Administration Assistant

 Job Vacancy Alert!

Posted by Mvungi Job Master

🔗 www.mvungi.com

NATIONAL OIL COMPANY OF MALAWI – ADMINISTRATION ASSISTANT

Location: Lilongwe (Head Office)

Grade: NOC07

Code: AA2026

📅 Deadline: 18th April 2026

The National Oil Company of Malawi (NOCMA) is a wholly owned Government of Malawi company responsible for ensuring security of fuel supply, importing petroleum products, and managing Strategic Fuel Reserves. NOCMA invites applications for the position of Administration Assistant.

Purpose:

To provide high-quality administrative support to the Corporate Services Directorate, ensuring smooth operations across Human Resources (HR), Administration, Information Technology (IT), Legal, Planning, Monitoring and Evaluation (PME), and Communications.

Key Duties and Responsibilities:

• Prepare and maintain vehicle fuel utilization and accident reports to support management decisions
• Organize and manage correspondence, reports, and confidential records efficiently
• Schedule, coordinate, and support meetings, workshops, and events, including taking minutes and tracking follow-ups
• Manage executive and departmental calendars and organize travel arrangements
• Facilitate processing of staff requests such as leave, loans, and HR-related matters
• Maintain office supplies, equipment, and stationery to ensure smooth operations
• Prepare purchase requisitions, maintain procurement trackers, and liaise with the procurement team
• Process invoices and payments in the SAP ERP system, including utilities, rentals, and vehicle services
• Support executives and staff with confidential documentation, ad hoc administrative tasks, and reporting requirements
• Maintain and improve filing systems, implement office process improvements, and support cross-functional activities

Reporting Lines:

Reports to the Director of Corporate Services; no supervisory responsibility.

Competencies:

• Strong attention to detail and accuracy
• Ability to prioritize tasks and manage time effectively
• Professionalism and discretion in handling sensitive information
• Proactive, solution-oriented, and adaptable
• Teamwork, collaboration, and willingness to support cross-functional initiatives

Qualifications and Experience:

• Diploma in Business Administration or Management, or related field from an accredited institution (first Degree is an added advantage)
• Minimum of 3 years of cumulative experience in administrative support, with 2 years in a comparable role
• Proficiency in MS Office and ERP systems, strong organizational skills, and ability to handle confidential information

How to Apply:

Send your application with cover letter, copies of certificates, detailed CV, proof of professional body membership (where required), and names/addresses/phone contacts of 3 traceable referees to:

The Chief Executive Officer

National Oil Company of Malawi

4th Floor, Kang'ombe House, City Centre

Private Bag 370, Lilongwe

Attention: The Human Resources & Administration Manager

📧 nocmajobs@nocma.mw

Important: Clearly state the Code for the Post (AA2026) on the envelope or in the email subject line.

Deadline: 18th April 2026

In line with the Gender Equality Act of 2013, female candidates are strongly encouraged to apply. NOCMA is committed to promoting diversity and ensuring equal opportunities for all applicants.