Gifts in Kind Manager

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

PURPOSE OF POSITION

The Gifts-in-Kind (GIK) Manager is a senior role responsible for the strategic governance, operational excellence, and risk-managed delivery of all Gifts-in-Kind across World Vision Malawi. The role ensures that GIK resources are planned, selected, shipped, received, distributed, and accounted for in a manner that is fully compliant, transparent, auditable, and aligned with programmatic priorities, while maximising impact for children and communities.The GIK Manager leads end-to-end GIK planning and execution, including prioritising items for shipment based on programmatic need, securing approvals, coordinating shipping and duty waiver processes, and ensuring all deliveries are planned, authorised, and documented. The role provides strong people leadership, enforces professional standards and corporate routines, oversees governance mechanisms such as the GIK Committee, and drives systems strengthening and innovation (including LMMS roll-out and annual planning). Through disciplined management, clear decision-making, and proactive risk control, the GIK Manager safeguards donor confidence, audit readiness, and

MAJOR DUTIES AND RESPONSIBILITIES

GIK Sourcing & Support Office Liaison (WVUS, Canada, others)

• Maintain active coordination with Support Offices (esp. WVUS and Canada) on available GIK offers, pipelines, timelines, and documentation requirements
• Lead internal review of offers and ensure offer information is complete (specs, quantities, expiry, restrictions, shipping terms, compliance requirements)
• Coordinate internal accept/decline decisions and ensure decisions are documented and filed
• Maintain up-to-date “Offers & Acceptances” records and communicate timely updates to relevant stakeholders

Shipping, Importation, and Customs/Duty Waiver Management

• Oversee end-to-end shipping readiness: required approvals, documentation packs, compliance checks, and internal sign-offs
• Lead duty waiver application tracking and follow-up with relevant government offices
• Engage relevant government authorities to facilitate duty-free importation of approved programme supplies in line with national regulations.
• Coordinate with the clearing agent to ensure smooth clearance, accurate documentation, and timely release of consignments
• Ensure receipt processes are correctly completed (GRNs/receiving documentation) and discrepancies

Programmatic Matching, Distribution Oversight & Traceability

• Work with Technical and District Programme Managers to identify priority needs and confirm utilisation plans
• Select and prioritise items for shipment based on programme demand and feasibility
• Agree distribution priorities, locations, and schedules with TPMs and DPMs
• Develop, approve, and communicate monthly distribution plans
• Ensure utilisation plans and distribution data are uploaded and tracked in LMMS
• Monitor planned vs actual distributions and field-level stock utilisation
• Ensure all distribution documentation is completed and filed

GIK Systems & Planning Oversight

• Maintain a fully functional GIK Committee, ensuring meetings are scheduled annually, Terms of Reference are current, and required governance tools are presented consistently for decision-making
• Ensure routine and ad-hoc stocktakes are planned, conducted, reviewed, and reconciled, with variances investigated and corrective actions tracked
• Lead full utilisation and effective governance of LMMS, ensuring the system is used consistently, data standards are applied, and information is reliable for management and audit purposes
• Coordinate annual GIK planning, consolidating inputs from programmes, supply chain, finance, and Support Offices to produce a realistic, approved National GIK Plan

• are escalated and resolved
• Minimum 5 years’ progressive management experience, with demonstrated responsibility for leading teams, work planning, and performance management.
• Proven experience in Gifts-in-Kind, logistics, supply chain, warehousing, or commodity management within an INGO, UN Agency or similarly regulated environment.

Team Leadership & Operational Excellence

• Lead and supervise the GIK team through clear annual and monthly workplans aligned to BDGM priorities
• Establish and maintain regular management routines, including team meetings and individual check-ins
• Clarify roles, responsibilities, timelines, and quality expectations for all GIK staff
• Oversee the planning, deployment, supervision, and performance of casual workers engaged in GIK operations, ensuring compliance with approved terms and safety requirements
• Ensure compliance with corporate routines, including leave management, documentation standards, and professional conduct
• Support staff performance through coaching, feedback, and structured performance management processes where required
• Promote a culture of accountability, collaboration, and continuous improvement aligned with World Vision values
• Ensure staff understanding of, and compliance with, the Partnership Management Policy (GIK 01 Minimum Standards for Gifts-in-Kind Management) and WV Malawi GIK local guidelines.

KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE

• Demonstrated experience overseeing warehouse operations, inventory control, stocktakes, and distribution processes.
• Experience leading or contributing to the development, roll-out, and enforcement of Standard Operating Procedures (SOPs).
• Experience working across functions (programmes, finance, supply chain, grants, donors) and managing complex coordination processes.
• Bachelor’s degree in Logistics, Supply Chain Management, Operations Management, Business Administration, Development Studies, or a related field.
• Formal training or demonstrated competence in logistics, supply chain, or operations management.
• Demonstrated computer literacy, including strong proficiency in Microsoft Office (Excel, Word, Outlook) and collaboration platforms (e.g. Teams, SharePoint).

• Working knowledge of GIK management systems, inventory management platforms, or logistics management systems (e.g. LMMS or similar).
• Strong understanding of internal controls, compliance requirements, and audit processes in humanitarian or development programming.
• Proven ability to analyse data, manage trackers, and produce accurate management and donor-ready reports.
• Demonstrated people management and leadership skills, including supervision of both permanent staff and casual workers.
• Experience supporting annual planning processes and aligning operational plans with programme priorities.
• Strong organisational, problem-solving, and communication skills, with the ability to work independently and take initiative.
• Commitment to World Vision’s core values, including integrity, accountability, inclusion, and stewardship.

Applicant Types Accepted:

Local Applicants Only