Basic Job Information

Job Summary

Democracy International (DI) is seeking to hire an Operations Officer for the multi-year USAID Strengthening Parliament’s Role in Malawi’s Development Activity in Malawi, based in Lilongwe. The Activity will contribute to Malawi’s democratic governance by supporting the Parliament of Malawi to better fulfill its legislative, oversight and representative functions. The goal of the activity is to support the effectiveness and independence of Parliament by providing technical support to selected constitutional and standing committees, coordination between parliament and statutory oversight institutions around public integrity issues, and CSOs and media’s demand for accountability. The activity looks at both the technical capacity as well as the political incentives of Members of Parliament and staff to support a more robust legislative process, and more rigorous oversight. To maximize Parliament’s influence, the activity will leverage partnerships with oversight institutions and civil society and media to build coalitions for reforms that are responsive to the public interest. This is a full- time position based in Lilongwe, Malawi. This position is only open to Malawian citizens.

Essential Job Duties

• Support the implementation of the office operational procedures and policies.
• Serve as the administrative contact and liaison with outsourced vendors.
• Administer the contracting process with all vendors to ensure execution of contracts and timely payment of invoices.
• Serve as administrative contact and liaison with the organization’s human resource-related matters.
• With assistance from the Finance & Operations Assistant, serve as the main procurement personnel who prepare plans for the purchase of equipment, service, and supplies.
• Adhere to and enforce the company’s policies and procedures in alignment with DI’s Purchasing Handbook
• Manage inventories and maintain accurate purchase & pricing records.
• Lead on reviewing, comparing, and analyzing products and services to be procured.
• Oversee associate professional development and other employee-driven culture aspect.
• Act as a change agent in building community and culture at the organization by facilitating process implementation, reinforcing the organization’s mission and values, and enhancing day-to-day work morale and productivity.
• Support and problem-solve to ensure efficient submission, and processing of authorizations, requests and activities between technical and administrative units.
• Support the Activity in the development of efficient operational systems for management of technical and administrative processes.
• Under the Finance & Operations Manger’s guidance, lead on all aspects of office infrastructure and operations including office space leases and maintenance, supplies and materials, and technology.
• Provide general oversight to vehicle maintenance and supervising registration, insurance and fitness renewal processes.
• Lead on preparing operations budget, cost analyses and other ad hoc reports as the need arise.
• Assist with project start-up and later close-out process based on guidance from USAID and Chief of Party
• Other duties as assigned.

Qualifications

• Bachelor’s degree in finance, administration, or related area (accounting, management, or compliance) and at least 5 years of experience on similar, international donor funded programs.
• Experience in capacity-building of local staff and partners.
• 3-5 years of experience with USAID compliance and reporting requirements as well as a thorough understanding of the USAID regulatory environment preferred.
• Experience developing, mapping and delivering operations systems for program management.
• Demonstrated financial, human resources, procurement and administration competences.
• Familiarity with international donor regulations and procedures.
• Strong interpersonal skills to effectively coordinate with a wide range of stakeholders.
• Professional fluence in English is required.

Reporting

This position reports to Finance & Operations Manager

Application letters to be sent to Nmataya@democracyinternational.com

Closing date: Friday 27^th September 2024.