Finance Assistant

Finance Assistant, Global Health

Location:
Lilongwe
Malawi

 

POSITION TYPE: Full Time, Local Hire

DURATION: 1 year with extension

LOCATION: Lilongwe, Malawi (note that Project HOPE will not be covering relocation expenses)

POSITION TITLE: Finance Assistant

DIVISION: Global Health

REPORTS TO: Finance Officer

 

Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

 

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, to take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.

 

BACKGROUND ON ANAPA:

The purpose of the USAID-funded Ana ndi Achinyamata Patsogolo (ANAPA) project is to prevent new HIV infections by ensuring equitable access to and use of health, HIV, and social services among children, and their families in Malawi. The ANAPA project is led by Project HOPE Namibia, with Project HOPE US, the Lilongwe Catholic Health Commission (LCHC), and the Association of Social Workers in Malawi (ASWIM) as sub-partners in this consortium. As part of our scope, Project HOPE US (PH-US) continues to provide targeted data and systems support focused on three critical areas: data management and reporting, national level support and quality of life-saving services and sustainability. These efforts are designed to enhance clinical outcomes for people living with HIV (PLHIV) and children living with HIV (CLHIV).

 

POSITION SUMMARY: 

The Finance Assistant at Project HOPE Malawi will support managing financial records and transactions, ensuring accurate documentation of all daily operations according to organizational policies. He/She will review and process invoices, ensure compliance with donor requirements, and prepare Payment Voucher Requests (PRFs). The officer will handle petty cash, monitor and reconcile bank accounts, and assist with VAT returns and tax filings. He/She will ensure the proper filing of financial documents and generate monthly and mid-month bank reconciliations. The officer will collaborate with other departments to align financial functions with organizational goals.

 

Finance & Accounting Function

1. Receive and review all invoices from the Procurement/Operations and Human Resource departments and ensure that they are supported with all necessary information and documents before drafting the PRF.
2. Collect all missing supporting documents attached to payments as per Donor’s requirements.
3. Ensure that all payments align with the Project HOPE financial policies, and donor requirements.
4. Enter all payment transactions into QuickBooks and other accounting systems daily.
5. Process all payments through Electronic Financial Transaction (EFT) payments.
6. As the custodian of petty cash, you are responsible for managing the petty cash logs, reconciliations, and replenishments.
7. Maintain a complete filing system of electronic and paper-based financial records daily.
8. Send proof of payments and related breakdowns of all payroll withholdings to the relevant institutions.
9. Support HR department on their day–to–day work as needed.
10. Prepare donors’ VAT report attached with all the required support documentation.
11. Prepare mid-month and monthly petty cash and bank reconciliations to monitor the movement of funds of all programs
12. Fill in all the withholding taxes and any other taxes in the MRA portal. Ensure that the taxes tracking report is up to date.
13. Provide support services to technical staff and management to facilitate the achievement of targets.
14. Be willing to work on any other assigned tasks that are related to this position that might be listed in this JD.

Fulfill other duties and responsibilities as reasonably assigned by the Finance Officer

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE:

• A minimum of 3 years’ experience of extensive work in Accounting or Finance
• Diploma in accounting or finance or a Professional qualification, ACCA or CIMA
• A rich background in collaborating with diverse stakeholders, including local partners, government officials, donor representatives, and communities.
• Exhibit proficiency in the English language, ensuring effective communication and comprehension in both written and verbal interactions, which is essential for successful project management in an international context.
• Proficiency in Microsoft Office (Excel, Word and PowerPoint).

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

 

Physical demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form.

Work environment:

• May experience the current weather while performing job duties.
• Typical office environment with exposure to a minimal noise level.
• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.