Bursar

VACANCY ANNOUNCEMENT                                

Timotheos Foundation is a local Malawian Christian Charity whose main objective is to support and care for orphans and other vulnerable children in Malawi. It was established on 1^st September 2011 and officially registered under the Trustees incorporation act of Malawi on 3^rd July 2012. We are affiliated to CONGOMA as well as the NGO Regulatory Authority. The organization is seeking to recruit a competent, committed, self-motivated, and enthusiastic and God-fearing candidates of Malawian nationality for the positions as detailed below.

Position: Bursar

Report to: Finance and Administration Manager

Status of Employment: 1 year contract

Desired Age: 30 to 45

 

Overall responsibilities

The Bursar will provide financial, administrative and stock management services to the school, ensuring that all financial transactions are recorded accurately and in compliance with school policies. This role involves handling petty cash, collecting school fees, updating financial records in QuickBooks, overseeing stock management, and maintaining proper documentation of financial activities. Additionally, the Bursar ensures that school assets are well managed, stock records are up to date, and the warehouse is properly maintained.

 

Main Functions.

Finance Functions

1. Financial Administration
2. Manage the petty cash budget, ensuring proper and approved requisitions and attachment of financial documents.
3. Take care of accurate record-keeping.
4. Liquidate the petty cash float before replenishment.
5. Update school fees balance from private students/guardians via TNM Mpamba or Bank Account. Cash payment of school fees is not allowed.
6. Reconciliation of school fees account
7. Issue receipts for school fees payments and maintain a transparent record of payments.
8. Take care of payments to Waterboard and other applicable organizations.
9. Record all financial transactions in QuickBooks, ensuring accuracy and compliance with financial policies.
10. Scan all applicable documents into QuickBooks.
11. Maintain a well-organized system for filing financial documents for easy retrieval and audit purposes.

 

Compliance and Reporting

1. Ensure that all financial transactions comply with school policies, accounting principles, and legal requirements.
2. Prepare and submit financial reports to management.
3. Assist in budget preparation and provide financial insights to support decision-making processes

 

General Administration                                

1. Issue requisition forms to the applicable employees at DLCA.                    
2. Advise the employees on how to fill out the requisition forms.
3. Check if the requirements are filled properly.
4. Keep the maintenance book up to date in close cooperation with the senior staff members.
5. Wherever time left assist the senior staff members of DLCA in their administrative duties.

 

Stock Management:

For this part: work through the Logistics & Fleet Management Officer

1. Receive and verify goods delivered from Head Office or local suppliers to the school, ensuring that they meet order specifications and involve the applicable senior staff member (matron, headteacher or spiritual leader).
2. Maintain and update stock records, ensuring proper documentation of stock movement and usage.
3. Receive and process stock requisition orders.
4. Issue the requested goods to the departments via the senior staff members.
5. Inform the senior staff members monthly about the remaining stock items of their department.
6. Assist the senior staff members when they want to have a look at the stores part of their department to check quality and availability.
7. Assist employees from Head Office when they want to check the stores.
8. Conduct monthly stocktaking, reconcile stock records, and prepare detailed stock reports for the logistics & fleet management officer.
9. Ensure the school warehouse is clean, tidy, well-organized, and secure to prevent loss or damage of supplies.

 

Competence

Financial Skills

1. Strong understanding of accounting principles and financial management.
2. Proficiency in QuickBooks and Microsoft Excel.
3. Ability to prepare financial reports and conduct financial reconciliations.
4. Knowledge of stock management principles, including inventory control.
5. Familiarity with Malawi’s financial regulations applicable to educational institutions.

 

Administrative Skills

1. Strong organizational skills with the ability to manage multiple tasks efficiently.
2. Attention to detail in documenting, filing and maintaining records.

 

DESIRABLE QUALIFICATION AND COMPETENCIES                                   

1. Minimum qualification: Diploma in Accounting
2. Experience: At least 2 years of experience in finance, accounting, or bookkeeping, preferably in a school or educational institution.
3. Technical Skills: Proficiency in QuickBooks and Microsoft Office applications (Excel, Word, Outlook).
4. Language: Proficient in English and Chichewa for effective communication.
5. A driving license is an added advantage.
6. Be a Christian

 

How to apply

All qualified and interested candidates who meet the stated requirements must submit their application letters and current Curriculum Vitae, including copies of relevant certificates, indicating three traceable referees and their telephone numbers to the postal address below.

Timotheos Foundation

P.O. BOX 30221,

Chichiri, Blantyre 3.

Email: [email protected]

Note: Closing date for the receipt of completed application letters is Midnight of Wednesday 26th February 2025. Only short-listed candidates will be invited to attend the interview. 

Ladies are encouraged to apply.