Operations Director – Malawi

Job Title: Operations Director – MalawiReports to: Country DirectorTerms: This is a 24-month, replacement role with accompanied terms based in Lilongwe with a salary of GBF7 (€50,107 – €55,674)Location: LilongweRequirements: 40% travel to Concern field operations areas.About Concern: Established in 1968, Concern is a non-profit, non-governmental humanitarian organisation, dedicated to the reduction of suffering and the ultimate elimination of extreme poverty in the world’s poorest countries.Concern’s vision, our mission and our work are all defined by one goal – ending extreme poverty, whatever it takes. Concern strives for a world free from poverty, fear and oppression.Our culture is values driven and we believe that our people are central to all that we do and are key to delivering on our goal of Reaching the Furthest Behind First. We are committed to ensuring a workplace where everybody feels valued and are enabled to succeed in their work and contribute to delivering on our mission.Role Purpose: You will report to the Country Director and manage staff across HR, Logistics, IT, and Administration, while collaborating with programme and finance staff, partners, and head office teams. As a member of the Country Management Team, you will contribute to the overall development and management of Concern Malawi’s programme, ensuring efficient operations support in both development and emergency contexts whilst following Concern Worldwide and donor policies and standards. You will hold operational responsibility for security management, lead the strategic development of operations in line with best practice, and represent Concern to government, donors, NGOs, and other stakeholders as required by the role.Responsibilities:Providing strategic leadership as part of the Country Management team* Participate in the strategic management of the country programme through active involvement in planning and decision-making. * Participate in the development and implementation of Concern Malawi’s Country Strategic Plan (CSP) and other strategic frameworks (e.g. Preparing for Effective Emergency Response (PEER), Security Management Plan (SMP), Equality Action Plan, etc.) in collaboration with all relevant staff and third parties as necessary. * Support the Country Director and Programme Director in the analysis of potential new programme areas, including ensuring comprehensive analyses of logistical and security issues and appropriate mitigating measures to address them. * Produce strategic analysis and plans for all systems support areas to strengthen the control environment and compliance while delivering fast, effective and efficient support to programme implementation. * Take a lead role in ensuring that Concern Malawi adheres to international minimum standards of accountability and quality, through the application and active promotion of relevant standards and internal documents relating to policies and procedures, in particular Concern’s Code of Conduct & Associated Policies. * Ensure the country programme is in compliance with national legislation and donor requirements as well as Concern’s global policies and procedures. Ensure all work is carried out in line with organisational policies including safeguarding and protection, the Core Humanitarian Standard and equality, diversity and inclusion. * Demonstrate leadership on workplace equality, diversity and inclusion and role model a positive safeguarding ethosManagement of Operations/ Support FunctionsLogistics and Supply Chain:* Ensure logistics systems including procurement, transportation, warehouse storage, control and reporting on supplies are carried out in accordance with Concern and donor procedures and policies, with full compliance to donor regulations. * Ensure procurement plans are developed, implemented, and proactive measures taken to tackle changes in programme and market context. * Ensure vendor/supplier lists are in place with appropriate due diligence conducted on all suppliers in a secured database. * Lead (or ensure timely delivery) on all national and international tenders and complicated procurements, ensuring highest standards of value‑for‑money and transparency. * Ensure a fleet maintenance and renewal plan is in place, with timely procurement and disposal of vehicles and motorcycles. * Provide leadership on management of new ERP Finance and Logistics system and ancillary tools such as DirtTrak vehicle log sheets. * Oversee implementation of an assets management system across sites including record keeping, inventories, and life cycle management, with effective fleet and asset management controls monitored on an ongoing basis. * Provide guidance, training, and monitoring of all logistical procedures and policies to programme and other staff in all locations, directly or via support systems teams. * Manage importation of equipment into Malawi; ensure necessary custom documents including exemptions are obtained.Human Resource Management:* Overall responsibility for HR management of national staff, working closely with the HR Manager under the supervision of the Operations Director. * Ensure HR policies are devised, implemented, and reviewed in line with Head Office standards and Malawian Labour Law. * Advise the CMT on strategic HR issues and risks, lead key HR initiatives, and regularly update the Staff Handbook outlining staff terms and conditions. * Lead completion and implementation of Concern Malawi’s Staff Retention & Development Plan. * Contribute to salary review processes with the Country Financial Controller, HR Manager, and Country Director. * Support the CD and HR department on team structuring and recruitment, ensuring organograms and recruitment plans for new programmes. * Ensure staff comply with HR procedures, including recruitment and performance management, and that managers receive training and support. * Develop a training and development strategy and annual plan. * Support rollout of the new Timesheet application. * Maintain and develop effective staff health and welfare systems in line with Concern’s commitments.Administration:* Oversee maintenance and running of Concern’s premises (offices, stores, residences), ensuring adequate supplies, staffing, and support systems. * Identify, assess, and recommend new premises, managing lease contracting procedures and ensuring leases and insurance are proactively managed. * Ensure all offices and residences meet security, health and safety standards. * Lead on managing legal risks, ensuring compliance with Malawian law in contractual and taxation matters, liaising with Concern’s lawyer as needed. * Ensure all issues related to government authorisations are managed proactively. * Maintain clear procedures for national and international travel arrangements, ensuring staff compliance. This includes airport pick‑ups and departures. * Ensure timely processing and annual renewal of international staff residence/work permits, maintaining updated tracking systems. * Keep the Country’s Welcome Package updated regularly, maintain updated visitor trackers and ensure weekly Staff Movement trackers are sent to Head Office.Communication & IT Systems Support:* Supervise IT staff to ensure that IT systems remain effective and secure. Ensure that IT and