Founded in 1968, Concern works in 25 countries in Africa, Asia and the Caribbean with its headquarters in Ireland. Concern started working in Malawi in 2002 and currently focuses on climate and environment, social protection, gender and social inclusion, sustainable food systems for food security and partnerships. For sustainability and lasting change, our advocacy and influence, people centred and evidence-based approaches focus on system strengthening and resilience building as we seek to address the root causes of poverty.
Concern invites applications from interested candidates qualified for the following positions;
Administration Support Officer – (Maternity cover 1 Vacancy)
Duration: Six (6) Months
Duty Station: Lilongwe
Job Summary
- Employer: Concern Worldwide
- Job Type: Contract
- Location: Lilongwe, Malawi
- Category: Human Resources
- Closing Date: 2026-10-16
Key Responsibilities
- Ensure the full procurement process for all administration related supplies, ensuring that the process outlined in Concern’s Procurement Guidelines are followed at all times. Collate the requests from Head office and programmes
- Carry out any float procurements by requesting payments, doing the procurement, submitting the verifying paperwork to Finance
- Assist in recruitment processes, including scheduling interviews and communicating with candidates.
- Maintain and update employee records and personnel files.
- Support the Human Resource and Administration Manager with employee onboarding and orientation activities.
- Assist in preparing employment contracts, letters, and HR documentation.
- Help maintain leave, attendance, and training records.
- Support staff welfare and employee engagement activities.
- Assist in compiling HR reports and maintaining HR databases.
- Ensure confidentiality of employee information.
- Provide administrative support to the office.
- Assist in managing office supplies and inventory.
- Support travel and meeting arrangements.
- Maintain office filing systems, both electronic and physical.
- Receive visitors and respond to routine inquiries.
- Assist in coordinating logistics for workshops, meetings, and events.
- As Concern employee you are responsible for upholding and promoting Concern’s values in the workplace. This includes equality, diversity and inclusion, and role modelling safeguarding.
- Perform other administrative duties as assigned.
Requirements
- Bachelor’s degree in human resource management, Business Administration, Public Administration, Industrial Psychology, or a related field.
- Basic understanding of HR principles and administrative procedures.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
- IT and digital literacy, including Microsoft Office and ERP systems (e.g., Unit 4).
- 3 years experience in human resource and administration
- Strong communication and interpersonal skills and good organizational and time management skills.
- High level of integrity and confidentiality and attention to detail.
- Willingness to learn and take initiative and good problem-solving skills.
How to Apply
About the Company
Concern Worldwide is Ireland's largest aid and humanitarian agency. Since its foundation in 1968 it has worked in 50 countries. According to its latest annual report, Concern helped 28.6 million of the world's poorest and most vulnerable people in 2019, while responding to 82 emergencies in 24 countries. Concern aims to help those living in the world's poorest countries. Concern is engaged in long-term development work, in addition to emergency relief in Africa, Asia and the Caribbean. Concern's core work focuses on health, hunger and humanitarian response in emergencies. The charity works in partnership with small community groups as well as governments and large global organisations. Concern is one of fourteen fully certified members of Humanitarian Accountability Partnership. It has no religious or political affiliations.
Frequently Asked Questions
What qualifications do I need to apply for an Administration Support Officer role in Malawi?
Most employers require a Diploma or Bachelor's Degree in Business Administration, Human Resources, or a related field from a recognized Malawian institution like UNIMA or MUBAS. Proficiency in Microsoft Office Suite and prior administrative experience are typically essential.
What are the typical day-to-day responsibilities of an Administration Support Officer?
You will manage office correspondence, schedule meetings, maintain filing systems, process HR documentation, and support payroll administration. The role also involves coordinating logistics for staff and ensuring compliance with organizational policies.
How does the local work culture in Malawi affect this administrative role?
Malawian workplaces value respect for hierarchy, punctuality, and strong interpersonal relationships. You will be expected to communicate diplomatically across diverse teams and adapt to both formal protocols and community-oriented decision-making styles common in NGOs.
What career progression opportunities exist for Administration Support Officers in Malawi?
With experience, you can advance to HR Officer, Administration Manager, or Operations Coordinator roles within NGOs or private sector organizations. Pursuing professional certifications like CHRM or IPMZ enhances promotion prospects significantly.
What benefits should I expect for a maternity cover position in Malawi?
Fixed-term contracts typically include pro-rated annual leave, medical insurance through schemes like MASM or Liberty Life, and pension contributions where applicable. Always confirm benefit continuity since maternity cover roles may have modified terms.
How do I apply and what do Malawian employers look for in candidates?
Submit a tailored CV and cover letter through the specified channel, highlighting relevant NGO or administrative experience. Employers prioritize candidates demonstrating attention to detail, confidentiality awareness, and familiarity with Malawian labor regulations.