Project Operations Officer

VACANCY ANNOUNCEMENT@ FOR

INTER AIDE

POSITION: PROJECT OPERATIONS OFFICER

Location: Mitundu, Lilongwe District

Reports to: Program Manager

Supervises: Administration Officer and Logistician

Application closing date: 19th July 2026

About us:

Inter Aide is an international organisation specialised in implementing programmes that promote access to development for the most vulnerable communities. Inter Aide has been working in Malawi since 1992 with interventions around Health, Water Maintenance and Agricultural development in the Central and Southern regions of Malawi.

Created in 2020, Inter Aide’s Agroforestry Program (AFP) operates in Traditional Authorities Chadza, Kalumbu and Masula in Lilongwe District. The program supports several thousand smallholder farming families through agroforestry, community-led nurseries, Farmer Managed Natural Regeneration (FMNR), and tree management activities aimed at improving household livelihood through firewood self-sufficiency.

Inter Aide is looking to hire a Project Operations Officer for one-year with possibility of extension from 1st September 2026.

About the Position:

Inter Aide is seeking a motivated and reliable Project Operations Officer to support the coordination of its Agroforestry Program in Lilongwe District.

The position will focus on financial and operational management, including administration, procurement, logistics, HR systems, reporting, and coordination of program operations.

This is a unique opportunity for a professional who combines strong organizational skills, sound judgement, integrity, and a willingness to learn. The selected candidate will benefit from several months of mentoring and capacity building before taking on increased responsibilities within the project.

The position is based in Mitundu and requires regular interaction with rural communities, field teams, local authorities, suppliers, and project partners

Duties and Responsibilities:

The Project Operations Officer will support the coordination and management of program operations, including:

Human Resources administration

Procurement and logistics coordination

Financial monitoring and budget follow-up

Reporting and compliance

Operational planning and coordination

The selected candidate will receive several months of mentorship and coaching before progressively taking on greater responsibilities within the program.

This position is particularly suitable for candidates who combine strong organizational skills, sound judgement, integrity and a willingness to learn and grow professionally.

In this capacity, the Project Operations Officer will be responsible for:

Human resources & Administration

Coordinate HR processes and personnel administration

Monitor contracts, leave records and personnel files

Support recruitment and onboarding processes

Ensure compliance with labour regulations and internal procedures

Supervise and strengthen office administration systems

Procurement & Logistics coordination

Coordinate procurement planning with technical implementation

Ensure compliance with Inter aide procurement procedures

Supervise stock management and inventory systems

Coordinate vehicle, transport and logistical planning

Anticipate operational needs and propose solutions for project activities

Financial Management & Cost Control

Support annual budget preparation and budget revisions

Coordinate monthly fund requests and budget monitoring

Supervise accounting processes and financial documentation

Monitor cash management and financial compliance

Develop expenditure tracking and cost analysis tools

Support decision-making through operational and financial analysis

Operational Coordination

Support operational planning across departments

Active participation in internal technical coordination meetings

Monitor implementation cost-effectivity and identify bottlenecks

Ensure effective communication between technical and support functions

Contribute to risk management and problem solving

Reporting & compliance

Consolidate operational, administrative and financial reporting

Monitor key operational performance indicators

Ensure compliance with internal procedures and donor requirements

Support audits and internal control processes

Maintain organized and accessible documentation systems.

Qualifications and Experience:

This position is suitable for candidates seeking to move away from a routine office-based administrative role.

The Project Operations Officer will progressively assume significant responsibilities related to financial oversight, procurement compliance, operational coordination, human resources administration and internal controls.

The position requires sound judgement, integrity, attention to detail, and the ability to make decisions while balancing operational realities with organizational procedures.

The successful candidate must be comfortable working in a rural environment, managing multiple priorities simultaneously, addressing problems proactively, and communicating transparently when difficulties arise.

Applicants should carefully consider these expectations before applying.

Minimum Requirements:

Education

Bachelor’s degree in:

Project Management

Business Administration

Public Administration

Accounting

Finance

Economics

Or related fields

Experience

Minimum 3 years relevant experience in:

Administration and operations

Procurement and logistics

Budget monitoring

Human resources administration

Reporting and coordination

Skills

Strong Excel skills

Analytical thinking

Planning, organization and logistics coordination

Excellent communication and coordination skills

Attention to detail

Ability to manage multiple priorities

*How to Apply:*

Inter Aide is committed to equal opportunity and encourages qualified women to apply.

Application Requirements

To apply, candidates must submit the following documents:

Updated Curriculum Vitae (maximum 4 pages)

The CV should contain contact details of at least three professional references

Personalized Motivation Letter (maximum 1 page)

This letter is an important part of the selection process.

Candidates are expected to answer the four questions below in a clear, concise and personal manner. Generic applications copied from templates or generated without personal reflection may be disregarded.

Your personalized motivation letter shall be answering the following questions:

Question 1

Why are you interested in this position and what attracts you to Inter Aide's Agroforestry Program?

Question 2

Explain how your personal situation can allow you be based in a field office in a trading center such as Mitundu

Question 3

What do you believe are the three most important qualities for someone coordinating administrative, logistical and operational aspects of a rural development project? Explain briefly.

Question 4

Which gaps of expertise do you think you need to work on to fulfil the expectations of Inter Aide.

Eligible candidates meeting our expectations must submit their applications by email only to iamalawi.applications@gmail.com, with the subject line: AFP LLW Name and Surname - Application Project Operations Officer.

Only complete applications received before the closing date will be considered. Due to the expected number of applications, only shortlisted candidates will be contacted.