Receptionist

Ana ndi Achinyamata Patsogolo Activity (ANAPA), a PEPFAR-USG funded Project implemented by Project HOPE Namibia in Malawi (PHN-MA), has recently been reevaluated and re-aligned following the US Executive Orders. The project Scope of Work (SOW) will now focus on Life-Saving HIV Service Provision for Orphans and Vulnerable Children (OVC) under Comprehensive HIV service delivery. The SOW covers the following:1) Care and treatment services for people living with HIV (PLHIV) and children living with HIV (CLHIV) that directly impact clinical outcomes; 2) service to address early identification, treatment, linkage/continuity, and viral load suppression for children, pregnant and breastfeeding women and 3) Provide leadership in focused data and systems maintenance activities in support of the lifesaving service provision areas ANAPA project will continue to be implemented in nine high HIV burdened districts in Malawi (Blantyre, Chikwawa, Lilongwe, Machinga, Mangochi, Mulanje, Phalombe, Thyolo and Zomba). Please take note that Project HOPE Namibia will only undertake activities within the scope of the award; and will not extend to activities related to abortion services, family planning, programs centered on gender, diversity, equity and inclusion (DEI) or transgender surgeries.

It is against this background that PHN-MA, seeks qualified Malawians to fill various positions for the ANAPA Activity as follows:

Receptionist

Reporting to: Procurement and Logistics Manager
Duty Station: Head Office
Number Required: 1
Supervises: Cleaners, gardeners, and security guards.
Minimum Hours of Work: 40 hours per week

Job Summary

Reporting to the Procurement and Logistics Manager, the Receptionist provides supervision, coordination and control over general administrative support functions of the ANAPA project management office, including front office management.

Front Office Management

• Meet and greet guests and visitors, ensuring that everything is clean and in good repair in the reception area.
• Manage all incoming/outgoing mail/parcels/faxes, and ensure they are correctly recorded and distributed to their internal or external recipients.

Logistics

• Manage petty cash and utility payments, office cleanliness, and office security.
• Supervise the maintenance of area premises and environment to always ensure its cleanliness and repairs.
• Supervise the maintenance and ensure function of generator and all other electrical fixtures e.g., bulbs of office premises.
• Ensure office security and all security procedures are in place, adhered to and report any security matters to your supervisor for attention and communication.
• Handle ANAPA Office imprest and ensure timely payments and replenishment.
• Ensure timely payment of all received utilities e.g., water, electricity AND place requests for payment.
• Ensure timely and proper set-up of meeting/board rooms and venues for meetings.
  Make sure that kitchen supplies are always available by monitoring their usage and arranging for their replacement timely.
• Ensure quality service levels for staff welfare such as break teas, during meetings.
• Carry out administrative secretarial activities, in accordance with the instructions of the Chief of Party and Project HOPE Namibia-ANAPA rules and protocols to ensure effective administrative support to ANAPA office staff.
• Manage bookings of conference rooms.
• Manage office supplies inventory such as toners/ink, stationery, etc., and place orders on time to avoid running out.
• Supervise the printing of copies and binding of documents.
• Help organize internal and external events (meetings, presentations, etc.), send invitations, and coordinate ordering of snacks or meals whenever necessary.
• Work with Logistics Officers to Plan and organize travel and accommodation when required.

Minimum Qualifications, experience and required skills :

• Bachelor’s Degree or Diploma qualification in relevant studies such as: Business Administration & Management.
• 2 years’ experience in any area related to office administrative support.
• Specific Knowledge, Skills and abilities Required.
• Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities.
• Ability to take initiative with projects to work both independently and as a team member.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel). Knowledge.
• Good oral and written communication and interpersonal skills.
• High level of integrity

MODE OF APPLICATION

Interested candidates who meet the above qualifications and experience are requested to submit their Curriculum Vitae with 3 traceable referees, cover letter together with copies of certificates to the email address below not later than 12:00 noon on 2nd May, 2025, and only shortlisted candidates will be contacted for interviews.

Note: Please clearly indicate the position title in the email subject and also district of your preference.

Email to: recruitmentmw@projecthope.org