About Me

PATSY KAIPA

Kamuzu University of Health Sciences

Private Bag 1, Lilongwe, Malawi

Telephone: +265 999 489 554

Email: [email protected]

LinkedIn: https://www.linkedin.com/in/patsykaipa/

AREAS OF EXPERTISE
Grant Cycle & Program Administration

End-to-end coordination of grant-supported programs from development through implementation. Experienced in donor compliance documentation, scholarship and beneficiary selection panels, due diligence screening, fund disbursement tracking, procurement support, and maintaining rigorous program records in line with donor reporting requirements (UNICEF standards).

Stakeholder & Partner Coordination

Building productive relationships with government bodies, international partners, funding institutions, and executive leadership. Skilled in high-level correspondence, cross-departmental coordination, and remote liaison with partners and staff across geographies. Experienced in coordinating multi-party engagements aligned to program objectives.

Youth & Community Engagement

Championing the needs of young people and vulnerable populations across education and community settings. Proven ability to connect youth with bursaries, sponsorships, and funding opportunities. Experienced in supporting mentorship program design, identifying gaps in service delivery, and creating inclusive environments that promote positive development.

ACADEMIC QUALIFICATIONS
Executive Diploma in Mental Health Studies – African Mental Health Association, 2025

Bachelor of Business Administration {Marketing} – Columbia Commonwealth University Malawi, 2015

Graduate Diploma in Business Management – PACT College, 2012

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TRAINING & PROFESSIONAL DEVELOPMENT
Virtual Assistant & Remote Work Training  |  AXL Africa  |  November 2025

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RECOGNITION
100 Inspiring Women in Malawi — March 2026, recognized for contributions to student welfare and youth development.

EMPLOYMENT HISTORY
Kamuzu University of Health Sciences                                     2014 – Present

Administrative Assistant: Directorate of Student Affairs

Key Responsibilities

•   Lead end-to-end coordination of the annual Undergraduate Orientation Program for 500 plus students, managing scheduling, speaker coordination, vendor logistics, and multi-departmental communication.

•   Serve as primary student advocate, triaging queries and connecting disadvantaged students with tuition sponsors, bursary opportunities, and funding bodies.

•   Sit on scholarship beneficiary selection panels, assessing applicants against donor eligibility criteria and compliance requirements.

•   Support mentorship program coordination, identifying gaps in service delivery and linking students with experienced mentors and professionals.

•   Coordinate remotely with academic staff and partners across campuses, maintaining workflow continuity and program delivery.

•   Maintain student records and databases ensuring data integrity, confidentiality, and compliance with institutional and donor reporting standards.

•   Coordinate procurement including RFQs, quotation analysis, and vendor management; track document sign-off across campuses for supplier payments.

•   Prepare program reports, meeting minutes, and institutional correspondence.

Administrative Assistant – Child Health Program (UNICEF-Supported)| Kamuzu University of Health Sciences (40%)  |  2021 – 2023

Key Responsibilities

•   Provided administrative and coordination support to the program in collaboration with the Ministry of Health, aligning all activities with donor administrative standards and requirements.

•   Coordinated trainings for nurses and staff deployed across multiple districts, preparing training materials, arranging venues, managing attendance registers, travel bookings, accommodation, and travel authorizations.

•   Liaised with the Ministry of Health, district health offices, and key stakeholders and partners from program development stage through to implementation.

•   Coordinated with the Finance team on staff Daily Subsistence Allowances, supplier payments, requisitions, liquidations, and all financial processes within the approved budget.

•   Supported procurement by preparing documentation, obtaining quotations, and liaising with service providers.

•   Prepared draft letters, memos, notices, and stakeholder updates; organized meetings, conferences, and stakeholder engagements including logistics, communication, and correspondence.

•   Assisted in organizing program workshops and supported the coordination of monitoring and reflection meetings between the team and partners.

Executive Assistant | Indefund Limited  |  2008 – 2013

•   Served as primary client-facing representative for funding requests, complaints, and queries, applying KYC due diligence and escalation protocols.

•   Managed client relationship workflows using CRM and records systems; maintained financial documentation and procurement follow-ups in compliance with audit and financial control policies.

•   Established a structured client query intake and tracking system that improved turnaround times and minimized complaint escalations.

REFERENCES
Dr Dan Namarika  | Principal Secretary, Ministry of Health  |  [email protected]  |

+265 993 875 613

Mr Orama Lipenga  | Assistant Registrar-Administration, KUHeS  |  [email protected]  |

+265 998 340 934

Mrs Grace Mwakasungula  |Director, Cosy Toes Pre-School  | [email protected]  |  +265 999 095 528