Executive Assistant - Malawi
CorpsAfrica
Full-time
On-site
About CorpsAfrica:
Founded in 2011 by Liz Fanning, CorpsAfrica is an organization that offers Africans the opportunity to serve as volunteers in their own countries, modeled after the Peace Corps. We train young, college-educated Africans and send them to live for up to a year in high-poverty rural communities, where they initiate and facilitate small-scale, high-impact projects identified by the local population. CorpsAfrica aims to promote a culture of public service in Africa by giving participants the opportunity to apply their training, skills, and energy to helping their fellow citizens overcome extreme poverty. www.corpsafrica.org
CorpsAfrica has steadily expanded its operations from Morocco to Senegal, Malawi, Rwanda, Ghana, Kenya, Ethiopia, Uganda, Gambia and South Africa. Having successfully proven the power and effectiveness of the model, CorpsAfrica has begun receiving significant funding from major donors. As we reach a significant inflection point leading to future expansion, we are seeking to add motivated, skilled, and highly effective staff to our team in Malawi.
POSITION OVERVIEW
An Executive Assistant provides high-level administrative and organizational support to the Country Director, Deputy Country Director and the Country Office Staff. Their duties include managing administrative support, coordinating high level meetings, handling procurements and travel logistics, providing HR administrative support, keeping up to date asset register. The role essentially manages the operational side of an executive’s role, often handling confidential and sensitive information.
Reports to: Deputy Country Director.
KEY TASKS AND RESPONSIBILITIES
Administrative Support
- Manage and coordinate the weekly and monthly Country Team calendar and tracker.
- Maintain electronic filing system through G-suite.
- Monitor and coordinate project information in collaboration with VLs and M&E Officers.
- Support the Country Team in organizing and managing events both large and small scale from start to finish.
- Assist in keeping an up-to-date asset register and shared with DCD and Bookkeeper.
Procurement Processing
Qualifications:
TO APPLY:
Interested applicants should submit a cover letter that illustrates qualifications relevant to this role and an updated résumé through JazzHR. Only complete applications will be considered. The deadline to apply is 7th September 2025.
Applicants must be legally authorized to work full-time in Malawi. and should not require employment sponsorship. Only complete applications will be considered.
As an Equal Opportunity Employer, CorpsAfrica encourages applications from all individuals regardless of age, gender, race, ethnicity, sexual orientation, marital status, physical ability or any other legally protected basis.
- Handle procurement processes for the Country Team including sourcing required quotations, obtaining approvals from designated signatories in accordance with the procurement policies.
- Keeping up to date supplier database.
- Prepare all relevant documentation for procurement recording and payment processes.
- Obtain relevant quotes for procurement of goods and services in compliance with approved activity budgets and procurement policies.
- Provide monthly reconciliation of procurement undertaken to DCD.
- Create and maintain an electronic filing system for procurement initiated, which must include copies of quotes.
- Ensure all motivations and deviations received have the appropriate approvals and supporting documentation attached.
- Attending all meetings are requested by CD and DCD, taking minutes and ensuring absolute attention to details is maintained.
- Distribute meeting minutes within the prescribed time frame.
- Follow-up to ensure all decisions of meetings are implemented as per the meeting minutes.
- File all meeting minutes for easy reference at any point in time.
- Make all travel arrangements (flights, accommodation, VISAs and car hire) ensuring accurate travel bookings at all times for the Country Team, the Board and Exchange Volunteers.
- Communicate arrangements regarding meetings/functions/conferences to relevant parties and that appropriate documentation is distributed prior to travel.
- Coordinate vehicle booking system and vehicle usage reconciliation on a monthly basis to be submitted to Bookkeeper.
- Assist the DCD in maintaining HR records by tracking staff annual and sick leave.
- Assist the DCD in maintaining the consultant’s database and ensuring it is up to date with relevant information.
- Prepare induction program and orientation timetable in collaboration with DCD for new employees.
- Assist in the recruitment process of Volunteers.
- Manage the calendar for Board meetings.
- Coordinate preparation and dispatch of Board packs.
- Manage logistics for Board members during events.
- Other responsibilities as assigned by the CD and DCD.
Qualifications:
- Bachelor’s degree in business administration or related field.
- At least four years’ work experience in administrative role for a comparably sized organization
- Experience working with high level stakeholders, the Board and senior management
- Highly organized individual, able to handle multiple tasks without pressure.
- Must have good interpersonal and communication skills with high attention to detail.
TO APPLY:
Interested applicants should submit a cover letter that illustrates qualifications relevant to this role and an updated résumé through JazzHR. Only complete applications will be considered. The deadline to apply is 7th September 2025.
Applicants must be legally authorized to work full-time in Malawi. and should not require employment sponsorship. Only complete applications will be considered.
As an Equal Opportunity Employer, CorpsAfrica encourages applications from all individuals regardless of age, gender, race, ethnicity, sexual orientation, marital status, physical ability or any other legally protected basis.