Operations Officer

About Malala FundRegistered in the U. K. , U. S. Nigeria, and Pakistan, Malala Fund is working toward a world where all girls can learn and lead. Malala Fund advocates for resources and policy changes needed to give all girls a secondary education. The girls we serve have high goals for themselves and we have high expectations for leaders who can help them. We invest in local education leaders and front-line organizations, the people who best understand girls in their communities in regions where most girls are missing out on secondary school.

We give girls the tools they need to advocate for education and equality in their communities and a platform for the world to hear their voices. We believe girls should speak for themselves and tell leaders what they need to learn and achieve their potential. About The PositionMalala Fund is seeking a proactive and detail-oriented Operations Officer to provide high-level operational and strategic support to the Chief Executive, Pakistan, and ensure the smooth running of our country's operations.

This role is ideal for someone who thrives in a fast-paced environment, is deeply organized, and brings a solutions-oriented mindset to everything they do. From managing executive schedules and overseeing key departmental processes to supporting project delivery and coordinating complex logistics, you’ll be a critical partner in enabling the team to operate effectively and efficiently. You’ll also help maintain high standards of internal coordination, ensure follow-through on strategic priorities, and support high-impact advocacy moments. The ideal candidate is a highly organized and proactive professional with strong experience in administrative coordination, logistics, and operational support.

They are solutions-oriented, thrive in fast-paced environments, and bring a keen attention to detail across planning, execution, and follow-up. With excellent interpersonal skills and a commitment to Malala Fund’s mission, they’re comfortable supporting high-level leadership while ensuring day-to-day operations run smoothly and efficiently. Location: Islamabad, PakistanResponsibilitiesStrategic Executive SupportServe as a partner to the Chief Executive, Pakistan—prioritizing and coordinating their schedule and engagements in alignment with organisational objectives. Lead on the preparation of high-level briefing materials, policy notes, and trip books to ensure the Chief Executive is well-positioned for external engagement and advocacy.

Manage complex domestic and international travel logistics, and ensure timely processing of reimbursements and expense reports. Support the preparation of presentations, reports, and documentation for internal use and external meetings as advised by the Chief. Exercise discretion and handle confidential information with integrity. Country Operations and CoordinationOversee the Pakistan office’s rhythm of business, including team calendars, planning cycles, agenda-setting, and internal reporting. Facilitate cross-functional coordination by tracking decisions, synthesizing meeting outputs, and ensuring timely follow-up on action items. Serve as the primary point of contact for high-level external correspondence, ensuring clear communication and appropriate follow-through by relevant staff.

Maintain organized knowledge management systems for key documents, outputs, and institutional memory. Oversee day-to-day office administration, including facilities management, procurement, and vendor relationships. In close coordination with the global operations department, ensure all operational and logistical aspects of the Pakistan office meet the highest standards of efficiency, compliance, and professionalism. Liaise effectively with diverse stakeholders including government ministries, banks, multilateral institutions, to facilitate smooth operations. Support onboarding and coordination of consultants and service providers as needed. Logistics, Meetings and Travel SupportCoordinate travel, accommodation, visa processing, and logistics for the Pakistan team, visitors, consultants, and the Chief Executive.

Ensure compliance with internal policies on travel and per diems; support the preparation and processing of expense claims. Provide logistical and technical support for internal and external meetings, workshops, and virtual or hybrid events. Assist in planning high-level events and advocacy engagements, including work plans, scheduling, budgeting, and venue coordination. Procurement, Finance & Vendor ManagementLead on procurement of goods and services, ensuring compliance with Malala Fund’s procurement policy and documentation standards. Build and maintain strong relationships with local vendors, suppliers, and service providers; negotiate contracts where appropriate. Maintain vendor databases, performance records, and conduct periodic supplier reviews.

Manage the office and departmental budget in collaboration with the Chief Executive; track monthly expenditures and support forecasting. Prepare and process payments for office utilities, suppliers, consultants, and other vendors with full supporting documentation. Liaise with the global finance team to support audits, reconciliations, and reporting needs. QualificationsEssentialAt least 5 years of experience in operations, administration, executive support, or project coordination, preferably in an NGO or mission-driven organization. Demonstrated experience supporting senior leadership, managing complex schedules, travel logistics, and preparing briefing materials. Strong background in coordinating cross-functional teams and facilitating collaboration across departments.

Proven ability to manage competing priorities, track multiple workstreams, and deliver on tight deadlines with a high degree of attention to detail. Experience planning meetings and events, including preparing agendas, tracking follow-ups, coordinating logistics, and managing budgets. Strong interpersonal skills with a track record of building trust-based relationships across teams and with external stakeholders. Excellent verbal and written communication skills, with the ability to synthesise information for diverse audiences. Experience with office operations and liaising with vendors, service providers, or building management. Solid problem-solving and sound judgment in handling sensitive or high-stakes situations.

Highly organized and proactive, with the ability to work independently and manage up when necessary. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and cloud-based tools such as Google Workspace, and Zoom. Upholds and embodies Malala Fund’s core values in all aspects of work and relationships, fostering an inclusive and mission-driven culture. Travel 10%DesirableFamiliarity and experience of working with government agencies. Familiarity with working in civil society and/or education spaces in Pakistan; experience working in a field office or international NGO is a plus. Fluency in one or more languages spoken in Pakistan.

Experience with budget tracking/analysis and budget advocacy. ____________Malala Fund is an equal opportunity employer and inclusive organisation that welcomes applications from under-represented and intersectional groups including BIPOC, LGBTQ+ and persons with disabilities. We are seeking people with different backgrounds, cultures, ages, experiences and identities to provide a wide range of experience, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund. Malala Fund is also committed to ensuring the safety of those involved in our work. Our first priority is protecting everyone who comes in direct or indirect contact with our organisation.

Malala Fund has a zero-tolerance approach to abuse and exploitation by any of our staff, representatives or partners. We commit to ensuring that those who work with Malala Fund or on our behalf are able to work in an environment that is free from harm. To this end, Malala Fund reserves the right to conduct background checks on prospective and current employees.