Deputy Director – Administrative Services

I-TECH Malawi

I-TECH Malawi has been privileged to provide technical support to the Government of Malawi Ministry of Health (MoH), since 2008, through seconded senior Technical Assistants, Programme Officers and Public Health Fellows. The International Training and Education Center for Health (I-TECH) was established in 2002 at the University of Washington in Seattle.  I-TECH is funded by the U.S. Centers for Disease Control and Prevention’s Division of Global HIV and TB (CDC-DGHT) under the US President’s Emergency Plan for AIDS Relief (PEPFAR).

I-TECH Malawi wishes to recruit a highly qualified and experienced person to fill the following position.

Deputy Director – Administrative Services

Position Overview

Under the general direction of the Executive Director, the Deputy Director – Administrative Services will provide strategic leadership and management of I-TECH and apply technical expertise and leadership to guide the strategic direction of the Operations, Human Resources and Finance Departments.  The Deputy Director’s primary responsibilities include overseeing routine operations with regard to planning and implementation of all project activities, coordination of project resources (human, financial and material) and reporting functions and requirements. In the absence of the Executive Director, the Deputy Director will assume the role of Acting Executive Director.

This position will provide managerial leadership and oversight for finance, operations, human resources, contracts, sub-awards, and administrative support services and will also ensure compliance with relevant rules and regulations of the Malawi Government and relevant funders including, United States Government (USG) partners, including CDC.

Summary of Main Duties and Responsibilities

Management, Vision, and Leadership

  • In collaboration with Executive Director, develop strong partnerships and maintain regular communication with CDC Malawi, Ministry of Health and other implementing partners and stakeholders.
  • Work with Executive Director to guide implementation and monitoring of I-TECH strategic plan.
  • Ensure programmatic and operational compliance with grant rules and regulations, I-TECH policies as well as Malawi Laws.
  • Work with Executive Director to identify and problem-solve strategic, programmatic, and operational challenges to promote programmatic implementation and expenditures of funds.
  • Provide support and leadership to the management team in budget development, monitoring and analysis of financial information and reports.
  • Lead team building and leadership initiatives to promote departmental and organizational cohesion and productivity.
  • In the Executive Director’s absence, provide a management and supervision role for all programs and operations.
  • Develop a cohesive administrative services unit by leading recurring meetings between Finance, Ops and HR staff.
  • Strengthen collaboration and communication among administrative services and program staff by facilitating regular meetings focused on procurement/spending plans and ensuring accurate projects and budget management.
  • Provide direct supervision, and guidance to the Sr. Operations Manager, Sr. Finance Manager, HR Manager, and Grants Manager
  • Serve as a member of the I-TECH Senior Management Team, providing administrative services representation toward the vision and management of the office.

Operational Leadership

  • Direct the development, application and regular updating of written policies and procedures for operations.Assure concordance between project policies and procedures and funder and national government requirements and regulations.
  • Oversee and provide guidance to issues relating to procurement, administrative, logistical, security and risk management functions for the office and satellite offices.
  • Approve purchases and payments according to the I-TECH Work Plans, Finance and operational procedures, and applicable guidelines.
  • Lead and ensure the development, implementation and monitoring of yearly Operations and procurement Work plans.
  • Oversee the implementation of process improvements to systems including procurement, financial planning, budgeting, recruitment, consultant contracts, etc. to incorporate best practices.
  • Provide capacity building and/or support to program on grant compliance.
  • Liaise with legal counsel on issues needing contextual clarification; update Senior Management Team on major legal issues faced by the organization.
  • Represent I-TECH with key stakeholders including the MOH, legal counsel, Funding Partners, I-TECH Network, and other government agencies.


  • Direct the development, application and regular updating of written policies and procedures for financial services.Assure concordance between project policies and procedures and funder and national government requirements and regulations.
  • Direct the development and implementation of the budget, in line with program plans and operational guidance.
  • Based on delegated authority, provide oversight for all funds spent and assure grant compliance.
  • Assure implementation of and adherence to, guidelines laid out in the Fiscal portion of the Operations Manual
  • Ensure distribution of, training in and adherence to the Fiscal Section of the Operations manual ensuring same for new amendments periodically added.
  • With relevant staff, monitor internal budget reports (e.g. budget projections, burn rates, monthly budget reports by activity code). Prepare forecasts, and consider program implications by providing timely feedback to the related staff
  • Ensure that internal controls are in place sufficient to safeguard I-TECH assets and resources.
  • Provide technical guidance to budget managers on forecasting and budget monitoring.
  • Develop, analyze and maintain a corporate banking relationship.
  • Authorize bank payments of program expenses in accordance with delegation of authority and separation of duty requirements.
  • Oversee and ensure efficient and effective closure of accounts at financial year end including coordination of program manager’s final inputs and planning for carry forward balances.
  • Lead audit preparation and response processes.
  • Investigate, document and control all suspect, fraudulent, procedural breaches, control weaknesses and other non-conforming activity as soon as it is suspected.

Human Resources

  • Oversee the overall workings and administration of M-TECH Human Resources functions.  This includes the development, coordination, and implementation of M-TECH HR manuals and policies; hiring, benefits administration, staff performance evaluations, disciplinary actions and maintenance of personnel policies in accordance with all applicable laws and regulations.
  • Identify and lead staff professional development initiatives at the individual and group levels.
  • Guide implementation and coordination of human resource (HR) policies and procedures and memoranda of agreement.
  • Identify technical assistance needs and develop consultant terms of reference. Monitor all contracts and service agreements according to applicable local laws and policies.

Required Education and Experience:

Required Education, Training & Experience:

  1. Master’s in Business Administration, International Development, or other closely related field
  2. Minimum ten years relevant management experience that includes Operations, Human Resource, Procurement and Financial management with at least five years work experience with international funding.
  3. Strong Fiscal oversight and monitoring experience including significant management accounting experience with program budgets specifically in operating according to USG funding guidelines.
  4. Demonstrated experience with and understanding of USG Uniform Guidance and ensuring compliance with funder regulations.
  5. Excellent problem-solving, decision-making, organizational and communication skills with ability to prioritize multiple tasks and work effectively in a demanding and ever-changing environment.
  6. Demonstrated experience in the supervision of staff, including managers, technical experts and support staff, and a commitment to building staff’s personal and organizational capacity.
  7. Demonstrated ability to address complex and sensitive administrative issues.
  8. Proven track record in management level administration
  9. Strong ability to work independently, take initiative and set priorities.
  10. Excellent communication, presentation and team-building skills, including cultural and gender sensitivity.
  11. Well evidenced analytical, organizational, evaluation, and problem-solving skills
  12. Proven ability to work well with a wide range of collaborators and stakeholders, including national, international, and field-based project implementers and staff.
  13. Strong interpersonal skills and an ability to communicate effectively in English in writing, by phone and in person.
  14. Proficiency in Microsoft Office programs, including Word, Excel and PowerPoint
  15. Excellent oral and written English communication skills.

Application Process

Applications with Curriculum Vitae (CV), three traceable referees and relevant copy certificates should be emailed to :

Deadline for receiving applications is 2nd June 2023. I-TECH Malawi, an equal opportunity employer, appreciates all applications. However, only shortlisted candidates will be acknowledged.