OVERVIEW

Jhpiego is an international, non-profit health organisation affiliated with Johns Hopkins University. The organisation develops innovations to strengthen the capacity of healthcare workers, improve health systems, and enhance the delivery of quality healthcare services.

Since 1999, Jhpiego has collaborated with the Government of Malawi and various partners to implement interventions in maternal, newborn and child health, family planning, HIV/AIDS prevention, care and treatment.

Jhpiego invites applications from suitably qualified candidates for the position of Operations Assistant, based in Lilongwe, Malawi.

The successful candidate will provide basic administrative and records management support to the Operations function, particularly Finance, Human Resources and Procurement. The role will ensure that documents are properly filed, maintained, retrieved and securely stored to support efficient departmental operations.

JOB TYPE: Full Time

Date Posted: Thursday, 22nd October 2026

Application Deadline: Wednesday, 11th November 2026

Duty Station: Lilongwe, Malawi

POSITION: OPERATIONS ASSISTANT

JOB SUMMARY

The Operations Assistant will support Finance, Human Resources and Procurement departments through effective filing, document management, records retrieval, archiving and administrative assistance.

The successful candidate will ensure that sensitive organisational documents are handled securely and confidentially, properly classified, and made available to authorised personnel when required.

DUTIES AND KEY RESPONSIBILITIES

1. Records and Document Management

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

2. 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.

3. 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.

4. Procurement Support

Retrieve procurement documents from archives upon request.
Maintain and organise procurement files, ensuring that 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.
Promptly report any missing, misplaced or damaged procurement documents.

5. Confidentiality and Compliance

Maintain confidentiality when handling employee records, financial information and other sensitive documents.
Ensure documents are shared only with authorised personnel.
Comply with organisational policies and procedures on records management, confidentiality and information security.
Perform other reasonable duties related to the position as assigned by the supervisor and in line with organisational needs.

KEY REQUIREMENTS

Academic Qualifications

Malawi Junior Certificate of Education (JCE) or an equivalent qualification.

Professional Experience

Previous experience in filing, records management or general administrative support is desirable.

PERSONAL ATTRIBUTES AND SKILLS

The successful candidate should demonstrate:

Good organisational and filing skills.
Ability to maintain accurate and orderly records.
Attention to detail and reliability.
Ability to work cooperatively with different departments.
Commitment to confidentiality and information security.
Willingness to perform other reasonable duties as required.

HOW TO APPLY

Interested and suitably qualified candidates should submit their applications through the official Jhpiego recruitment portal.

Application Link: Apply for Operations Assistant – Jhpiego

Applicants must upload one single document containing all the following:

Cover letter.
Resume/Curriculum Vitae (CV).
References.

Closing Date: Wednesday, 11th November 2026.

Only shortlisted candidates will be contacted.

IMPORTANT INFORMATION

The successful candidate will be subject to a pre-employment background investigation.
Jhpiego is an Affirmative Action/Equal Opportunity Employer and is committed to child safeguarding.
Jhpiego does not charge recruitment or application fees at any stage of its recruitment process.
Official Jhpiego recruitment emails will always come from an @jhpiego.org email address.
Suspicious recruitment communications should be reported to Info@jhpiego.org.

For more information about the organisation, visit www.jhpiego.org.