Administrative Intern – Sparkle Foundation Malawi

Job Description

Vacancy 

Sparkle Foundation is a dynamic and passionate non-profit organisation committed to empowering communities and creating lasting positive change in Malawi. Our mission is to spark hope, inspire change, and illuminate the path to a brighter future for vulnerable populations. We focus on education, healthcare, Nutrition, and community development to make a meaningful impact in the lives of those we serve.

We are looking for a passionate and suitably qualified candidate to fill the following vacancy.

 Job Title: Administrative Intern

Job Specification: 

The Administrative Intern will play a crucial role in providing high-level of administrative support to the CEO by assisting with a variety of tasks to ensure smooth and efficient day-to-day operations. This includes managing schedules, coordinating meetings, handling correspondence, and facilitating communication with both internal and external stakeholders. This position offers a unique opportunity to gain hands-on experience in administration support, cross-cultural communication, and non-profit operations while making a meaningful impact on the lives of those we serve.

Benefits include gaining valuable experience in administration and non-profit management, an opportunity to make a positive impact on the lives of vulnerable communities, cultural immersion and the chance to work in a diverse and dynamic environment and professional development and networking opportunities.

Key Responsibilities

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
• Handle correspondence, including emails, phone calls, and mail.
• Prepare, proofread and edit documents, reports, and presentations.
• Helping in managing document templates and ensuring proper formatting
• Assist in data entry and data management tasks.
• Organize and prepare for meetings, including drafting agendas, taking minutes, and following up on action items.
• Coordinate logistics for board meetings, executive team meetings, and other key events.
• Maintain office supplies and equipment inventory.
• Ensure the office environment is organized and efficient.
• Assist in monitoring the functionality and maintenance of office equipment such as printers, phones, and Laptops.
• Liaise with facilities coordinator for repairs and maintenance when necessary
• Arrange travel itineraries, accommodations, and transportation for the CEO.
• Prepare travel expense reports and ensure timely reimbursement.
• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Draft and proofread communications on behalf of the CEO.
• Assist in the planning and execution of special projects and initiatives.
• Track progress and ensure deadlines are met.

Qualifications 

• Degree in business administration, Communications, or a related field.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Canva.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills in English
• Ability to work flexible hours including weekends as might be required.
• Cultural sensitivity and adaptability.
• Previous administration intern experience or experience working in a non-profit setting is a

Application procedure 

If you are an energetic and purpose-driven individual who aligns with our values, we invite you to submit your application at the following link. https://form.jotform.com/250271907031549

As a requirement of The Sparkle Foundation Child Safeguarding Policy, the successful candidate shall be required to undergo a police background check. 

The Closing date for receiving applications is February 01^st, 2025