Operations Assistant - Records and Documents

About the role

Jhpiego, an international non-profit health organisation affiliated with the Johns Hopkins University, is looking for an Operations Assistant to provide basic administrative and records management support to the Operations function, especially Finance, Human Resources and Procurement. The role keeps documents properly filed, maintained, retrieved and securely stored so that departmental operations run efficiently.

Key responsibilities

• Maintain organised physical filing systems for Finance and HR records, labelling and classifying documents and retrieving them promptly when requested; report missing, misplaced or damaged records to the supervisor.
• Assist in maintaining and updating employee personnel files, file employment contracts, job descriptions and recruitment documents, follow up on missing documentation and keep personnel records confidential.
• File and organise financial supporting documents, maintain financial records according to established procedures, and help archive financial records securely.
• Retrieve procurement documents from archives, sort, index and archive completed procurement files, and ensure procurement records are kept safely and confidentially.
• Keep sensitive documents confidential, share them only with authorised personnel and comply with organisational policies on records management, confidentiality and information security.

Required profile

• 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.

The employee may be assigned other reasonable duties related to the position, as required by the supervisor. Applicants apply through the Jhpiego careers page with a single document containing a cover letter, resume and references; the deadline is 11 November 2026. Selected candidates undergo a pre-employment background investigation.