About us:

Inter Aide is an international organisation specialised in implementing programmes that promote access to development for the most vulnerable communities. Inter Aide has been working in Malawi since 1992 with interventions around Health, Water Maintenance and Agricultural development in the Central and Southern regions of Malawi.

Created in 2020, Inter Aide’s Agroforestry Program (AFP) operates in Traditional Authorities Chadza, Kalumbu and Masula in Lilongwe District. The program supports several thousand smallholder farming families through agroforestry, community-led nurseries, Farmer Managed Natural Regeneration (FMNR), and tree management activities aimed at improving household livelihood through firewood self-sufficiency.

About the Position:

Inter Aide is seeking a motivated and reliable Project Operations Officer to support the coordination of its Agroforestry Program in Lilongwe District.

The position will focus on financial and operational management, including administration, procurement, logistics, HR systems, reporting, and coordination of program operations.

This is a unique opportunity for a professional who combines strong organizational skills, sound judgement, integrity, and a willingness to learn. The selected candidate will benefit from several months of mentoring and capacity building before taking on increased responsibilities within the project.

The position is based in Mitundu and requires regular interaction with rural communities, field teams, local authorities, suppliers, and project partners.

Duties and Responsibilities:

The Project Operations Officer will support the coordination and management of program operations, including:

• Human Resources administration
• Procurement and logistics coordination
• Financial monitoring and budget follow-up
• Reporting and compliance
• Operational planning and coordination

The selected candidate will receive several months of mentorship and coaching before progressively taking on greater responsibilities within the program.

This position is particularly suitable for candidates who combine strong organizational skills, sound judgement, integrity and a willingness to learn and grow professionally.

In this capacity, the Project Operations Officer will be responsible for:

Human resources & Administration

• Coordinate HR processes and personnel administration
• Monitor contracts, leave records and personnel files
• Support recruitment and onboarding processes
• Ensure compliance with labour regulations and internal procedures
• Supervise and strengthen office administration systems

Procurement & Logistics coordination

• Coordinate procurement planning with technical implementation
• Ensure compliance with Inter aide procurement procedures
• Supervise stock management and inventory systems
• Coordinate vehicle, transport and logistical planning
• Anticipate operational needs and propose solutions for project activities

Financial Management & Cost Control

• Support annual budget preparation and budget revisions
• Coordinate monthly fund requests and budget monitoring
• Supervise accounting processes and financial documentation
• Monitor cash management and financial compliance
• Develop expenditure tracking and cost analysis tools
• Support decision-making through operational and financial analysis

Operational Coordination

• Support operational planning across departments
• Active participation in internal technical coordination meetings
• Monitor implementation cost-effectivity and identify bottlenecks
• Ensure effective communication between technical and support functions
• Contribute to risk management and problem solving

Reporting & compliance

• Consolidate operational, administrative and financial reporting
• Monitor key operational performance indicators
• Ensure compliance with internal procedures and donor requirements
• Support audits and internal control processes
• Maintain organized and accessible documentation systems.

Qualifications and Experience:

This position is suitable for candidates seeking to move away from a routine office-based administrative role.

The Project Operations Officer will progressively assume significant responsibilities related to financial oversight, procurement compliance, operational coordination, human resources administration and internal controls.

The position requires sound judgement, integrity, attention to detail, and the ability to make decisions while balancing operational realities with organizational procedures.

The successful candidate must be comfortable working in a rural environment, managing multiple priorities simultaneously, addressing problems proactively, and communicating transparently when difficulties arise.

Applicants should carefully consider these expectations before applying.

Minimum Requirements:

Education

• Bachelor’s degree in:
  • Project Management
  • Business Administration
  • Public Administration
  • Accounting
  • Finance
  • Economics
  • Or related fields

Experience

• Minimum 3 years relevant experience in:
  • Administration and operations
  • Procurement and logistics
  • Budget monitoring
  • Human resources administration
  • Reporting and coordination

Skills

• Strong Excel skills
• Analytical thinking
• Planning, organization and logistics coordination
• Excellent communication and coordination skills
• Attention to detail
• Ability to manage multiple priorities

• Coordinate HR processes and personnel administration
• Monitor contracts, leave records and personnel files
• Support recruitment and onboarding processes
• Ensure compliance with labour regulations and internal procedures
• Supervise and strengthen office administration systems
• Coordinate procurement planning with technical implementation
• Ensure compliance with Inter aide procurement procedures
• Supervise stock management and inventory systems
• Coordinate vehicle, transport and logistical planning
• Anticipate operational needs and propose solutions for project activities
• Support annual budget preparation and budget revisions
• Coordinate monthly fund requests and budget monitoring
• Supervise accounting processes and financial documentation
• Monitor cash management and financial compliance
• Develop expenditure tracking and cost analysis tools
• Support decision-making through operational and financial analysis
• Support operational planning across departments
• Active participation in internal technical coordination meetings
• Monitor implementation cost-effectivity and identify bottlenecks
• Ensure effective communication between technical and support functions
• Contribute to risk management and problem solving
• Consolidate operational, administrative and financial reporting
• Monitor key operational performance indicators
• Ensure compliance with internal procedures and donor requirements
• Support audits and internal control processes
• Maintain organized and accessible documentation systems.

• Strong Excel skills
• Analytical thinking
• Planning, organization and logistics coordination
• Excellent communication and coordination skills
• Attention to detail
• Ability to manage multiple priorities

• Bachelor’s degree in: Project Management, Business Administration, Public Administration, Accounting, Finance, Economics, Or related fields
• Minimum 3 years relevant experience in: Administration and operations, Procurement and logistics, Budget monitoring, Human resources administration, Reporting and coordination