communication needs of staff are addressed on a timely basis. * Ensure that all staff understand and fully comply with IT policies and procedures. * Ensure all internet and communications systems (fiber optic, GPS tracking devices, Meraki device management) are functional and utilized in accordance with established procedures * Ensure the IT standards and guidelines, including data protection measures, are followed. This includes ensuring that data back-ups are functional, protected and regularly checked. * Ensure electronic archiving on the Malawi working site of all operations department documentation.Security Management:* In conjunction with the Country Director, take overall responsibility for the security of Concern Malawi’s employees, premises, and equipment, acting as national Security Focal Point. * Liaise with external bodies to remain aware of economic, political, humanitarian, and security developments in Malawi and the wider South African Region. * Coordinate and chair regular security meetings with Security Focal Groups (SFGs) to monitor incidents and trends across field locations, ensuring effective procedures and systems are maintained for staff, programmes, and property. * Revise and implement the Malawi Security Management Plan (SMP), leading its roll‑out and staff awareness of standard operating procedures. Develop event or location‑specific SOPs and contingency plans as required. * Ensure security incidents are promptly uploaded to the Security Incident Reporting Tool (SIRT) and contribute to ongoing security analysis. * Act as a key member of the crisis management team during emergencies. * Oversee updating, implementation, and compliance of health‑related protocols, regularly assessing facilities and informing international staff of approved options.Financial Management:* Ensure that annual support cost (transport, administration) budgets (and budget revisions) are complete, realistic and comply with relevant Concern and donor requirements. * Support the programme team in the preparation of proposals, ensuring that procurement plans are prepared at design and development stage, and that proposal budgets include complete and realistic programme-related supplies, equipment and logistics costs and support costs. * Work with the Country Financial Controller and programme budget holders to ensure management of relevant support department costs in programme budgets and expenditure. * In conjunction with the Country Director and Country Financial Controller set, manage and monitor the Systems annual budgets for Transport and Administration. Participate or ensure logistics participation in regular reviews of DMAs and CMT financial analysis.People Management:* Manage the Operations Department staff, contributing to their capacity building and career development through technical support, on-the-job training and coaching, including in particular a thorough induction at the start of their contract. * Ensure that all department positions have accurate job descriptions, and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives in their Performance Development Reviews, and that they are aware of the success criteria relating to their work. * Ensure that all department staff are aware of and comply with all of Concern’s HR policies and procedures. * Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost-effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.Working with Partners* Ensure timely completion of partner due diligence tasks required for operations teams, and timely sign-off, including ensuring capacity building plans are jointly agreed and signed off * Ensure operations teams provide adequate support to partner capacity building, engagement and oversight to ensure strong, compliant and impactful partnerships. * Develop strong relationships with key national partner staff based on mutual respect and open communicationOther:* Lead in Concern Malawi’s reporting to head office of its carbon footprint and, with the CD and other CMT colleagues, play a leading role in identifying and implementing measures to reduce our carbon footprint in our operations (programmes and offices), protect our physical environment and contribute to addressing climate change. * Undertaking other related duties as may reasonably be assigned by the Country Director.Role Holder Requirements:Essential:* Graduate qualification in Business Administration, HR, Supply Chain, Humanitarian Logistics, or a related discipline. * Minimum 6 years overseas experience with an International NGO in operations, including 2–3 years at senior management level. * Proven ability to manage diverse, multi‑operational teams in complex contexts. * Strong background in supply chain and logistics, plus expertise in at least one other area (HR, security, administration, or IT). * Familiarity with donor rules and regulations (Irish Aid, FCDO, EU). * Demonstrated leadership skills, with the ability to motivate and develop staff. * Excellent communication skills in English, both written and spoken. * Advanced IT and digital literacy, including Microsoft Office and ERP systems (e.g., Unit 4). * Strong organisational, planning, problem‑solving, and analytical skills. * Willingness to travel frequently to rural locations. * Experience in training, capacity building, and working with staff and local partners. * Ability to manage multiple deadlines and priorities under pressure, while working independently.Desirable:* Experience working in Malawi or elsewhere in Southern Africa. * Knowledge of Concern Worldwide key Policies, or policies of similar INGOs. * Experience of both development and emergency contexts.We would also like:* Excellent interpersonal skills. * Cross cultural awareness and sensitivity. * Good sense of humour. * Empathy with Concern’s goals and a commitment to capacity building, protection and participation. * Excellent communication skills. * Demonstrated experience of team building and working in a participatory manner. * Flexible and adaptable approach to working in a changing environment.Competencies:As this is a key leadership position, potential candidates are expected to demonstrate significant ability in the following areas:Focusing on the most marginalised peopleCommunicating and influencingManaging riskLeading changeMaking decisionsDriving performanceLeading by exampleRemoving barriers to deliveryMotivating and developingWe encourage all eligible candidates, irrespective of gender, ethnicity or origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation. Concern is against all forms of discrimination and unequal power relations and is committed to promoting equality.If this role sounds right for you, please apply with your CV and cover letter. We will respond to every applicant. Please be aware we may offer positions before the closing date.If you have any concerns about our recruitment process and need particular assistance - for example if you have a disability e.g. a hearing impairment - please let us know and we will do our best to respond to your needs.Important information:Concern has an organisational Code of Conduct with three Associated Policies: The Programme Participant Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy accessible here. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarif…