Associate HR and Administration Officer (2 Positions)

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is a recognized global leader in the fight against HIV/AIDS.  In its work to eliminate Pediatric AIDS through research, advocacy, and prevention and treatment programs, EGPAF currently supports national, district, and local governments, facilities, communities, and non-governmental partners. In 2020, EGPAF’s global footprint spans 17 countries.  EGPAF supports service provision for comprehensive HIV care, treatment and prevention programs, and health systems strengthening.  To date, EGPAF has supported over 15,000 sites to offer HIV counselling, prevention, diagnosis, and treatment services alongside high-quality family health care. “

EGPAF has worked in Malawi since 2001. Today, EGPAF Malawi implements evidence?based HIV prevention, care and treatment interventions in 179 health facilities in nine districts through EGPAF’s U.S. President’s Emergency Plan for AIDS Relief/U.S. Centers for Disease Control and Prevention (PEPFAR/CDC) ?funded Achieving HIV Epidemic Control through Scaling Up Quality Testing, Care and Treatment in Malawi

EGPAF seeks to fill the following open position

Position Details:

Job title:                                       Associate HR and Administration Officer(2)

Location:                                     Lilongwe, Malawi

Reports to:                                 Senior HR and Administration Officer

Location:                                     Lilongwe

Job Summary

The Associate Human Resource and Administration Officer reports to the Senior HR and Admin Officer and provides general day-to-day administrative functions of the department.

Essential Duties and Responsibilities

Records Management

  • Develop an efficient filing system (both paper and electronic) to make updating and retrieving of files easier

  • Opening of files for new employees and any other HR & Administration correspondences
  • Conducting quarterly personnel file 


  • Ensure any employee’s status changes are adequately documented and updated

  • Ensure all employees are in receipt of all critical HR documents, including contract, employee handbook, job description etc.

Recruitment and Selection Support

  • Inviting candidates for interviews, ensuring all paperwork for the interview is in place.
  • Ensure candidate logistics and transport reimbursements are properly done and activity advances are timely reconciled with Finance.
  • Welcomes new employees to the organization by supporting Snr HR & Admin coordinating orientation programs.
  • Ensures all new staff undergo orientation, complete and sign all mandatory paperwork after orientation program
  • Preparation of HR travel advances for transport reimbursement, payment of temporary staff & any other.
  • Provide interview feedback to candidates

Office Management

  • Ensure operation of equipment by completing preventive maintenance requirements;
  • Calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Ensure that office utilities are provided and  offices are always clean and well decorated
  • Monitor HR & Administration Office supplies and make timely orders
  • Coordinate HR projects (meetings, training, surveys etc.) and take minutes
  • Operating a variety of office tools, including computers, photocopying, printing and scanning
  • Assist in payroll preparation by providing relevant data (new recruits paper work, separation, promotion, lateral movements, absences, etc.).
  • Performing any other tasks or functions as assigned


  • Degree or Higher Diploma in Human Resource Management/Business Management
  • At least 3 years working experience in a similar post

Knowledge, Skills and Abilities

  • Excellent written and verbal communication skills
  • Computer literate
  • Good interpersonal skills
  • Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
  • Must be able to prioritize and plan work activities as to use time efficiently
  • Must be organized, accurate, thorough, and able to monitor work for quality
  • Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback
  • Ability to work with limited supervision

Apply Now

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