Office Assistant – Malawi

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 .

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Please note: Only shortlisted candidates will be contacted for further updates.