As a key member of the operations and administration team, you will be responsible for supporting day-to-day office administration, procurement, logistics coordination, and documentation processes across the organization. This role ensures smooth office functioning by managing purchases, maintaining records, supporting staff and visitor logistics, and assisting multiple departments, including Organic Farm, Factory, and office operations.
JOB PROFILE
Are you organized, detail-oriented, and passionate about administration, procurement, and logistics? Do you enjoy handling coordination tasks, managing office systems, and ensuring everything runs efficiently behind the scenes? If yes, we would love to have you join our team as an Office Assistant.
JOB PROFILE
Are you organized, detail-oriented, and passionate about administration, procurement, and logistics? Do you enjoy handling coordination tasks, managing office systems, and ensuring everything runs efficiently behind the scenes? If yes, we would love to have you join our team as an Office Assistant.
Job Summary
- Type: full-time
- Location: Lilongwe
- Category: Administration
- Closing Date: 2026-07-01
Key Responsibilities
- Ensure all purchase activities strictly follow organizational procurement policies
- Check and verify all purchases in the ICT system
- Update all relevant procurement and administrative information in the computer system
- Collect quotations from suppliers for required purchases
- Prepare bidding documents and conduct bid analysis
- Handle procurement activities for all departments (Organic Farm, Factory, and Office)
- Manage stock keeping and inventory control
- Handle local advertisements and basic outreach activities
- Organize office arrangements (desks, chairs, stationery, and other supplies)
- Coordinate logistics, travel arrangements, and accommodation for visitors and staff
- Maintain general office administration and filing systems
- Assist with export-related documentation and support processes
- Collect and update mobile money numbers (Airtel Money) for disbursement purposes
- Assist global team with local HRM
- Others duties as assigned
Requirements
- Academic Background: Diploma in Procurement and Logistics (preferred) or related field
- Experience: Minimum 5 years of relevant experience in procurement, logistics, or administration
- Experience in office administration and supply chain processes
- Skills: Strong computer literacy and familiarity with office systems
- Good understanding of procurement and logistics processes
- Experience working with administrative and inventory systems
- Strong organizational and documentation skills
- Good communication skills (verbal and written)
- Ability to manage multiple tasks and deadlines effectively
- Traits: Highly organized and detail-oriented
- Responsible and reliable
- Strong problem-solving mindset
- Good interpersonal and teamwork skills
- Proactive and self-driven
- Calm and composed under pressure
- Eagerness to learn and improve
- WHAT WE ARE LOOKING FOR (IN ORDER OF PREFERENCE): Procurement and administration experience (Procurement Assistant/Officer background preferred)
- Ability to collect quotations and manage supplier coordination
- Experience in handling purchasing and procurement processes
- Ability to manage logistics for company staff and visitors
- Strong sense of responsibility and ownership
- Good computer and system-handling skills
- Ability to work across multiple departments efficiently
- ADDITIONAL REQUIREMENTS: Valid two-wheeler driving license is preferred but not mandatory
How to Apply
Applications are accepted only via email.
To apply, please send your updated resume and cover letter to careers@aqysta.com .
To apply, please send your updated resume and cover letter to careers@aqysta.com .
About the Company
aQysta is a company that specializes in ethical sourcing, connecting businesses with smallholder farmers. Operating within Malawi, the firm plays a pivotal role in facilitating the supply of organic products from local agricultural producers to various brands. This initiative is crucial for empowering Malawian smallholder communities by integrating them into sustainable and fair supply chains. aQysta's mission is to ensure transparency and ethical practices throughout the agricultural value chain, benefiting both producers and consumers. Their commitment in Malawi contributes to economic development and promotes environmentally responsible farming.
Ethical Sourcing For Your Brand
Website: https://www.aqysta.com/
Frequently Asked Questions
What are the typical qualifications and education needed for an Office Assistant role in Malawi?
Most employers in Malawi look for candidates with a Malawi School Certificate of Education (MSCE) or a college diploma in Business Administration or Office Management. Proficiency in basic computer applications like Microsoft Office Suite is often a key requirement for administrative roles.
What are the common day-to-day responsibilities of an Office Assistant in a Malawian organization?
You would typically handle administrative tasks such as managing correspondence, scheduling appointments, organizing files, and maintaining office supplies. Assisting with basic data entry, record-keeping, and supporting team members with various tasks are also common duties.
What should I know about the local work culture and expectations for an Office Assistant in Malawi?
Professionalism, respect for hierarchy, and strong interpersonal skills are highly valued in Malawian workplaces. Punctuality, reliability, and a proactive approach to supporting colleagues are generally expected, alongside good communication.
What are the realistic career progression opportunities for an Office Assistant in Malawi?
With experience and further training, you could progress to roles like Senior Office Administrator, Executive Assistant, or even specialize in areas such as Human Resources or Procurement. Many Malawian companies encourage internal growth for dedicated and skilled employees.
What kind of typical benefits, such as leave, medical aid, or pension, can I expect as an Office Assistant in Malawi?
Standard benefits usually include annual leave, sick leave, and contributions to a pension fund as mandated by Malawian labour laws. Some larger employers might offer basic medical aid coverage or other allowances, depending on their specific policies and resources.
How should I apply for an Office Assistant position in Malawi, and what do employers typically look for?
Applications usually require a detailed Curriculum Vitae (CV) and a cover letter tailored to the specific role, often submitted via email or an online portal. Employers seek candidates with strong organizational skills, excellent communication abilities, and a positive, team-oriented attitude.