Operations officer (2 positions)

OVERVIEWConcern Worldwide is an international humanitarian non-governmental organisation dedicated to reducing suffering and working towards the elimination of extreme poverty in the world's poorest countries.Founded in 1968, Concern Worldwide operates in 25 countries across Africa, Asia and the Caribbean. The organisation has been active in Malawi since 2002.Concern Worldwide invites applications from suitably qualified and interested candidates for two (2) Operations Officer positions, based in Kasiya (Lilongwe) and Nsanje.JOB TYPE: Full Time – Fixed-Term ContractDATE POSTED: Wednesday, 4th November, 2026APPLICATION DEADLINE: Friday, 13th November, 2026DUTY STATIONS: Kasiya (Lilongwe) and NsanjeREPORTS TO: Programme ManagerPOSITION: OPERATIONS OFFICER (2 POSITIONS)JOB SUMMARYThe Operations Officer will manage support functions in the field office and ensure timely and effective operational support for programme activities.The successful candidate will ensure that organisational operations policies, guidelines and donor regulations are followed at all times. The officer will also develop the skills of staff under their supervision through effective management, coaching and team building.DUTIES AND KEY RESPONSIBILITIES1. Office and Administrative ManagementEnsure the general upkeep of reception areas, offices and surrounding premises.Maintain office notice boards and ensure information is regularly updated.Manage stationery stores, including receiving, issuing and requesting supplies, and prepare monthly reports.Manage conference room bookings and ensure meeting facilities are clean and properly maintained.Provide administrative support, including scheduling appointments and arranging transport for visitors and managers.Support HR in maintaining current and former employees' files.Draft HR letters under the supervision of the HR Manager.2. Procurement and Supplier ManagementOversee procurement processes in line with Concern policies and donor regulations.Monitor procurement procedures from purchase requests through to supplier payments.Monitor the transportation of materials and supplies to their destinations.Maintain supplier and contractor databases.Support the development and implementation of annual procurement plans.Establish and maintain good relationships with suppliers and relevant stakeholders.3. Warehouse and Inventory ManagementOversee warehouse systems and ensure proper recording, storage and security of stock.Conduct regular stock checks and maintain accurate stock cards.Oversee annual physical stock verification and conduct spot checks.Prepare and review monthly stock reports.Oversee annual physical verification of fixed assets.4. Budgeting and Financial ManagementDevelop and monitor the field office operations budget.Ensure efficient and transparent use of organisational resources.5. Coordination, Safeguarding and ComplianceMaintain good working relationships with departments and programmes.Promote accountability and compliance with safeguarding, anti-fraud and other organisational policies.Support the management of security for personnel, assets, equipment and office premises.Promote gender equality and organisational values.Support the induction of new staff and partners on operational procedures.Support partners to comply with relevant operational policies and procedures.Perform other related duties as assigned.