Location: Lilongwe, Malawi
POSITION TYPE: Full Time, Local Hire
DURATION: 1 year with extension
LOCATION: Lilongwe, Malawi (Kindly note that Project HOPE will not be covering relocation expenses)
POSITION TITLE: HR & Admin Assistant
DIVISION: Global Health
REPORTS TO: Country Director
Project HOPE is an international non-governmental organization dedicated to addressing critical global health challenges worldwide. For over six decades, Project HOPE has successfully treated millions of patients, distributed more than $3 billion in medical supplies to healthcare organizations globally, established hundreds of health programs, and actively responded to humanitarian crises across the globe.
Code of Conduct
We uphold a collective duty and commitment to treating one another with respect, actively preventing issues such as Sexual Exploitation & Abuse and Trafficking in Persons, and promptly reporting all potential and actual breaches of our Code of Conduct, which includes Conflicts of Interest, Fraud, Corruption, Discrimination, or Harassment. Together, we foster a culture of respect, integrity, accountability, and transparency.
Position Summary
The Human Resources and Administration Assistant (HR & Admin Assistant) will be responsible for overseeing all personnel-related services and policies for the Ana ndi Achinyamata Patsogolo (ANAPA) project. This role involves providing daily human resource support, offering information and guidance to management and staff on HR matters, and assisting with administrative and office operations.
Principal Responsibilities
Provide general administrative management support:
- Provide comprehensive administrative assistance to the ANAPA project, including arranging meetings, maintaining robust filing systems, and managing project calendars.
- Offer operational and communication support to the Malawi Country Representative.
- Coordinate the preparation, translation, distribution, and/or advertising of all internal correspondence within Project HOPE, as well as communications between Project HOPE and its project partners.
- Oversee office rental agreements (addressing landlord/building concerns), utilities (including water, electricity, communications, internet), security services, cleaning staff, hospitality provisions, stationery supplies, and equipment maintenance. This includes sourcing vendors, establishing and monitoring performance schedules, conducting inventories, and ensuring optimal functioning of all office assets.
- Ensure a continuous supply of essential office items, stationery, hospitality provisions, and office maintenance materials.
Provide Support To Human Resource And Administrative Functions
- Collaborate with and assist all staff to ensure complete compliance and timely preparation for updated entry visas, residence permits, work permits, security protocols, travel arrangements, office space needs, office equipment custody, and office communications; prepare all necessary documentation for these purposes on behalf of staff members.
- Work with staff and relevant departments to establish, maintain, and secure systems for online document sharing and electronic approval processes for all HR matters (e.g., staff contracts) and vendor-related goods and services (e.g., procurement orders, travel approvals). This includes coordinating with donors to obtain required prior written approvals for critical management, procurement, finance, and travel activities.
- Contribute to the development and delivery of induction, orientation, and training programs for staff, partners, and vendors, ensuring full adherence to generally accepted management, good governance, and grant compliance standards maintained by Project HOPE and its donors.
- Assist the Regional HR unit with various HR-related tasks.
This position also entails performing any other relevant duties as directed by the Country Representative.
Minimum Required Skills, Education And Experience
- A Bachelor’s degree in Business Administration, Public Administration, or Management Sciences from an accredited university is required. A post-graduate diploma in business, office, or project administration is highly desirable.
- A minimum of three years of national office administration experience with international organizations, multi-national companies, or non-governmental organizations is essential. Relevant international experience would be an added advantage.
- Demonstrated excellent written and oral English language proficiency.
- Proficiency in computer skills, including Microsoft Office suite, spreadsheets, databases, publishing software, and internet research.
- Willingness to undertake domestic travel as needed.
- Proven ability to manage multiple tasks effectively, perform well under pressure, achieve high-quality outcomes, and meet strict deadlines.
- A strong team-oriented approach, with a demonstrated capability to foster team building within a multicultural environment, collaborating with team members and partners from diverse backgrounds.
- Possession of diplomatic communication skills (both written and verbal), enabling appropriate interaction with high-level government and international officials, senior academics, and dignitaries.
Physical demands:
While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
Must be able to communicate in verbal and written form.
Work environment:
May experience the current weather while performing job duties.
Typical office environment with exposure to a minimal noise level.
Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.
Due to the substantial number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.
However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.