Administration Operations Manager

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GiveDirectly, a leader in direct cash transfers, is seeking an Admin. Operations Manager for its Malawi office. Since 2011, GiveDirectly has provided over $1 billion in cash to more than 2 million individuals globally, earning recognition from prominent media outlets and named one of Time100’s Most Influential Companies of 2026. Our Malawi operations, established in 2019, are expanding with an ambitious program and research agenda. This role is critical for ensuring the seamless functioning of our country office operations, directly impacting our ability to serve beneficiaries.

Role Overview

The Admin. Operations Manager is the operational backbone of the Malawi country office, responsible for essential administrative functions. This includes managing vendor and casual labor payments, petty cash, office facilities and security, asset management, transportation, logistics, visitor coordination, and regulatory compliance. Success in this role ensures program continuity and efficiency. As a people manager, you will lead a dedicated team, focusing on capability development. Close collaboration with the Procurement & Warehousing Manager, Finance department, and Programs team is expected. You will also advise the Operations Director and Country Director on administrative strategies and improvements.

Key Responsibilities

• Payments, Petty Cash, and Expense Management: Oversee the complete payment lifecycle for vendors, contractors, and casual labor. Validate invoices and timesheets, confirm service/goods receipt, ensure proper documentation, and process payments through the established workflow. Maintain a target of zero overdue supplier invoices, apply correct tax treatments, and reconcile accounts. Manage the petty cash system from float requests to month-end reconciliation. Train staff on payment and expense procedures.
• Office Premises, Facilities, and Security: Supervise the upkeep and operational readiness of country and field offices, including maintenance, utilities, and supplies. Manage the setup, furnishing, and closure of field office locations. Oversee office access and security personnel, ensuring adherence to service agreements. Act as the primary contact for day-to-day safety and security protocols, escalating incidents as needed. Ensure a safe work environment with adequate first aid and protective equipment.
• Office and Field Asset Management: Maintain a comprehensive register of all office and field assets, including regular updates for acquisitions, movements, and disposals. Tag, allocate, and track all assets. Conduct quarterly physical verifications and report discrepancies. Enforce protocols for asset handling and storage, and manage asset recovery upon staff exit or project closure. Forecast asset replacement needs, manage the annual disposal process, and oversee insurance claims.
• Transport, Logistics, and Visitor Coordination: Manage the office vehicle fleet and logistics personnel, focusing on scheduling, maintenance, fuel efficiency, and cost control. Coordinate staff travel arrangements, including flights, accommodation, and ground transport. Manage logistics for high-priority visitors, including visa and permit facilitation. Oversee the transport of materials and personnel to field sites. Support office functions and team events.
• Team Leadership and Capability Building: Lead and mentor the administration team across all country and field locations, ensuring coordination, prioritization, and quality assurance. Supervise support staff such as cleaners and catering personnel. Manage hiring, onboarding, performance, and development for direct reports, including conducting regular development discussions. Ensure consistent application of Standard Operating Procedures (SOPs) and templates. Facilitate rapid scaling by recruiting and orienting staff for new field offices.
• Systems, Risk, and Compliance: Drive improvements in back-office systems to support large-scale operations. Identify and address resource and capacity gaps within the administration function. Ensure compliance with GiveDirectly policies, donor requirements, the code of conduct, and Malawian regulations. Build team expertise in the local regulatory environment. Support Finance and Internal Audit processes, including documentation and discrepancy resolution. Lead the development of the annual administration budget and monitor expenditure against plan.

Desired Qualifications

• A minimum of 5-7 years of experience in office administration, operations, or business support, with proven experience managing payment or financial administration functions.
• Bachelor's or Master's degree in Business Administration, Management, or a related field.
• Demonstrated alignment with GiveDirectly's values and core competencies, including emotional intelligence, problem-solving, project management, follow-through, and fostering inclusivity.
• Proven experience as a people manager, with a track record of delivering results through others and establishing effective management processes, ideally across multiple locations.
• Solid understanding of payment processing, invoice validation, statutory tax treatments, and basic financial controls.
• Exceptional analytical and problem-solving skills to inform management and programming decisions.
• Excellent written and verbal communication skills, adaptable to diverse audiences.
• Strong interpersonal skills and a collaborative management approach.
• Enthusiasm for fast-paced, dynamic environments that require initiative and learning by doing.
• Fluency in English and Chichewa, with a willingness to travel to field sites in Malawi.

GiveDirectly is an Equal Opportunity Employer. We are committed to safeguarding and promoting the welfare of our beneficiaries and staff. Reasonable accommodations are available upon request. For referral rewards and more information, please visit our careers page.