Human Resources Intern – Elizabeth Glaser Pediatric AIDS Foundation

Job Description

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence and equity every day, while maximizing our impact in the communities we serve. EGPAF currently supports national, district, and local governments, facilities, communities, and non-governmental partners. In 2020, EGPAF’s global footprint spans 15 countries. To date, EGPAF has supported over 15,000 sites to offer HIV counselling, prevention, diagnosis, and treatment services alongside high-quality family health care. Join us on our fight for an AIDS-free generation!

EGPAF has worked in Malawi since 2001. Today, EGPAF Malawi implements evidence-based HIV prevention, care and treatment interventions in 177 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:

Title                                           :            Temporary HR Intern

Duration                                    :            2 months

Location                                    :            Lilongwe

Reporting to                             :            HRM

How will you fight for an AIDS-free generation?

The Temporary HR Intern will support the Human Resources department by scanning personal files and other HR documents, ensuring all data is accurately and securely filed electronically, in addition to maintaining hard copies. This role is crucial for improving the efficiency of the HR document management system and ensuring compliance with data retention policies.

No two days are alike at EGPAF, but what can you expect in this role?

1. Document Preparation:
   • Sort, organize, and prepare personal files and other HR documents for scanning.
   • Remove staples, paper clips, and other bindings to facilitate scanning.
   • Ensure documents are in a suitable condition for high-quality scanning.
2. Scanning and Digitization:
   • Operate scanning equipment to digitize personal files and other HR documents.
   • Ensure scanned images are clear, legible, and complete.
   • Save scanned files using the company’s established naming conventions.
3. Electronic Filing:
   • Upload scanned documents to the company’s electronic document platform.
   • Organize and file electronic documents into the correct folders within the electronic document platform.
   • Verify that electronic files match the original hard copies.
4. Quality Control:
   • Conduct regular checks to ensure the quality and accuracy of scanned documents.
   • Re-scan documents as necessary to meet quality standards.
   • Report any discrepancies or issues to the supervisor promptly.
5. Maintenance of Hard Copies:
   • Ensure hard copies of all documents are filed correctly and securely after scanning.
   • Maintain the physical filing system in an orderly and accessible manner.
   • Assist in the organization and archiving of older documents.
6. Confidentiality and Compliance:
   • Handle all personal and HR documents with the highest level of confidentiality.
   • Adhere to data protection and confidentiality guidelines at all times.
   • Ensure compliance with the company’s document retention policies.
7. Reporting:
   • Provide regular updates on the progress of the scanning and filing assignment to the supervisor.
   • Prepare reports on the number of documents scanned and any issues encountered.

To be successful, you will need to have:

• Advanced Diploma in Human Resources / Information Management, or a related field.
• Strong attention to detail and accuracy.
• Proficiency in using office equipment, including scanners and computers.
• Familiarity with electronic document management systems is an asset.
• Excellent organizational and time management skills.
• Ability to handle confidential information with discretion.
• Good communication skills and the ability to work independently as well as part of a team.

As a global, multinational and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. The Foundation is committed to advancing diversity, equity, inclusion, and belonging (DEI&B), and we strongly encourage those with the following identities to apply: BIPOC (black, indigenous, and other people of color), women and non-binary, LGBT+ (lesbian, gay, bisexual, and transgender), individuals with disabilities, and other members of historically underrepresented groups.

EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact fraud@pedaids.org.

To apply log onto EGPAF webpage: https://www.pedaids.org/about/careers

Closing Date:  13^th August, 2024