Administrative Assistant

Established in 1987, the AIDS Healthcare Foundation (AHF) is an international organization dedicated to delivering advanced medical care and advocating for over 2,900,000 patients across 50 countries. In Malawi, AHF collaborates with the Ministry of Health and Sanitation (MOHS) to enhance access to high-quality treatment for HIV/AIDS, tuberculosis (TB), and sexually transmitted infections (STIs). AHF Malawi currently provides these vital services in 38 remote health facilities across Dedza, Lilongwe, Ntcheu, Nkhotakota, Chikwawa, and Nsanje Districts, with plans for expansion into Chiradzulu and Thyolo in 2026.

To further its national objectives, AHF Malawi is actively seeking highly qualified and experienced individuals for the following career opportunities.

Administrative Assistant (1)

Reports to: Operations Manager

Duty Station: AHF Malawi – Chikwawa Regional Office

Position Summary

The Administrative Assistant offers critical administrative, clerical, documentation, and coordination support to ensure the smooth and efficient operation of the office. This role plays a key part in procurement documentation, general office management, front office support, and coordinating internal processes, thereby facilitating seamless program implementation. We seek a highly organized, proactive individual with strong communication and administrative capabilities for this position.

Essential Duties and Responsibilities

• Manage front office administrative functions, including reception duties, handling correspondence, filing, and documentation.
• Support procurement processes by sourcing quotations, preparing necessary paperwork, and maintaining meticulous procurement records.
• Oversee the inventory of office supplies, stationery, and other administrative materials.
• Assist with logistical coordination for various activities such as meetings, events, workshops, and staff travel arrangements.
• Provide support for data entry, documentation management, and internal communication procedures.
• Maintain strict confidentiality and ensure secure filing of all electronic and physical documents.
• Offer administrative assistance to program teams as required.
• Contribute to operational reporting and execute general administration tasks.
• Undertake any other duties assigned by the Operations Manager.

Qualifications, Experience, and Other Attributes

• A minimum Certificate or Diploma in Business Administration, Public Administration, Office Management, Secretarial Studies, or a related discipline.
• At least 2-3 years of administrative experience, with a preference for experience gained within an NGO or the health sector.
• Strong computer proficiency, particularly in MS Office applications (Word, Excel, Outlook, PowerPoint).
• Excellent communication, organizational, and customer service skills.
• Proven ability to multitask, prioritize duties, and thrive in a fast-paced work environment.
• Demonstrated commitment to professionalism, confidentiality, and integrity.

Interested candidates should submit their CVs and cover letters to: HR.Malawi@aidshealth.org

Application Deadline: 10 April 2026

Only shortlisted applicants will receive communication. Shortlisting will proceed on a rolling basis.