Finance and Administration Officer

Job Title: Finance and Administration Officer

Location: Lilongwe
Reports To: Finance and Administration Manager
Supervises: Support Staff (e.g., Office Assistants, Drivers, Guards)
Contract Type: Full-time / Fixed-Term (based on contract terms)

Purpose of the Position

The Finance and Administration Officer plays a vital role in ensuring the integrity, accuracy, and transparency of financial records, compliance with policies, and efficient administration of day-to-day office functions. The role supports budgeting, reporting, procurement, human resources, and general administration in line with organizational and donor guidelines.

Key Responsibilities

1. Financial Management

• Prepare financial documents including payment vouchers, journal entries, and reconciliations.
• Manage financial transactions including accounts payable, accounts receivable, and general ledger entries.
• Facilitate and review monthly bank statements and ensure proper reconciliation.
• Capture financial data accurately and in a timely manner using accounting software (e.g., QuickBooks or Sage).
• Maintain up-to-date and organized financial records and files.

2. Budgeting and Forecasting

• Assist in the preparation and development of project and organizational budgets.
• Support financial forecasting processes to inform program and operational decisions.
• Monitor and track budget implementation to ensure adherence and alert management of variances.

3. Financial Reporting

• Assist in the preparation of monthly management accounts and financial reports.
• Support both internal and external audits by preparing and availing necessary documentation.
• Compile and submit timely donor financial reports in collaboration with project teams.

4. Compliance and Risk Management

• Ensure adherence to all financial regulations, policies, and donor requirements.
• Monitor and follow up on staff advance liquidations to ensure timely submission and reconciliation.
• Ensure compliance and timely remittance of statutory deductions including PAYE, pension, fringe benefits, MASM, and TEVET levy.
• Track and ensure submission of timesheets by staff in accordance with internal guidelines.

Key Administrative Responsibilities

1. Office Management

• Oversee the day-to-day operations of the office, including procurement of supplies, maintenance of equipment, and general facilities management.
• Ensure effective record keeping and filing systems for both physical and digital records.

2. Human Resources Support

• Provide support in HR processes such as onboarding of new employees, conducting staff orientation, and managing personnel records.
• Support benefits administration and ensure staff welfare processes are implemented properly.

3. Procurement and Logistics

• Manage procurement processes in line with organizational policies including purchasing, tendering, quotation sourcing, and contract management.
• Maintain a supplier database and ensure procurement compliance with donor and internal procedures.
• Ensure timely and cost-effective procurement and delivery of goods and services.

Key Qualifications and Experience:

• Bachelor`s degree in finance, Accounting, Business administration or related field.
• Professional certification like ACCA, ICAM(Optional)
• Minimum of at least 3 years in finance and administration roles.
• Experience in using accounting package preferably QuickBooks

Preferred Attributes

• Proficiency in Microsoft Office (Excel, word and PowerPoint)
• Ability to work independently and as part of a team
• Experience working with minimal supervision.
• Ability to work under pressure and meet deadlines.
• Integrity and confidentiality in handling financial and personnel information