Office Assistant

VACANCY ANNOUNCEMENT@ AQYSTA 

POSITION: OFFICE ASSISTANT 

Location: Lilongwe 

Basic Job Information

Job Category: Administration / Procurement & Logistics

Job type: Full Time

Job Level: Entry to Mid-Level Support Role

Job Location: Chitipi, Malawi

TEAM AND ROLE OVERVIEW

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.

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

BACKGROUND AND SKILLS

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

WHAT WE OFFER & EXPECT

At aQysta, you are welcome to join a diverse international team of driven, ambitious, young professionals who proudly own the company’s purpose – ‘to enable smallholder farmers to sustain themselves and their families with just farming.’ aQysta provides an open-minded and safe working environment that encourages innovative thinking, ownership, and taking on responsibilities. aQysta provides ample room and tools for you to unleash your creativity and skills to excel in the work you do.

As a company, aQysta adopts the global best practices and believes in taking an active role in its employee’s growth, by providing them with challenges, freedom and support required such that they hone their skills, develop confidence and shine as stellar professionals.

HOW TO APPLY

Applications are accepted only via email.

To apply, please send your updated resume and cover letter to careers@aqysta.com .