Administrative Assistant

Overview

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For more than 50 years and in over 155 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego provides technical support to Ministries of Health across the globe in areas including HIV/AIDS, maternal and newborn health, family planning, health workforce development, cervical cancer prevention, malaria, and IPC/WASH. In Eswatini, Jhpiego is implementing the Reaching Impact Saturation and Epidemic Control (RISE) project. RISE is a multi-country project funded by the U.S. Government to save lives and improve health through integrated, evidence-based approaches to address urgent gaps in lifesaving services. RISE works across all levels of the health system to strengthen the HIV/TB epidemic response, to limit the spread of deadly disease outbreaks through Global Health Security (GHS) programming, and to reduce preventable morbidity and mortality through integrated maternal, newborn, and child health (MNCH), nutrition, tuberculosis (TB), and malaria services. Since 2019, RISE has supported programs in more than 25 countries across Africa, Asia, and Latin America.

Responsibilities

Jhpiego Eswatini is looking to hire Administrative Assistants, who will play a key role in ensuring the efficient and smooth day to day operation of the Jhpiego Offices in Manzini and Lubombo region. This positions will serve as the first point of contact for visitors and callers, while also supporting administrative, logistical and operational functions. The Administrative Assistants will assist with scheduling, travel coordination, event logistics, office management and documentation to facilitate the smooth implementation of project activities.

Key Respnsibilities:

Front Desk and Administrative Support

• Serve as the primary point of contact for visitors and callers to the office, providing professional and courteous reception services.
• Manage incoming and outgoing correspondence, including mail and packages.
• Maintain a clean, organized and welcoming front office and reception area.
• Assist in organizing and maintaining both electronic and physical filing systems for project documentation and administrative records.
• Manage office petty-cash disbursement receipts and reconciliations and assume the role of cash custodian.
• Ensure that the petty cash replenishment is prepared the moment the disbursement is 75% of the cash float and submitted to Finance Officer for review
• Provide administrative support during internal and external staff meetings, including setting up venues and preparing materials.
• Make travel arrangements for staff and visitors including booking transport and accommodation and preparing related documentation.

Office Supplies and Inventory Management

• Monitor and manage inventory of office supplies for stationery and kitchen supplies.
• Conduct regular stock checks to ensure adequate supply levels and prevent stock outs.
• Maintain and update inventory records and trackers for all consumables.
• Initiate timely procurement requests for office supplies in compliance with Jhpiego policies.
• Ensure proper storage, organization, and cleanliness of supply areas including stationery cupboards and kitchen supply cabinets.
• Maintain registers for goods received and record all relevant information on intellitrack system.
• Extract accurate inventory management report from intellitrack system.
• Conduct physical stock checks in the storeroom for goods received, ensuring it tallies with all system records.
• Ensure all organisation assets have Jhpiego tags for ease of record and tracking.

Transport Management

• Assist the Transport Manager to oversee the team of Drivers in the Shiselweni Office.
• Keep in a safe place all keys for vehicles assigned to Shiselweni Office.
• Assist in receiving fuel receipts, car wash logs and invoices and submission of same to the Transport Manager.
• Review vehicle inspection reports and submit them to the Transport Manager on a weekly basis.

Other Duties

• Provide general administrative support to project teams and Jhpiego office as needed.
• Undertake any additional tasks assigned by the HR Manager to ensure effective office operations.

Required Qualifications

• Diploma in Office Administration, Business Administration, Office Management, Public Administration or a related field.
• Minimum of 3 - 4 years of relevant administrative and reception experience, preferably with an international NGO or donor funded project.
• Strong interpersonal, communication, and organizational skills.
• High level of professionalism, discretion, and customer service orientation.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Fluency in English and Siswati.
• Ability to work independently and as part of a team in a fast paced, multicultural environment.
• Demonstrated attention to detail, accuracy and commitment to administrative compliance.

Preferred Qualifications

Jhpiego offers competitive salaries and a comprehensive employee benefits package.

Please apply at www.jhpiego.org/careers

Applicants must submit a single document for upload to include: cover letter, resume, and references.

Applications will be reviewed on a rolling basis.

For further information about Jhpiego, visit our website at www.jhpiego.org

Note: The successful candidate selected for this position will be subject to a pre-employment background investigation.

Jhpiego is an Affirmative Action/Equal Opportunity Employer

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

EEO is the Law

RECRUITMENT SCAMS & FRAUD WARNING

Jhpiego has become aware of scams involving false job offers. Please be advised:

• Recruiters will never ask for a fee during any stage of the recruitment process.
• All active jobs are advertised directly on our careers page.
• Official Jhpiego emails will always arrive from a @Jhpiego.org email address.
• Please report any suspicious communications to [email protected]