Operations Officer

AIDS Healthcare Foundation

Founded in 1987, AIDS Healthcare Foundation (AHF) is a global organization providing cutting-edge medicine and advocacy to over 1, 500, 000 people in 43 countries. In Malawi, AHF is working in partnership with the Ministry of Health (MOH) to strengthen access to quality treatment for HIV/AIDS, Tuberculosis (TB) and Sexually Transmitted Infections (STI). AHF Malawi is providing these services in twenty five hard to reach health facilities in Dedza, Lilongwe, Ntcheu, Chikwawa and Nsanje Districts.

AHF Malawi wishes to recruit highly qualified and experienced persons to fill the following positions to achieve its objectives in the country.

Operations Officer

Position Title: Operations Officer.

Reports to: Country Program Manager.

Duty Stations: AHF Malawi Country Office – Lilongwe (1)

Position Summary:

The Operations Officer will oversee all operational activities of the AHF Malawi Program to facilitate efficient implementation. The scope of responsibility includes general office operations, procurement, logistics support, fleet management, property management, organizational security, ensuring compliance to AHF policies  procedures, etc. While reporting to the County Program Manager, the officer will liaise with the medical and prevention teams and will support the Country Program Manager in staff recruitment processes.

Essential Duties and Responsibilities:

  • Provide support and integrative coordination in the planning, development, and implementation of AHF Malawi program procurement.
  • Lead implementation of supply chain, including logistics, transport and fleet management, security, risk management, and support program growth and expansion in the country.
  • Develop and maintain a database of country suppliers and service providers and ensure timely procurement delivery of goods and services.
  • Manage AHF investments in the country through routine timely renovations, repairs, and maintenance; supervision of construction works, timely payment continuous supply of utilities.
  • Support the timely submission of assets for insurance cover and report regularly to management of any discrepancy or due dates in accordance with AHF policies & procedures.
  • In liaison with the Finance and Administration Manager, participate in periodic external audits through preparation and support & ensure implementation of operational audit recommendations in accordance with AHF resources in the country.
  • Ensure timely maintenance of vehicles and equipment, coordinate, and manage all transport and vehicle movement. Management of vehicle logbooks, management of fuel coupons and preparation of fuel consumption to inform management of any discrepancy/anomaly.
  • Participate in identification, quantification, monitoring and review of operational risk management policies, systems, and programs in accordance with the AHF guidelines to mitigate operational risk in the country and report to the Country Program Manager.
  • Ensure that the AHF culture is maintained within the program and that transparency, accountability and effective use of program resources is maintained.
  • Managing and promoting AHF’s accountability framework and fraud/ethics procedures.
  • Properly manage outsourced services to properly manage the contracts regarding quality service delivery and compliance with contractual terms. This includes contracted HR agencies, security agency, cleaning agency, etc.
  • Helps in human resource administration activities that are related to employment, documentation, personnel file management, etc.
  • Execute additional operations related responsibilities, whenever need arises, as assigned by the Country Program Manager

Qualifications, Experience, and other attributes

  • Minimum of bachelor’s degree in Business Administration/ Business Management or Supply Chain Management or Procurement and Logistics Management or any other relevant discipline from a recognized College or University
  • Background or experience working on accounting & finance would be an added advantage.
  • Minimum of five years continuous experience of working in a field directly related to operational duties and specified responsibilities in the NGO sector.
  • Demonstrable organizational, planning, technical, and ICT skills including proficiency with word processing, spreadsheets, and PowerPoint, internet search, and electronic mail.
  • Communicate efficiently and effectively 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 spirit.

Interested candidates should submit their CVs and cover letters to the following e-mail addresses: malawioffice@aidshealth.org

Kindly include your preferred duty station (where appropriate) in your application letter.

To apply for this job email your details to malawioffice@aidshealth.org