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Administrative and Logistical Officer at Timotheos Foundation

  • Full Time
  • Blantyre
  • Salary: 00

Timotheos Foundation


Timotheos Foundation is a local Malawian Christian Charity whose main objective is to support and care for orphans and other vulnerable children in Malawi. It was established on 1st September 2011 and officially registered under the Trustees incorporation act of Malawi on 3rd July 2012. We are affiliated to CONGOMA as well as the NGO Board of Malawi. The organization is seeking to recruit a competent, committed, self-motivated, and enthusiastic and God fearing candidates of Malawian nationality for the positions as detailed below;

Position                                 : Administrative and Logistical Officer

Reporting to                         : Finance and Administration Manager

Location                                : Head Office, Blantyre

Status of Employment      : 1 year contract

Overall responsibilities

  • To manage and oversee all administrative and logistics operational activities such as procuring all program inventories, delivery of monthly portions and managing organizational vehicles.

Key roles and responsibilities

Administration Function

  • Prepare requisitions, make claims used on organizational errands.
  • Ensure that utility bills (water, electricity, gas) are paid on time.
  • Responsible for the repair and maintenance of office equipment.
  • Booking for accommodation and meeting venues
  • Organizing and making follow ups on Employment Permits for expatriates to immigration office
  • Ensure all assets are well recorded, maintained and safe guarded at all times.
  • Coordinate security issues in connection with outsourced security company to ensure properties and staff are secured.
  • Ensure that the company adheres to all regulatory workplace health and safety guidelines.
  • Uphold safety procedures and ensure compliance among staff.

Fleet Management Functions

  • Ensure that drivers fill the log books properly and the trips are approved before departure.
  • Monitor, check and prepare monthly report on fuel consumption and log books for each vehicle
  • Purchase of fuel and accessories from the dealers
  • Develop and help the driver to prepare vehicle monitoring analysis report.
  • Manage and process vehicle insurances and certificate of fitness renewals.
  • Advise the management on general management of fleet, transportation and distribution.
  • Develop, strengthen and enforcement of fleet management procedures, guidelines and processes
  • Ensure that all organization’s motor vehicles and motorcycles are roadworthy for use.
  • Examine vehicle status and cost upkeep, provide recommendations on vehicle disposal and replacement.
  • Responsible for Vehicle allocations to member of staff
  • Other duties may be assigned  from time to time by the immediate supervisor

Logistics & Procurement Functions

  • Coordinate the  selection and recruitment of suppliers
  • Request for quotations from the suppliers
  • Collect/request invoices from the suppliers
  • Prepare purchase requisitions necessary for office or as requested by project staff.
  • Purchase and coordinate the collection of  goods from the suppliers
  • Coordinate the organization of portions, handouts and deliveries to child care centers.
  • Ensure all items cleaned and properly arranged in the show rooms, stack in the rack for attractive look and store.
  • Schedule and coordinate stock taking and reporting.
  • Conduct supplier evaluations and management at least two a year.
  • Ensures that procurement manual is adhered to at all the times
  • Review procedures and guidelines for warehouses within the organization
  • Other duties may be assigned  from time to time by the immediate supervisor.


  • Bachelor’s degree in logistics, business administration, supply chain management, or any other related field from the accredited University.
  • At least 5– 8years professional experience in a similar position with an NGO.
  • Proven ability to implement process improvement initiatives
  • Strong analytical and leadership skills.
  • Strong decision making and problem-solving skills
  • Excellent skills MS Word, Excel, Outlook, Power point
  • Ability to set achievable targets and raise standards.
  • Excellent verbal and written communication skills in English.
  • Good team working skills
  • Be able to promote the Christian identity of the organization.


Method Of Application

All qualified and interested candidates who meet the stated requirements must submit their application letters and current Curriculum Vitae indicating three traceable referees and include copies of the National ID, relevant certificates, and their telephone numbers to the below post address;

The Human Resources Manager

Timotheos Foundation

P.O. BOX 30221,

Chichiri, Blantyre 3.


Note: Closing date for the receipt of completed application letters is 12:00 Midnight of Wednesday, 15th June 2023. Only short listed candidates will be invited to attend the interview.

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