ABOUT THE ROLE

IPA Malawi is seeking a motivated Operations Assistant to provide day-to-day administrative and operational support to the office. You'll work across Human Resources, Procurement, Compliance, Inventory Management, IT, and Safety & Security — reporting to the Senior Finance and Operations Manager and collaborating closely with the Country Director and other teams.

IPA is a non-profit research and policy organization that discovers and promotes effective solutions to global poverty challenges, working with decision-makers to rigorously evaluate interventions and scale programs that improve lives.

KEY REQUIREMENTS

• Bachelor’s degree in Business Administration, Public Administration, Human Resources, or a related field.
• Minimum 3 years of professional experience in operations, preferably within an NGO context.
• Basic experience in legal compliance and operational procedures in Malawi.
• Familiarity with donor compliance and multi-donor environments.
• Basic knowledge of procurement, HR, and operational procedures.
• Strong interpersonal and written communication skills.

KEY RESPONSIBILITIES

• Procurement: Support procurement of goods/services, assist with supplier prequalification, maintain supplier records, review contracts, and manage relationships with key service providers (landlord, insurance, transport, legal counsel).
• Compliance: Ensure office documentation meets legal/statutory requirements; monitor compliance with IPA policies and national laws.
• Operations & Security: Provide administrative support for HR, IT, Procurement, and Security; maintain the office risk register and asset register; act as a support contact for safety & security matters.
• Human Resources: Assist with staff onboarding/offboarding, maintain personnel files, update the HR Information System (HRIS), and provide timely payroll information to Finance.

• Support procurement of goods/services, assist with supplier prequalification, maintain supplier records, review contracts, and manage relationships with key service providers (landlord, insurance, transport, legal counsel).
• Ensure office documentation meets legal/statutory requirements; monitor compliance with IPA policies and national laws.
• Provide administrative support for HR, IT, Procurement, and Security; maintain the office risk register and asset register; act as a support contact for safety & security matters.
• Assist with staff onboarding/offboarding, maintain personnel files, update the HR Information System (HRIS), and provide timely payroll information to Finance.

• Strong interpersonal and written communication skills.
• Basic experience in legal compliance and operational procedures in Malawi.
• Familiarity with donor compliance and multi-donor environments.
• Basic knowledge of procurement, HR, and operational procedures.

• Bachelor’s degree in Business Administration, Public Administration, Human Resources, or a related field.
• Minimum 3 years of professional experience in operations, preferably within an NGO context.