Vacancy title:
Project Assistant

[Type: FULL_TIME, Industry: , Category: Admin & Office]

Jobs at:
Jhpiego

Deadline of this Job:
Monday, November 17 2025

Duty Station:
Malawi | Lilongwe | Malawi

Summary
Date Posted: Monday, November 3 2025, Base Salary: Not Disclosed

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JOB DETAILS:

The Project Assistant plays a vital role in supporting the implementation of Jhpiego’s MNCH-N program in Malawi. This position provides administrative, financial, logistical, and programmatic support to ensure smooth execution of project activities. The Project Assistant will work closely with program and technical teams to manage documentation, coordinate travel and meetings, track budgets and expenditures, and assist in reporting and planning processes.

Responsibilities

Administrative and Financial Support

• Assist with preparation and monitoring of project budgets and financial documentation.
• Support finance staff in processing payment requests, liquidations, and reconciliations.
• Track program expenditures and ensure timely submission of financial reports.
• Ensure compliance with Jhpiego’s finance and administrative policies during activity implementation.
• Maintain and distribute required finance and administrative forms to project staff. 

Implementation and Coordination

• Provide logistical support for meetings, workshops, field visits, and community outreach activities.
• Coordinate travel arrangements for staff and consultants, including travel authorizations and hotel bookings.
• Manage documentation and tracking of travel requests, trip reports, and related logistics.
• Order and coordinate delivery of training materials and supplies to project sites.
• Record and disseminate meeting minutes and ensure timely submission of administrative reports.

Programmatic Support

• Assist in tracking and updating program Gantt charts, work plans, and activity schedules.
• Support the preparation of monthly, quarterly, and annual work plans and reports.
• Help gather technical updates for planning, training, evaluations, and studies.
• Keep technical and program staff informed of ongoing activities and issues.

Communications and Knowledge Management

• Maintain organized records of program documentation, including trip reports and meeting notes.
• Ensure trip reports are submitted on time and conform to Jhpiego’s standard format.
• Provide administrative support during technical unit meetings, workshops, and conferences.

Required Qualifications

• Diploma in Business Administration or a related field from a recognized institution.
• Minimum of 2–3 years of experience in administration and office management, preferably with an international organization
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with financial management principles and expenditure tracking.
• Basic understanding of project planning and monitoring tools.

Preferred Qualifications

• Strong organizational and interpersonal skills with a service-oriented approach.
• Excellent oral and written communication skills in English.
• Ability to work independently and proactively with minimal supervision.
• Ability to communicate effectively, instilling trust and confidence.
• High level of integrity, professionalism, and confidentiality.
• Ability to manage multiple tasks under pressure and meet deadlines.
• Willingness to travel to program implementation sites, including rural areas.
• Flexibility to work extended hours when needed.
• Language: Fluency in written and spoken English is required. Professional proficiency in Chichewa is required. Other local Malawian languages are desirable.
• Willingness and ability to travel to all project implementation areas across the three regions of Malawi

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

To all those interested and qualified, Click here to apply

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