As part of our continued growth, we are inviting applications from a highly organized, commercially minded, proactive, and results-oriented individual to join our team as an Administration Officer.
Job Summary
- Type: full-time
- Location: Blantyre
- Category: Administration
- Closing Date: 2026-08-24
Key Responsibilities
- Manage the day-to-day administrative activities of the company.
- Maintain accurate and up-to-date company records and filing systems.
- Manage incoming and outgoing correspondence, emails, and telephone calls.
- Prepare letters, reports, memos, minutes, and other official documents.
- Maintain employee records and support HR-related administration.
- Assist with recruitment, onboarding, leave management, attendance, and staff documentation.
- Maintain registers for company assets, documents, contracts, and other administrative resources.
- Support branch and field offices with administrative requirements.
- Identify and monitor tender, procurement, prequalification, and business opportunities relevant to FOVEA Security Services.
- Prepare and submit company prequalification documents to prospective clients.
- Coordinate the preparation of tender documents, bids, quotations, and proposals.
- Ensure all tender submissions are complete, accurate, properly formatted, and submitted before deadlines.
- Maintain a database of tender opportunities, submission deadlines, and tender outcomes.
- Conduct basic research on prospective clients and business opportunities.
- Respond professionally to client enquiries.
- Maintain regular communication with prospective and existing clients.
- Record and communicate customer feedback to management.
- Assist in resolving administrative and client documentation issues.
- Ensure that client records and contracts are properly maintained.
Requirements
- A Diploma or Bachelor’s Degree in Business Administration, Marketing, Business Management, Office Management, or a related field.
- At least 2 years of relevant experience in administration, sales support, business development, tendering, or a related role.
- Demonstrable experience in preparing tenders, bids, prequalifications, quotations, and proposals will be a strong advantage.
- Previous experience in the security industry will be an added advantage.
How to Apply
Email: hr.foveamw@gmail.com
Closing Date: 24th August 2026
Only shortlisted candidates will be contacted.
Frequently Asked Questions
What qualifications or certifications are typically required for an Administration Officer role in Malawi?
A minimum of a Diploma in Business Administration, Secretarial Studies, or Public Administration from a Malawian institution (e.g., Mzuzu University, Polytechnic, or MAI) is commonly required. Some employers prefer candidates with the Malawi Institute of Management (MIM) Certificate in Office Administration or relevant short courses in MS Office and records management. Prior experience in a similar administrative role within Malawi’s private or security sector is often valued over formal academic credentials alone.
What does a typical day look like for an Administration Officer at a local security services company?
Daily tasks include managing correspondence, maintaining client and staff records, coordinating office supplies, supporting payroll documentation, and liaising with government agencies such as the Malawi Revenue Authority (MRA) or National Registration Bureau. You’ll also handle filing systems compliant with Malawi’s Data Protection Act and support field operations by preparing duty rosters and service reports using locally common tools like Excel and WhatsApp-based communication.
How does workplace culture and expectations differ for administration roles in Malawi compared to other countries?
Respect for hierarchy, punctuality, and strong interpersonal communication—especially in Chichewa or local languages—are highly valued in Malawian offices. Employers expect discretion with sensitive information, adaptability during power outages or internet disruptions, and willingness to assist across departments, reflecting the collaborative and relationship-oriented nature of Malawian work environments.
What career progression opportunities exist for Administration Officers in Malawi’s security or services sector?
With experience and further training (e.g., MIM Advanced Certificate or part-time degree), officers may progress to Senior Administration Officer, HR Assistant, or Operations Coordinator roles. Some transition into compliance or procurement functions, particularly if they gain familiarity with Malawi’s Security Services Act and tendering processes under the Public Procurement and Disposal of Assets Authority (PPDA).
What benefits can I realistically expect in this role, such as leave, medical aid, or pension?
Legally mandated benefits include 21 days of annual leave, maternity/paternity leave per the Employment Act, and NAPSA registration for pension contributions. Medical aid is not universal but may be offered as a discretionary benefit by larger firms; smaller companies often provide limited reimbursement or refer staff to public health facilities. Employers must comply with NAPSA and MRA statutory deductions, and some offer transport or lunch allowances based on internal policy.