Operations Assistant

Jhpiego is an international, non-profit health organization affiliated with the Johns Hopkins University. Jhpiego develops innovations to enhance the capacity of health care workers, strengthening health systems and improve delivery of care towards improving the health and well-being. Jhpiego has been collaborating with the Government of Malawi and various partners in implementing a wide-range of interventions in maternal, newborn and child health, family planning, HIV/AIDS prevention and care and treatment, since 1999. 

Jhpiego, is seeking a qualified Operations Assistant to provide basic administrative and records management support to the Operations function, particularly Finance, Human Resources and Procurement. The position ensures that documents are properly filed, maintained, retrieved, and securely stored to support efficient departmental operations.

Records and Document Management

• →Maintain organised physical filing systems for Finance and HR records.
• →Ensure documents are properly labelled, classified, and filed in the appropriate locations.
• →Retrieve documents promptly when requested by authorised staff.
• →Report missing, misplaced, or damaged records to the relevant supervisor.

Human Resources Support

• →Assist in maintaining and updating employee personnel files.
• →File employment contracts, job descriptions, recruitment documents, and other HR records.
• →Follow up on missing documentation as directed by the HR team.
• →Ensure personnel records are handled confidentially and securely.

Finance Support

• →File and organise all financial supporting documents.
• →Maintain financial records according to established filing systems and procedures.
• →Report missing or incomplete supporting documents to the relevant Finance personnel.
• →Assist with the secure storage and archiving of financial records.

Procurement Support

• →Retrieve procurement documents from archives upon request
• →Maintain and organise procurement files, ensuring all procurement documents are properly labelled, filed, and stored for easy retrieval.
• →Assist in sorting, indexing, and archiving completed procurement files in accordance with established record-keeping procedures.
• →Ensure the safe custody and confidentiality of procurement records and promptly report any missing, misplaced, or damaged documents.

Confidentiality and Compliance

• →Maintain confidentiality when handling employee records, financial information, and other sensitive documents.
• →Ensure documents are only shared with authorised personnel.
• →Comply with organisational policies and procedures on records management, confidentiality, and information security.

• Malawi Junior Certificate of Education (JCE) or equivalent.
• Previous experience in filing, records management, or general administrative support is desirable.
• Good organisational and filing skills.
• Ability to work cooperatively with different departments.
• The employee may be assigned other reasonable duties related to the position, as required by the supervisor and in line with organisational needs.

All staff irrespective of their position are expected to comply with and follow Jhpiego operational procedures and policies, and codes of conduct. 

                                       Jhpiego offers competitive salaries and a comprehensive employee benefits package.

                                                                     Please apply at www.jhpiego.org/careers

                       For further information about Jhpiego, visit our website at www.jhpiego.org

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.

Please report any suspicious communications to Info@jhpiego.org