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 Malawi is seeking a qualified and dynamic Operations Associate to oversee and manage administrative and operational functions in its Malawi office. 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

• Support the Senior Finance and Operations Manager in shaping long-term operational strategies for HR, IT, Procurement, Security, and Compliance.
• Contribute to the development and implementation of the annual strategic plan for operations.
• 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 team in Malawi 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 managing donor compliance and multi-donor environments.
• Proven skills in procurement, HR management, and operational strategy.
• Strong leadership, 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.

• 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).
• 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.
• Support the Senior Finance and Operations Manager in shaping long-term operational strategies for HR, IT, Procurement, Security, and Compliance.
• Contribute to the development and implementation of the annual strategic plan for operations.
• 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.
• 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 team in Malawi to independently manage operational activities.

• Strong leadership abilities
• Organizational abilities
• Problem-solving abilities
• Excellent interpersonal skills
• Excellent written communication skills
• High level of attention to detail
• Ability to multitask
• Demonstrated cultural sensitivity
• Ability to work in a diverse team environment
• Proven skills in procurement
• Proven skills in HR management
• Proven skills in operational strategy

• 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 managing donor compliance and multi-donor environments.