Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.

POSITION SUMMARY:

The Human Resources and Administration Assistant (HR & Admin Assistant) will coordinate all the people-related services and policies for the Ana ndi Achinyamata Patsogolo (ANAPA) project. They will provide general day-to-day human resource support, information, and advice to management and staff on human resource issues and provide support on administrative and office operations.

Responsibilities or duties

Provide general administrative management support:

• Provide general administrative support to the ANAPA project including scheduling meetings, maintaining filing systems, managing project calendars, etc.
• Support the Malawi Country Representative with project operations and communications.
• Coordinate the drafting, translation, transmission, and/or advertisement of all correspondence within Project HOPE and between Project HOPE and all project partners.
• Supervise office rental contracts (landlord/building issues), utilities (including water, electricity, communications, internet), security, cleaning, hospitality, stationery supplies, equipment maintenance, etc., including identifying vendors, developing and enforcing performance schedules, taking inventories, and ensuring the proper operation of all items in the office.
• Ensure the uninterrupted stock of office supplies, stationery, hospitality supplies, and office maintenance.

Provide support to human resource and administrative functions:

• Coordinate with and support all staff to ensure full compliance and adequate preparation with up-to-date entry visas, residence permits, work permits, security, travel, office space requirements, office equipment custody, and office communications and prepare all required documentation for these purposes on the behalf of staff.
• Coordinate with staff and units to create, maintain, and secure systems for online document sharing and electronic approval documentation for all HR matters (e.g. staff contracts) and vendor goods and services (e.g. procurement orders, travel approval, etc.), including coordinating with donors to obtain required prior written approvals for key management, procurement, finance, and travel actions.
• Assist in the design and delivery of staff, partner, and vendor induction, orientation, and training to ensure full compliance with generally acceptable management, good governance, and grant compliance standards maintained by Project HOPE and the donors.
• Support the Regional HR unit with HR tasks.
• Support any other relevant tasks as requested by the Country Representative.

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

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE:

• A bachelor’s degree in business administration, public administration, or management sciences from a recognized university. A post-graduate diploma in business, office, or project administration will be advantageous.
• At least three years’ office administration national work experience with international organizations, multi-national companies, or non-governmental organizations. International experience in the same would be advantageous.
• Excellent written and oral English skills.
• Excellent computer skills including the use of Microsoft Office packages, spreadsheets, databases, publishing, and internet research.
• Willingness to travel domestically, as required.
• Ability to multitask, work under pressure, achieve high-quality results, and meet tight deadlines.
• Strong team spirit with a proven ability to foster team building in a multi-cultural setting with team members and partners from diverse backgrounds.
• Diplomatic communication skills (written and verbal), including dealing with high-level government and international officials, senior academics, and dignitaries in the appropriate manner.

Experience needed

At least three years’ office administration national work experience with international organizations, multi-national companies, or non-governmental organizations. International experience in the same would be advantageous.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

PHYSICAL DEMANDS ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.

• Provide general administrative support to the ANAPA project including scheduling meetings, maintaining filing systems, managing project calendars, etc.
• Support the Malawi Country Representative with project operations and communications.
• Coordinate the drafting, translation, transmission, and/or advertisement of all correspondence within Project HOPE and between Project HOPE and all project partners.
• Supervise office rental contracts (landlord/building issues), utilities (including water, electricity, communications, internet), security, cleaning, hospitality, stationery supplies, equipment maintenance, etc., including identifying vendors, developing and enforcing performance schedules, taking inventories, and ensuring the proper operation of all items in the office.
• Ensure the uninterrupted stock of office supplies, stationery, hospitality supplies, and office maintenance.
• Coordinate with and support all staff to ensure full compliance and adequate preparation with up-to-date entry visas, residence permits, work permits, security, travel, office space requirements, office equipment custody, and office communications and prepare all required documentation for these purposes on the behalf of staff.
• Coordinate with staff and units to create, maintain, and secure systems for online document sharing and electronic approval documentation for all HR matters (e.g. staff contracts) and vendor goods and services (e.g. procurement orders, travel approval, etc.), including coordinating with donors to obtain required prior written approvals for key management, procurement, finance, and travel actions.
• Assist in the design and delivery of staff, partner, and vendor induction, orientation, and training to ensure full compliance with generally acceptable management, good governance, and grant compliance standards maintained by Project HOPE and the donors.
• Support the Regional HR unit with HR tasks.
• Support any other relevant tasks as requested by the Country Representative.

• Excellent written and oral English skills.
• Excellent computer skills including the use of Microsoft Office packages, spreadsheets, databases, publishing, and internet research.
• Willingness to travel domestically, as required.
• Ability to multitask, work under pressure, achieve high-quality results, and meet tight deadlines.
• Strong team spirit with a proven ability to foster team building in a multi-cultural setting with team members and partners from diverse backgrounds.
• Diplomatic communication skills (written and verbal), including dealing with high-level government and international officials, senior academics, and dignitaries in the appropriate manner.

• A bachelor’s degree in business administration, public administration, or management sciences from a recognized university. A post-graduate diploma in business, office, or project administration will be advantageous.