Administrative Assistant

Jhpiego is an international, non-profit health organization affiliated with The Johns Hopkins University. For 50 years and in over 155 countries, Jhpiego has worked to prevent the needless deaths of women and their families. Jhpiego Corporation has been providing technical support to the Ministries of Health in partner countries across the globe in a variety of technical areas including cervical cancer treatment and prevention, community health, HIV and AIDS, maternal and newborn health, health workforce capacity development family planning, malaria, and IPC/WASH.

The Reaching Impact, Saturation and Epidemic control (RISE) project is a five-year global US Department of State funded project, with a period of performance from Apr. 15, 2019 – Dec. 30, 2027.  RISE supports countries to respond to the HIV epidemic and COVID-19 pandemic by providing technical assistance, service delivery, research, and cross-cutting health system innovations. RISE partners with ministries of health, local stakeholders, and non-governmental organizations in more than 25 countries around the world to advance strategic and policy objectives to control the transmission of HIV and COVID-19. Working across the HIV prevention, care, and treatment cascade, RISE bridges country-led efforts to reach the UNAIDS 95-95-95 goals by 2030. To address the COVID-19 pandemic, RISE provides short-term, emergency response aid, alongside longer-term health systems strengthening, to achieve pandemic preparedness. Targeted technical assistance includes strengthening health information systems, human resources for health, supply chain, and health financing.

The RISE project in Eswatini is looking to hire Administrative Assistants in Hhohho and Shiselweni who will play a key role in ensuring the efficient and smooth day to day operation of the Jhpiego Offices in Eswatini. 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.

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.

• 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

   

  Applications will be reviewed on a rolling basis.

Deadline for applications is 17th November 2025. Applications may close earlier as we are reviewing applications on a rolling basis.

Please apply at www.jobs-jhpiego.icims.com

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

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.

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