Position Summary

IPA Malawi is seeking a qualified and dynamic Operations Associate to oversee and manage administrative and operational functions in its Malawi office. The incumbent will support functions including Human Resources, Procurement, Compliance, Inventory Management, IT, and Safety & Security. The Operations Associate will report to the Senior Finance and Operations Manager and work closely with the Country Director, Finance and Research teams.

Responsibilities

35% - Procurement:

• Lead the supplier prequalification process.
• Supervise procurement of goods and services in accordance with IPA’s procurement policy.
• Refine and oversee the implementation of procurement systems, including digital workflows.
• Assist in reviewing contracts, MoUs, and agreements, in collaboration with General Counsel and the Country Manager.
• Manage relationships with suppliers and key service providers (e.g., landlords, insurance companies, transport providers, legal counsel).

35% - Human Resources:

• Assist in the management of HR operations in line with IPA global and local HR policies.
• Provide timely payroll information to the Finance Department.
• Facilitate staff onboarding and orientation programs.
• Coordinate staff offboarding and clearance processes, including exit benefits and service certificates.
• Maintain comprehensive and secure personnel files.
• Regularly update the HR Information System (HRIS) and generate periodic HR reports.
• Build the capacity of the operations team in Malawi and Zambia to independently manage operational activities.

20% - Compliance:

• Ensure IPA Malawi’s registration is current and adheres to all legal and statutory requirements.
• Guarantee compliance with all national laws and IPA global operational policies, in coordination with the Country Director and Senior Finance and Operations Manager.

10% - Operations & Security:

• Support the Senior Finance and Operations Manager in shaping long-term operational strategies for HR, IT, Procurement, Security, and Compliance.
• Contribute to the development and implementation of the annual strategic plan for operations.
• Monitor and improve internal controls, operational policies, and administrative procedures.
• Implement global policies and procedures at the local level.
• Act as the primary Safety & Security Focal Point for the country office.
• Maintain and manage the country risk register.
• Oversee ICT systems and coordinate support with global/regional IT teams.
• Ensure accurate asset management and maintenance of the asset register.

Qualifications

Required:

• Bachelor’s degree in Business Administration, Public Administration, Human Resources, or related field
• Minimum of 3 years' professional experience in operations management, preferably within an NGO context.
• Demonstrated experience in legal compliance and operational procedures in Malawi.
• Familiarity with managing donor compliance and multi-donor environments.
• Proven skills in procurement, HR management, and operational strategy.
• Strong leadership, organizational, and problem-solving abilities.
• Excellent interpersonal and written communication skills.
• High level of attention to detail and ability to multitask.
• Demonstrated cultural sensitivity and ability to work in a diverse team environment.
• Ability to support work in rural settings
• Willingness to travel to all regions in Malawi

Preferred:

• Master’s degree in Business Administration, Public Administration, Human Resources, or related field

Reports to

Senior Finance & Operations Manager

Location

Malawi

Contract Type:

Fixed-Term Contract for 8 months

Deadline to Apply

Friday May 30th, 2025

Application Instructions

Click here to apply!

About IPA

Innovations for Poverty Action (IPA) is a research and policy nonprofit that discovers and advances what works to improve the lives of people living in poverty. IPA brings together researchers and decision-makers to design, rigorously evaluate, and refine these solutions and their applications, ensuring that the evidence created is used to improve the lives of people living in poverty. In recent decades, trillions of dollars have been spent on programs designed to reduce global poverty, but clear evidence of which programs succeed is rare, and when evidence does exist, decision-makers often do not know about it. IPA exists to bring together leading researchers and these decision-makers to ensure that the evidence we create leads to a tangible impact on the world. Since its founding in 2002, IPA has worked with over 600 leading academics to conduct over 1,000 evaluations in 52 countries. This research has informed hundreds of successful programs that now impact millions of individuals worldwide.

Safeguarding at IPA

At Innovations for Poverty Action (IPA), we are committed to creating a safe and respectful environment for all individuals, particularly children and vulnerable adults. As IPA adheres to strict safeguarding principles, selected candidates will be expected to adhere to these standards. By joining IPA, you become part of a team dedicated to ethical conduct, social responsibility, and meaningful impact in the fight against global poverty. Together, we work to create a better world where everyone has the opportunity to thrive with dignity and respect.