Background information about the job or company (e.g., role context, company overview)

Baylor College of Medicine Children’s Foundation – Malawi (BCMCF-M) is a not-for-profit organization working in partnership with the Malawi Government in the health sector. Our Mission is to provide high-quality, high-impact, highly ethical pediatric and family-centered health care, professional health training and clinical research, focused on HIV/AIDS, tuberculosis, malaria, malnutrition and other conditions impacting the health and well-being of children and families worldwide.

The Baylor-Tingathe program developed in 2008 initially responded ­ to suboptimal uptake of PMTCT and pediatric HIV services in Malawi and has grown over the past 14 years to support the full cascade of HIV care and treatment services. The current CORE 2 program seeks to support the Malawi Government in achieving epidemic control, by providing client focused care to People Living with HIV from the time of diagnosis to linkage and full engagement in care. The program is funded by USAID and is currently operating in 6 districts in Malawi. BCMCF-M is seeking qualified candidates to fill the position of: Operations Manager

Responsibilities or duties

Under the direct supervision of the Operations Director, the Administration Manager provides managerial leadership and oversight of administrative, procurement, logistics, asset management, and operational support functions across BCMCF-M supported programs. The position ensures compliance with organizational policies, efficient use of resources, and effective coordination of field and office operations.

Key Duties and Responsibilities

Operations Leadership and Oversight

• Support the Operations Director in the strategic oversight, supervision, and day-to-day management of procurement and administration activities across BCMCF-M –supported programs.
• Promote a safe, respectful, efficient, and productive work environment that encourages teamwork, accountability, and professional development.
• Ensure the effective provision of office services, including space management, equipment, communications, and security.

Procurement and Supply Chain Management

• Provide overall leadership and supervision of Procurement Officers, ensuring procurement activities comply with BCMCF-M policies and achieve value for money.
• Develop and maintain vendor relationships within Malawi and coordinate with the South Africa –based procurement firms for international sourcing.
• Lead annual procurement planning, needs forecasting, and development of procurement and shipping plans.
• Oversee procurement tracking systems, vendor selection processes, and follow-up with shipping firms.

Administration and Field Office Management

• Supervise Lilongwe-based Administration Officers and six (6) District Administration Officers.
• Conduct quarterly supervisory and support visits to district offices.
• Oversee administrative planning, storeroom key control, building maintenance coordination, and supply request approvals.

Logistics and Distribution

• Oversee coordination of all incoming and outgoing shipments, prioritizing field technical needs.
• Manage inter-office supply movements and monitor shipments in progress.
• Investigate and report discrepancies between waybills and received goods.

Asset and Inventory Management

• Ensure transparent and accountable use of BCMCF-M assets and resources.
• Oversee stock verification upon delivery and enforce monthly physical inventory checks.
• Maintain internal asset control systems and ensure all assets are recorded in Asset Tiger.

Contract and Lease Management

• Lead contract management processes, including Calls for Expression of Interest and vendor agreements.
• Manage lease agreements, negotiate rental terms, and issue termination notices when due.

Human Resources Support

• Support recruitment, performance evaluations, disciplinary processes, and leave management for Operations staff.

Reporting

• Prepare and submit monthly operational reports to the Operations Director.
• Provide recommendations to strengthen finance, procurement, transportation, and administrative systems.

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

COMPETENCIES AND EXPERIENCE REQUIRED

• Bachelor’s degree in business administration or a related field; background experience in health programs is an added advantage.
• A minimum of four (4) years of non-profit management experience, with demonstrated expertise in procurement, logistics management, information technology, infrastructure, and administrative systems.
• Proven experience managing USG-funded grants, with strong knowledge of USG compliance and reporting requirements.
• Demonstrated ability to draft, negotiate, and manage vendor and service contracts.
• Strong ability to handle sensitive information with discretion and maintain confidentiality at all times.
• At least two (2) years of supervisory experience, with responsibility for managing and guiding staff.
• Extensive knowledge of organizational management principles and operational best practices.
• Excellent written and verbal communication skills, including strong listening abilities.
• Strong presentation and interpersonal skills, with the ability to motivate and influence others effectively.
• Demonstrated ability to set priorities, delegate tasks, and direct the work of teams efficiently.
• Proven experience in talent assessment, recruitment, interviewing, and building high-performing teams.
• High level of integrity, professionalism, and trustworthiness.
• Full professional fluency in English.

Experience needed

A minimum of four (4) years of non-profit management experience, with demonstrated expertise in procurement, logistics management, information technology, infrastructure, and administrative systems.

At least two (2) years of supervisory experience, with responsibility for managing and guiding staff.

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

Reports to: Operations Director

Supervises: Admin Officers, Procurement Officers

• Support the Operations Director in the strategic oversight, supervision, and day-to-day management of procurement and administration activities across BCMCF-M –supported programs.
• Promote a safe, respectful, efficient, and productive work environment that encourages teamwork, accountability, and professional development.
• Ensure the effective provision of office services, including space management, equipment, communications, and security.
• Provide overall leadership and supervision of Procurement Officers, ensuring procurement activities comply with BCMCF-M policies and achieve value for money.
• Develop and maintain vendor relationships within Malawi and coordinate with the South Africa –based procurement firms for international sourcing.
• Lead annual procurement planning, needs forecasting, and development of procurement and shipping plans.
• Oversee procurement tracking systems, vendor selection processes, and follow-up with shipping firms.
• Supervise Lilongwe-based Administration Officers and six (6) District Administration Officers.
• Conduct quarterly supervisory and support visits to district offices.
• Oversee administrative planning, storeroom key control, building maintenance coordination, and supply request approvals.
• Oversee coordination of all incoming and outgoing shipments, prioritizing field technical needs.
• Manage inter-office supply movements and monitor shipments in progress.
• Investigate and report discrepancies between waybills and received goods.
• Ensure transparent and accountable use of BCMCF-M assets and resources.
• Oversee stock verification upon delivery and enforce monthly physical inventory checks.
• Maintain internal asset control systems and ensure all assets are recorded in Asset Tiger.
• Lead contract management processes, including Calls for Expression of Interest and vendor agreements.
• Manage lease agreements, negotiate rental terms, and issue termination notices when due.
• Support recruitment, performance evaluations, disciplinary processes, and leave management for Operations staff.
• Prepare and submit monthly operational reports to the Operations Director.
• Provide recommendations to strengthen finance, procurement, transportation, and administrative systems.

• Demonstrated expertise in procurement, logistics management, information technology, infrastructure, and administrative systems.
• Proven experience managing USG-funded grants, with strong knowledge of USG compliance and reporting requirements.
• Demonstrated ability to draft, negotiate, and manage vendor and service contracts.
• Strong ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Extensive knowledge of organizational management principles and operational best practices.
• Excellent written and verbal communication skills, including strong listening abilities.
• Strong presentation and interpersonal skills, with the ability to motivate and influence others effectively.
• Demonstrated ability to set priorities, delegate tasks, and direct the work of teams efficiently.
• Proven experience in talent assessment, recruitment, interviewing, and building high-performing teams.
• High level of integrity, professionalism, and trustworthiness.
• Full professional fluency in English.

• Bachelor’s degree in business administration or a related field; background experience in health programs is an added advantage.