GiveDirectly (GD) aims to reshape international giving – and millions of lives – by providing cash grants directly to the world’s poorest. The Brookings Institution estimates that $70B of cash transfers would be required to eliminate the poverty gap; the aid sector currently spends $135B each year, much of it on evidence-free interventions. GiveDirectly wants to change that, establishing cash transfers as a benchmark for foreign aid – as the index fund is a benchmark for the financial industry – and in the process accelerating the end of extreme poverty.

GD has raised over $1B since launching in 2011 and delivered cash to more than 2 million people in 15 different countries. We’ve also supported large-scale, experimental research that indicates strong recipient impact of our programs. As a result, GD has been celebrated as one of the most innovative non-profit companies by Fast Company, while the growing cash transfer movement (and GD’s leading role within it) have been featured in the New York Times Magazine, This American Life, Foreign Affairs, and The Economist.

Our culture is candid, analytical, agile, and non-hierarchical. Our global team of ~150, and country operations teams of ~650, span 21 different countries and 69 languages. From software engineers to seasoned humanitarian workers, management consultants to public servants, researchers to field operations — it’s an incredible group of people.

Our values are central and deliberately opinionated. We genuinely center the people we serve in our decision-making, and strive to build an ambitious, dynamic and high-performing environment. We strongly encourage you to read through our values carefully, if they reflect how you like to work and energize you, this could be a great fit.

We work hard to create an environment in which all our team members can thrive, succeed, and grow. We support high ownership, flexibility, take care of each other, have fun, and create professional growth opportunities.

Responsibilities or duties

The Administration and Procurement Associate plays a key role in supporting core office operations and administrative functions across all GiveDirectly operations in Malawi. This role requires strong organisational and problem-solving skills to manage procurement processes, inventory, office logistics, supplier coordination, petty cash, and administrative support for both the local team and visitors. The ideal candidate will be detail-oriented, proactive, and committed to providing high-quality administrative services that enable the smooth and efficient execution of the program.

1. Administrative and office operations

• To oversee daily administrative functions, including office maintenance, supply management, travel logistics, and staff support services.
• Supervise the office support team (administrative assistant, office assistant, cleaning staff, drivers), ensuring task completion, service quality, and regular performance feedback.
• Coordinate internal meetings, retreats, and donor visits, including scheduling, logistics, and on-site arrangements.
• Maintain contact with owners and suppliers for facility maintenance and repair; manage service contracts and ensure compliance with service level agreements.

2. Coordination of purchases and logistics

• To support the purchasing manager in executing purchasing processes, both in the office and in the field.
• Receive, inspect, and coordinate the distribution of goods and materials; maintain accurate documentation regarding purchases.
• To act as a focal point for delegated low-risk purchasing tasks and maintain an auditable administrative filing system.

3. Asset and inventory management

• Maintain and update inventory records of assets, supplies, and consumables across all locations.
• To oversee the labeling, assignment, storage, and tracking of asset movements, in accordance with organizational policies.
• Support the quarterly asset verification and manage incident reports (e.g., loss/damage); coordinate insurance coverage for high-value items.

4. Financial and payment supervision

• Manage cash flow, ensuring timely payments, reconciliations, and integrity of documentation.
• Process payment requests related to administration and liaise with the finance team to ensure timely disbursement.
• Facilitate mobile cash distribution for administrative-related logistics (e.g., field events, small procurements).

5. Security and protection supervision

• Monitor and enforce office security protocols and emergency procedures; act as a focal point for incident reporting and response.
• Supervise outsourced security personnel, ensure adherence to rotation schedules, and coordinate periodic training based on GD’s security guidelines.

6. Multifunctional support and support to senior management

• Provide high-level logistical and administrative support to the senior management team, including travel arrangements and documentation.
• Coordinate the onboarding of new administrative and support staff, ensuring the preparation of the workspace and the logistics of the integration process.
• Establish contact with field and operational teams to ensure the efficient provision of administrative and logistical support to program activities.

