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Operations Officer at Democracy International

  • Full Time
  • Lilongwe, Malawi
  • Applications have closed
  • Salary: 000

Democracy International

Democracy International (DI) is seeking to hire an Operations Officer for the multi-year USAID Strengthening Parliament’s Role in Malawi’s Development Activity in Malawi, based in Lilongwe. The Activity will contribute to Malawi’s democratic governance by supporting the Parliament of Malawi to better fulfill its legislative, oversight and representative functions. The goal of the activity is to support the effectiveness and independence of Parliament by providing technical support to selected constitutional and standing committees, coordination between parliament and statutory oversight institutions around public integrity issues, and CSOs and media’s demand for accountability. The activity looks at both the technical capacity as well as the political incentives of Members of Parliament and staff to support a more robust legislative process, and more rigorous oversight. To maximize Parliament’s influence, the activity will leverage partnerships with oversight institutions and civil society and media to build coalitions for reforms that are responsive to the public interest. This is a full- time position based in Lilongwe, Malawi. This position is only open to Malawian citizens.

Essential Job Duties:

Support the implementation of the office operational procedures and policies
Serve as the administrative contact and liaison with outsourced vendors
Administer the contracting process with all vendors to ensure execution of contracts and timely payment of invoices
Serve as administrative contact and liaison with the organization’s human resource-related matters
With assistance from the Finance & Operations Assistant, serve as the main procurement personnel who prepare plans for the purchase of equipment, service, and supplies
Adhere to and enforce the company’s policies and procedures in alignment with DI’s Purchasing Handbook
Manage inventories and maintain accurate purchase & pricing records
Lead on reviewing, comparing, and analyzing products and services to be procured
Oversee associate professional development and other employee-driven culture aspect
Act as a change agent in building community and culture at the organization by facilitating process implementation, reinforcing the organization’s mission and values, and enhancing day-to-day work morale and productivity
Support and problem-solve to ensure efficient submission, and processing of authorizations, requests and activities between technical and administrative units
Support the Activity in the development of efficient operational systems for management of technical and administrative processes
Under the Finance & Operations Manger’s guidance, lead on all aspects of office infrastructure and operations including office space leases and maintenance, supplies and materials, and technology
Provide general oversight to vehicle maintenance and supervising registration, insurance and fitness renewal processes
Lead on preparing operations budget, cost analyses and other ad hoc reports as the need arise
Assist with project start-up and later close-out process based on guidance from USAID and Chief of Party
Other duties as assigned.

Bachelor’s degree in finance, administration, or related area (accounting, management, or compliance) and at least 5 years of experience on similar, international-donor funded programs;
Experience in capacity-building of local staff and partners;
3-5 years of experience with USAID compliance and reporting requirements as well as a thorough understanding of the USAID regulatory environment preferred;
Experience developing, mapping and delivering operations systems for program management
Demonstrated financial, human resources, procurement and administration competences;
Familiarity with international donor regulations and procedures;
Strong interpersonal skills to effectively coordinate with a wide range of stakeholders;
Professional fluence in English is required.

This position reports to Finance & Operations Manager.

Application Process:

Interested applicants should submit a cover letter and CV. Applications will be reviewed on a rolling basis and the position will be filled as soon as a qualified candidate is identified. DI will only contact candidates of interest.

About the Organization
DI provides technical assistance, analytical services and project implementation for democracy, human rights, governance and conflict mitigation programs worldwide for the U.S. Agency for International Development (USAID), the U.S. State Department and other development partners. Since its founding in 2003, Democracy International has worked with civil society organizations, political parties, election-management bodies, government agencies, legislatures, justice-sector institutions, and others in 70+ countries.

DI welcomes and supports a diverse and inclusive work environment. We are committed to equal employment opportunities (EEO) for all applicants seeking employment and for DI employees. DI makes employment decisions based on organizational needs, job requirements and individual qualifications without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, personal appearance, military status, gender identity or expression, genetic information, political affiliation, educational status, unemployment status, place of residence or business, source of income, or reproductive health decision making. Additionally, harassment or discrimination based on these characteristics will not be tolerated at DI. To perform the essential functions of this position, reasonable accommodations are available to qualified individuals with disabilities.