Operations Assistant

Job Title: Operations Assistant, Malawi
Location: Lilongwe, Malawi
Duration: 1 year, with the possibility of extension
Start Date: As soon as possible
Application Deadline: Applications must be received by Feb 17. 2026

About Innovations for Poverty Action (IPA)

Innovations for Poverty Action (IPA) is a non-profit research and policy organization that discovers and promotes effective solutions to global poverty challenges. Working in close collaboration with decision-makers including policymakers, practitioners, investors, and donors IPA designs and rigorously evaluates innovative interventions using randomized evaluations, the gold standard in impact assessment. IPA then works to ensure that evidence is used to inform policy and scale effective programs to improve lives.

Position Summary

IPA Malwai is seeking a qualified and dynamic Operations Assistant to oversee and manage administrative and operational functions in its Malawi office, with the possibility of supporting other countries in the region. 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.

Key Responsibilities

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).

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.

Operations & Security

• Monitor and improve internal controls, operational policies, and administrative procedures.
• Implement CO and 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.

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 staff to independently manage operational activities.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Public Administration, Human Resources, or related field (Master’s degree preferred).
• 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 accounts, managing donor compliance and multi-donor environments.
• Proven skills in procurement, HR management, and operational strategy.
• Strong 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.

How to Apply

Interested candidates are invited to click here https://innovationsforpovertyaction.formstack.com/forms/ipa_malawi_operations_associate_job_application_form_gm_copy to apply. Please note that applications will be reviewed on a rolling basis, and only short-listed candidates will be contacted.

Disclaimer

The above job description outlines the general responsibilities of the position and is not exhaustive. IPA reserves the right to amend duties and responsibilities to meet the evolving needs of the organization. IPA does not charge any application fees and encourages applicants to verify the authenticity of information shared in job advertisements.