Operations Assistant

Jhpiego · Lilongwe, Malawi

Posted October 30, 2026Listing expires November 11, 2026

Overview

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.

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 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