7. Fraud prevention and compliance

• Implement internal controls across all administrative operations (e.g., cash handling, asset tracking, procurement) to prevent fraud or misuse.
• Perform ad hoc checks and regular reconciliations of assets and financial records; escalate any discrepancies to the procurement manager and internal audit.
• Verify documentation related to payments and asset transfers; promote a culture of integrity and accountability within the administrative team.

Qualifications or requirements (e.g., education, skills)

Experience needed

• Minimum of 4 to 5 years of progressive experience in administration, logistics or operations, preferably in an NGO or international organization.
• Proven experience in managing office operations, asset tracking, logistics coordination, and supplier management.
• Familiarity with procurement and compliance procedures, particularly those aligned with donor requirements and anti-fraud protocols.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• High degree of integrity, discretion and professionalism in handling sensitive or confidential information.
• Strong written and verbal communication skills in English and Chichewa.
• Proven ability to work collaboratively across departments and with diverse teams.
• Alignment with GiveDirectly’s core values.
• Flexibility to relocate for programs needs

• To oversee daily administrative functions, including office maintenance, supply management, travel logistics, and staff support services.
• Supervise the office support team (administrative assistant, office assistant, cleaning staff, drivers), ensuring task completion, service quality, and regular performance feedback.
• Coordinate internal meetings, retreats, and donor visits, including scheduling, logistics, and on-site arrangements.
• Maintain contact with owners and suppliers for facility maintenance and repair; manage service contracts and ensure compliance with service level agreements.
• To support the purchasing manager in executing purchasing processes, both in the office and in the field.
• Receive, inspect, and coordinate the distribution of goods and materials; maintain accurate documentation regarding purchases.
• To act as a focal point for delegated low-risk purchasing tasks and maintain an auditable administrative filing system.
• Maintain and update inventory records of assets, supplies, and consumables across all locations.
• To oversee the labeling, assignment, storage, and tracking of asset movements, in accordance with organizational policies.
• Support the quarterly asset verification and manage incident reports (e.g., loss/damage); coordinate insurance coverage for high-value items.
• Manage cash flow, ensuring timely payments, reconciliations, and integrity of documentation.
• Process payment requests related to administration and liaise with the finance team to ensure timely disbursement.
• Facilitate mobile cash distribution for administrative-related logistics (e.g., field events, small procurements).
• Monitor and enforce office security protocols and emergency procedures; act as a focal point for incident reporting and response.
• Supervise outsourced security personnel, ensure adherence to rotation schedules, and coordinate periodic training based on GD’s security guidelines.
• Provide high-level logistical and administrative support to the senior management team, including travel arrangements and documentation.
• Coordinate the onboarding of new administrative and support staff, ensuring the preparation of the workspace and the logistics of the integration process.
• Establish contact with field and operational teams to ensure the efficient provision of administrative and logistical support to program activities.
• Implement internal controls across all administrative operations (e.g., cash handling, asset tracking, procurement) to prevent fraud or misuse.
• Perform ad hoc checks and regular reconciliations of assets and financial records; escalate any discrepancies to the procurement manager and internal audit.
• Verify documentation related to payments and asset transfers; promote a culture of integrity and accountability within the administrative team.

• Strong organizational skills
• Problem-solving skills
• Attention to detail
• Proactive
• Detail-oriented
• High degree of integrity
• Discretion
• Professionalism
• Strong written communication skills
• Strong verbal communication skills
• Ability to work collaboratively

• Education/Experience in Business Administration, Public Administration, Logistics, Procurement or related field.
• Minimum of 4 to 5 years of progressive experience in administration, logistics or operations, preferably in an NGO or international organization.
• Proven experience in managing office operations, asset tracking, logistics coordination, and supplier management.
• Familiarity with procurement and compliance procedures, particularly those aligned with donor requirements and anti-fraud protocols.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• High degree of integrity, discretion and professionalism in handling sensitive or confidential information.
• Strong written and verbal communication skills in English and Chichewa.
• Proven ability to work collaboratively across departments and with diverse teams.
• Alignment with GiveDirectly’s core values.
• Flexibility to relocate for programs needs