Operations Manager

VACANCY ANNOUNCEMENT

Operations Manager
Position Title: Operations Manager.
Reports to: Country Program Manager.
Duty Stations: AHF Malawi Country Office – Lilongwe

Position Summary

The Operations Manager ensures timely accomplishment of the country program targets through efficient implementation of operational plans. The position’s scope of responsibility underscores supply chain management, and this includes procurement management, inventory management, construction and renovations projects management, transportation management, maintenance of office equipment security and risk management and many others. The Operations Manager ensures compliance with AHF policies and procedures at all times during execution of his duties.

While reporting to the County Program Manager, the position holder will liaise with the finance and administration manager and the human resources office to ensure smooth support to the program.

Essential Duties and Responsibilities

• Provides support and integrative coordination in the planning, development, and implementation of AHF Malawi program procurement.
• Ensures the implementation and adherence to AHF global administrative, operational policies, and procedures.
• Conducts market reviews and other innovative approaches to identify new ways of achieving program efficiencies.
• Coordinates pre-qualification of vendors after every two years to create a database of approved program vendors.
  Maintains and manages supplier data bank, ensuring that the agreed procurement procedures are adhered to by all key players in the procurement process

• Provides leadership and training to the procurement team.
• Manages the distribution process efficiently to ensure the right commodities of the right quality are delivered to the right facilities, in the right quantity and right condition at the right price, Manages AHF property and assets to ensure that they are always in sound condition, fully and always insured and that an updated asset register is maintained and shared with the finance department.
• Manages fleet maintenance and fuel consumption. Manage vehicle logbooks, management of fuel coupons/cards and preparation of fuel consumption to inform management of any discrepancy/ anomaly.
• Manage outsourced services, in particular security services, cleaning services, vehicle tracking and equipment service and maintenance contracts.
• Actively participates in setting up new program sites/clinics and continues to manage AHF investments in the country through routine & timely renovations, repairs, and maintenance; supervision of construction works, timely payment & continuous supply of utilities.
• Identifies and manages possible risks to the program such as fire, terrorist attack, theft of property, accidents, etc.
• Coordinates with budget holders to ensure budgeted capital assets are procured on time to benefit the program activities as per capital implementation policy,
• Takes the lead in the annual asset audit directed by the Global Operations Manager Supports the Human Resources Department in issuing contracts, new hire forms as well as management of contract renewals.
• Engage contractors and consultancy as required by the program and ensure clear contracts are drawn and signed by all parties before services are offered.
• Prepare monthly, quarterly, and annual reports as required by senior management.
• Executes additional operations related responsibilities, whenever need arises, as assigned by the Country Program Manager

Qualifications and Experience

• Not limited to a specific degree, a relevant tertiary qualification is essential. Some preferred degrees include degrees in Business Administration, Public Health, Supply Chain Management, Logistics, International Development, or related field. Postgraduate qualification would be advantageous.
• Extensive understanding of the Malawian context, including host government regulations on NGOs (advantageous but not essential), local laws/policies related to healthcare service delivery, and cultural sensitivities, would be highly advantageous.
• Demonstrated experience (over 10 years) in an operations management role, preferably within a large international NGO (advantageous but not essential), with a strong understanding of the complexities of operating in a resource-limited setting like Malawi.
• Proven track record in managing and optimizing diverse operational functions, including supply chain, logistics, procurement, administration, IT, and financial oversight, specifically within a healthcare context.
• Experience in developing and implementing operational strategies to achieve organizational goals and enhance program delivery efficiency.
• Extensive experience (over 10 years) in managing complex budgets, financial forecasting, and ensuring financial compliance.
• Proven ability to identify operational risks and lead the development and coordination of effective risk mitigation strategies.
• Experience in securing and maintaining adequate insurance to protect assets, safeguard operations, and minimize potential liability.
• Proficiency in project cycle management, from award setup and project start-up to close-out, minimizing disallowed costs and ensuring timely reporting.

Other Attributes

Attributes include but not limited to:

• Attention to detail and deadline orientated.
• Excellent communication skills both verbally and in writing with good command of English.
• Ability to work under pressure in a fast-paced environment is essential.
• Willingness to travel including regular visits to sites in remote areas.
• Sensitive to patient population and issues surrounding HIV/AIDS
• Effective time management and meeting deadlines while maintaining quality.
• Flexible, proactive, and able to organize work independently with minimum supervision.
• Good interpersonal interaction skills and keen to work with good team

Interested candidates should submit their CVs and cover letters to the following e-mail addresses:

HR.Malawi@aidshealth.org by 9th July 2025. Only shortlisted candidates will be contacted.