Operations Assistant

Jhpiego is an international non-profit health organisation affiliated with Johns Hopkins University, working with the Government of Malawi since 1999 on maternal, newborn and child health, family planning, and HIV/AIDS prevention, care and treatment. Jhpiego is seeking an Operations Assistant to provide basic administrative and records management support to the Operations function, particularly Finance, Human Resources and Procurement, ensuring documents are properly filed, maintained, retrieved and securely stored.

Responsibilities

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 according to 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. - May be assigned other reasonable duties related to the position, as required by the supervisor and in line with organisational needs.

Requirements

• 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.
• Expected to comply with Jhpiego's operational procedures, policies and codes of conduct.

Salary and benefits

• Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Additional information

• The successful candidate will be subject to a pre-employment background investigation.
• Jhpiego is an Affirmative Action/Equal Opportunity Employer and does not discriminate on the basis of gender, marital status, pregnancy, race, colour, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status or other legally protected or occupationally irrelevant characteristics. Jhpiego promotes Affirmative Action for minorities, women, individuals with disabilities and veterans.

How to apply

• Apply through the Apply button on this page.
• Applicants must submit a single document for upload, including a cover letter, resume, and references.
• Application deadline: 11 November 2026.