manager, the Administration Coordinator will manage and supervise administration, security, facilities, fleet, assets, travel, and procurement for Pact's Malawi headquarters and district offices. The role includes overseeing procurement cycles, managing the asset register, supervising property leases and insurance coverage, and processing insurance claims when necessary. The Coordinator will lead staff within these functions and ensure compliance with policies and regulations.

Key Responsibilities

• Manage all administrative services for Malawi Head Office and district locations.
• Provide support to the Project Director’s office.
• Administer short-term insurance, contracts, leases, and rental agreements.
• Coordinate arrangements for visiting global Pact staff, including accommodations, invitations, and local transportation.
• Collaborate with HR to manage staff communication devices such as mobile phones.
• Support efficient, transparent procurement in line with Pact Malawi policies, ensuring optimal quality and pricing.
• Assist in preparing the annual procurement plan with budget holders to align procurement activities and budget phasing.
• Help develop consolidated procurement strategies and framework agreements to enhance supplier services and procurement efficiency.
• Provide procurement training, coaching, and mentoring to budget holders and cluster offices to reinforce roles and responsibilities.
• Supervise Administration and Office Assistants supporting key leaders in daily tasks.
• Support manager and officers in conducting market surveys.
• Implement fleet management systems compliant with policies to ensure accountable and safe vehicle usage, maintenance, and allocation.
• Manage travel and transport programs for both domestic and international official trips.
• Ensure teams comply with donor asset regulations and maintain appropriate asset management practices.
• Oversee facility management including maintenance, safety, and compliance of all buildings and Pact Malawi premises.
• Liaise with contractors for building maintenance and maintain records of work completed.
• Develop and implement building security and maintenance procedures.
• Maintain fire and burglar alarm systems ensuring full operational status.
• Coordinate with HR on regular health and safety inspections of all sites and resolve safety issues promptly.
• Supervise staff within the Administration and General Services department including performance management and training support.
• Identify and plan staffing needs to support department operations.
• Perform additional duties as assigned.

Qualifications and Experience

• Bachelor’s degree in Administration, Business Management, Procurement, Supply Chain Management or related discipline.
• Minimum 5 years of experience working in Malawi's NGO sector in office administration with solid knowledge of procurement processes and asset management, particularly dealing with purchase orders.
• Strong understanding of US Government procurement guidelines.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Excellent customer service skills with ability to work effectively with service providers.
• Team-oriented with strong interpersonal capabilities.
• Capable of working independently under pressure and taking initiative to resolve challenges.
• Skilled communicator, fluent in both written and spoken English and Chichewa.
• Valid Malawian driver’s license required.
• Advanced computer literacy.