Administration Manager

Under the direct supervision of the Operations Director, the Administration Manager provides managerial leadership and oversight of administrative, procurement, logistics, asset management, and operational support functions across BCMCF-M supported programs. The position ensures compliance with organizational policies, efficient use of resources, and effective coordination of field and office operations.

Key Duties and Responsibilities

Operations Leadership and Oversight

·   Support the Operations Director in the strategic oversight, supervision, and day-to-day management of procurement and administration activities across BCMCF-M–supported programs.

·  Promote a safe, respectful, efficient, and productive work environment that encourages teamwork, accountability, and professional development.

·  Ensure the effective provision of office services, including space management, equipment, communications, and security.

Procurement and Supply Chain Management

· Provide overall leadership and supervision of Procurement Officers, ensuring procurement activities comply with BCMCF-M policies and achieve value for money.

·  Develop and maintain vendor relationships within Malawi and coordinate with the South Africa–based procurement firms for international sourcing.

·    Lead annual procurement planning, needs forecasting, and development of procurement and shipping plans.

·   Oversee procurement tracking systems, vendor selection processes, and follow-up with shipping firms.

Administration and Field Office Management

·      Supervise Lilongwe-based Administration Officers and six (6) District Administration Officers.

·     Conduct quarterly supervisory and support visits to district offices.

·    Oversee administrative planning, storeroom key control, building maintenance coordination, and supply request approvals.

Logistics and Distribution

·         Oversee coordination of all incoming and outgoing shipments, prioritizing field technical needs.

·         Manage inter-office supply movements and monitor shipments in progress.

·         Investigate and report discrepancies between waybills and received goods.

Asset and Inventory Management

·         Ensure transparent and accountable use of BCMCF-M assets and resources.

·         Oversee stock verification upon delivery and enforce monthly physical inventory checks.

·         Maintain internal asset control systems and ensure all assets are recorded in Asset Tiger.

Financial Authority

·         Serve as approving authority for Lilongwe petty cash.

·         Approve supply requests and Purchase Orders

Contract and Lease Management

·         Lead contract management processes, including Calls for Expression of Interest and vendor agreements.

·         Manage lease agreements, negotiate rental terms, and issue termination notices when due.

Human Resources Support

·     Support recruitment, performance evaluations, disciplinary processes, and leave management for Operations staff.

Reporting

·         Prepare and submit monthly operational reports to the Operations Director.

·         Provide recommendations to strengthen finance, procurement, transportation, and administrative systems.

Requirements

• Bachelor’s degree in business administration or a related field; background experience in health programs is an added advantage.
• A minimum of four (4) years of non-profit management experience, with demonstrated expertise in procurement, logistics management, information technology, infrastructure, and administrative systems.
• Proven experience managing USG-funded grants, with strong knowledge of USG compliance and reporting requirements.
• Demonstrated ability to draft, negotiate, and manage vendor and service contracts.
• Strong ability to handle sensitive information with discretion and maintain confidentiality at all times.
• At least two (2) years of supervisory experience, with responsibility for managing and guiding staff.
• Extensive knowledge of organizational management principles and operational best practices.
• Excellent written and verbal communication skills, including strong listening abilities.
• Strong presentation and interpersonal skills, with the ability to motivate and influence others effectively.
• Demonstrated ability to set priorities, delegate tasks, and direct the work of teams efficiently.
• Proven experience in talent assessment, recruitment, interviewing, and building high-performing teams.
• High level of integrity, professionalism, and trustworthiness.
• Full professional fluency in English.

Benefits

• Private Health Insurance
• Pension Plan