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Administrative Assistant at USAID

  • Full Time
  • Lilongwe
  • Salary: 00



This position is based in Lilongwe and is open to Qualified Malawian Citizens.

Opening: May 16, 2023;

Deadline date for applications: May 26, 2023, at 05:00 pm Malawian time.


The Administrative Assistant is located in the Office of the Mission Director. The Administrative Assistant serves as the personal assistant to the Mission Director, operating independently of any other position in the performance of the full range of secretarial, protocol, and administrative functions essential to the efficient operation of the Mission’s Front Office. The Administrative Assistant is the primary contact person responsible for the Mission’s Front Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the USAID Mission, and making sure that information gets to customers on a timely basis and in a professional manner.


Any application that does not meet the minimum requirements stated below will not be evaluated.

  • Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
  • Prior Work Experience: A minimum of five years of administrative or secretarial work experience, including experience gained in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
  • Language Proficiency: Level 4 (advanced professional proficiency) English and local language proficiency (if appropriate), both oral and written, is required.


After an initial application screening, the best qualified applicants may be invited for a written examination and to an oral interview.

The Administrative Assistant should have a general knowledge, or the ability to quickly gain such general knowledge, of USAID regulations and procedures, and of good office management practices; and be knowledgeable, or able to quickly become knowledgeable, of overall USAID Front Office responsibilities and activities, as well as possess a very good knowledge of standard office procedures and practices. The Administrative Assistant to the Mission Director must have an excellent understanding of USG file management, mail handling, and correspondence formatting procedures.

The Administrative Assistant must be proficient in keyboarding, including at least Level II typing ability (40 words per minute), and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as needed.

The Administrative Assistant must be proficient in using the Internet and E-mail programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail.

Total Possible Demonstrated Knowledge, Skills & Abilities Points: 20 points.

Total Possible Interview Points: 50 points

Total Possible Written Exercise Points: 30 points

Satisfactory Professional Reference Checks: Pass/Fail

Total Possible Point -100

The successful candidate will be selected based on a review of his/her qualifications, work experience, skills, and abilities; an interview; and the results of reference checks. The hiring panel may check references that have not been specifically identified by applicants and may check references before or after a candidate is interviewed.

NOTE: Only short-listed applicants will be contacted. If you have not been contacted within one month from the closing date of this solicitation, please consider your application unsuccessful.

Salary range: $14,937.00 – $23,169.00 (basic salary, paid in local currency Kwacha at the prevailing exchange rate), equivalent to FSN-8. In accordance with AlDAR Appendix J and the Local Compensation Plan of United States Mission, Malawi (Effective February 26, 2023). Final compensation will be negotiated within the listed market value.

For a complete solicitation for this opening please visit:


Method Of Application

Only those fulfilling the education and experience requirements listed above should submit their application by e-mail to

The strict closing date/deadline for receipt of applications is May 26, 2023, at 05:00 pm Malawian time.

To apply for this job email your details to