Administration Coordinator

Job Description

CARE is an International Non-Government Organization and works in over 95 countries around the world to support more than 890 poverty-fighting development and humanitarian-aid projects in the improvement of livelihoods and capacities of poor and marginalized households especially women and girls. In Malawi, CARE works in collaboration with the Government of Malawi and other non-governmental partners.  


CARE seeks to recruit suitably qualifies candidates to fill the following positions which are available in Lilongwe and Zomba as follows: 



Position: Administration Coordinator (Based in Lilongwe)  



Position description  


This is a key position within Program Support function. The successful candidate shall report to the Head of Operations and will handle operational functions of CARE Malawi’s administration. This position will also liaise with Field Office Coordinators in all CARE Malawi offices to ensure that all field office facilities are managed and kept in accordance with CARE standards. S/he will oversee and be responsible for regular review of status of all office infrastructures, checking on quality of services and utilities and general cleanliness, storage and office space usage. The incumbent will be the focal person in identifying office space in all locations and coordinate contracts for all facilities used by CARE in all locations.  


Specific Roles and Responsibilities  


The successful candidate will be expected to perform the following specific duties:


  • Manage and timely update the Country Office Asset Register, ensuring that it is maintained in line with CARE’s guidelines in asset management. Make recommendations to senior management on asset disposal.  
  • Manage the contracts with service providers including management of the office mobile phones, preparation of monthly telephone allocation in liaison with People and Culture department. 
  • Ensure that all office property is duly insured and that all claims on losses or damages are timely processed. 
  • Manage the Country Office master calendar to track all upcoming events and visitors, responsible for processing invitation letters, and visa’s; maintain regular communication with all visitors to the CO before or during the visit, ensure that all visitors’ protocols are observed at all times.  
  • Ensuring that transport and accommodation for participants are booked including venues for meetings and trainings. The incumbent shall also be responsible to support meeting organizers to ensure that training and meeting resources are available. 
  • Conducts initial assessments of all prospective office locations to ensure the location is secure and basic facilities to operate as an office are available; work with designated estate agents to identify suitable residential facilities for international staff and liaise with the occupants in line with CARE International policies.  
  • Overseeing facility management which includes regular review of status of all office infrastructures, checking on quality of services and utilities and general cleanliness, storage and office space usage.  
  • Supervise Office Assistants to ensure effective office administration support in stores, travel and usage of meeting rooms 


Minimum Required Qualifications, skills and relevant work experience  

  • Bachelor’s Degree in Business Administration; at least 5 years of experience in  Administration in a busy office. 
  • Supervisory and problem-solving skills and ability to act independently and work under  pressure 
  • Excellent computer skills. 



How to apply


Applicants who meet the required qualifications and experience should send their applications through email to:


Email: [email protected]  


addressed to the attention of:


The Country Director

CARE Malawi

P/Bag A89



Closing date for receipt of applications is December 4, 2020. Only short-listed candidates will be contacted. 


CARE has zero tolerance to sexual harassment, exploitation and abuse and has a Safeguarding Policy which outlines expected behaviours and responsibilities of all staff and CARE related personnel (consultants, vendors, partners, project participants, etc.). All potential candidates will be required to complete a Self-Declaration Form and those successful will be expected to sign up to the Code of Behaviour contained in the Safeguarding Policy.

Skills Required

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