VACANCY ANNOUNCEMENT - ASSISTANT ADMINISTRATION OFFICER

CENTRAL MEDICAL STORES TRUST (CMST)

POSITION: ASSISTANT ADMINISTRATION OFFICER

Location: Lilongwe

INTRODUCTION

The Central Medical Stores Trust (CMST) is responsible for Procurement, Warehousing, Sales and Distribution of adequate, affordable and approved and quality medicines and medical supplies to all public health facilities in Malawi.

CMST is seeking to recruit transformative and visionary persons to support it to effectively fulfil its mandate across its establishments in Mzuzu, Lilongwe and Blantyre as follows:

POSITION DETAILS

• Job Title: Assistant Administration Officer
• Job Grade: MS6
• Location: Lilongwe
• Responsible to: Administration Officer (MS5)
• Responsible for: Drivers (MS8) and Office Assistants (MS9)
• No. of Positions: One (1)

PURPOSE OF THE JOB

To coordinate the provision of administrative and support services required for the efficient and effective operation of the Trust.

DUTIES AND RESPONSIBILITIES

The successful candidate will be responsible for:

• Coordinating day-to-day administrative and support services for the organisation.
• Coordinating office accommodation, workplace logistics and general office administration activities.
• Coordinating transport services, allocation of Office Assistants and office cleaning services.
• Supervising, mentoring and appraising Office Assistants and Drivers.
• Preparing duty rosters and monitoring staff performance.
• Coordinating maintenance of pool and management vehicles.
• Ensuring that organisational assets are adequately insured at all times.
• Maintaining an up-to-date asset register and inventory of office furniture and equipment.
• Coordinating maintenance and repair of buildings, equipment and facilities.
• Liaising with suppliers, service providers and contractors to ensure quality service delivery.
• Supervising contractors undertaking maintenance, renovation and civil works.
• Assisting in the preparation of administrative budgets, procurement plans and work plans.
• Monitoring utilisation of office supplies and administrative resources.
• Ensuring timely payment of utility bills and service charges.
• Promoting compliance with occupational health, safety, security and environmental standards.
• Preparing periodic administrative reports and maintaining accurate records.

JOB AND PERSON SPECIFICATIONS

Qualifications

• Diploma in Business Administration, Public Administration, Business Management, Office Management, or a related field from a recognised institution.
• Malawi School Certificate of Education (MSCE) or its equivalent.
• Membership of a relevant professional body will be an added advantage.

Experience

• A minimum of three (3) years’ relevant experience in administration, office management, facilities management or a related field in a reputable public or private sector organisation.

Skills and Personal Attributes

• Knowledge of office administration and records management.
• Knowledge of facilities, property and asset management.
• Excellent communication and interpersonal skills.
• Strong organisational and planning skills.
• Proficiency in Microsoft Office applications.
• High levels of integrity, professionalism and confidentiality.
• Strong analytical, problem-solving and decision-making skills.

SUBMISSION OF APPLICATION

Interested and qualifying individuals should submit:

• An application
• A detailed Curriculum Vitae (CV) with at least three names of traceable referees
• Copies of certificates

Applications in sealed envelopes, clearly marking “Name of the position being applied for”, should be sent to:

The Chief Executive Officer
Central Medical Stores Trust
Private Bag 55
Mzimba Drive
Lilongwe

OR

Email applications to: vacancies@cmst.mw

CLOSING DATE

Friday, 4th September 2026

CMST is an equal opportunity employer, and ladies are encouraged to apply.

Only shortlisted applicants will be acknowledged.