Founded in 1987, the AIDS Healthcare Foundation (AHF) is a global organization providing cutting-edge medicine and advocacy to over 2,900,000 patients in 50 countries. In Malawi, AHF is working in partnership with the Ministry of Health and Sanitation (MOHS) to strengthen access to quality treatment for HIV/AIDS tuberculosis (TB), and sexually transmitted infections (STls). AHF Malawi is providing these services in 38 hard-to-reach health facilities in Dedza, Lilongwe, Ntcheu, Nkhotakota, Chikwawa, and Nsanje Districts with expansion to Chiradzulu and Thyolo planned in 2026.Malawi business directory

To accomplish its goals in the nation, AHF Malawi is seeking highly qualified and experienced candidates for the following employment opportunities.

Position Summary

The Administrative Assistant provides administrative, clerical, documentation, and coordination support to ensure efficient office operations. This role supports procurement documentation, office management, front office support, and coordination of internal processes to facilitate smooth program implementation. The position requires a well organized, proactive individual with strong communication and administrative skills.

Responsibilities or duties

• Perform front office administrative duties including reception, correspondence, filing, and documentation.
• Support procurement processes by sourcing quotations, preparing paperwork, and maintaining orderly procurement records.
• Maintain office supplies, stationery, and inventory for administrative materials.
• Assist with logistics coordination for meetings, events, workshops, and staff travel.
• Support data entry, documentation, and internal communication processes.
• Maintain confidentiality and secure filing of both electronic and physical documents.
• Provide administrative support to program teams when required.
• Support operational reporting and general administration assignments.
• Perform any other duties assigned by the Operations Manager.

Qualifications or requirements (e.g., education, skills)

• Minimum Certificate or Diploma in Business Administration, Public Administration, Office Management, Secretarial Studies, or related field.
• Strong computer skills in MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication, organizational, and customer service skills.
• Ability to multitask, prioritize, and work in a fast paced environment.
• Commitment to professionalism, confidentiality, and integrity.

Experience needed

• Minimum 2-3 years’ administrative experience, preferably in the NGO or health sector.

• Perform front office administrative duties including reception, correspondence, filing, and documentation.
• Support procurement processes by sourcing quotations, preparing paperwork, and maintaining orderly procurement records.
• Maintain office supplies, stationery, and inventory for administrative materials.
• Assist with logistics coordination for meetings, events, workshops, and staff travel.
• Support data entry, documentation, and internal communication processes.
• Maintain confidentiality and secure filing of both electronic and physical documents.
• Provide administrative support to program teams when required.
• Support operational reporting and general administration assignments.
• Perform any other duties assigned by the Operations Manager.

• Strong computer skills in MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication, organizational, and customer service skills.
• Ability to multitask, prioritize, and work in a fast paced environment.
• Commitment to professionalism, confidentiality, and integrity.

• Minimum Certificate or Diploma in Business Administration, Public Administration, Office Management, Secretarial Studies, or related field.