Finance Officer

Finance Officer, 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 Officer

DIVISION: Global Health

REPORTS TO: PH Malawi Country Representative

 

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 healthcare 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, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse, and Trafficking in Persons, and 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. Project HOPE US, the Lilongwe Catholic Health Commission (LCHC), and the Association of Social Workers in Malawi (ASWIM) are sub-partners. 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 Officer for Project HOPE Malawi will oversee all financial activities to ensure compliance with donor and organizational policies. This role involves managing project budgets and ensuring expenditure aligns with stipulated guidelines. Key responsibilities include preparing financial statements, conducting variance analysis, and reporting following GAAP. The Finance Officer will also manage cash flow, establish financial controls, handle tax filings and prepare for audits.

Additionally, the Finance Officer will oversee both restricted and unrestricted funds, provide documentation for grants, mentor the finance assistant, and advise management. They will also be responsible for overseeing financial systems and seeking opportunities for process improvements. The position reports to the Country Representative for Project HOPE Malawi based in Lilongwe.

 

PRINCIPAL RESPONSIBILITIES:

1. Financial Planning and Budgeting:
   • Budget Development and Management: Oversee the development of annual budgets for the organization’s projects and departments, ensuring alignment with Project HOPE’s goals and objectives.
   • Budget Monitoring and Adjustments: Monitor the budget’s implementation, ensure expenditure is within approved limits, and identify potential areas for budget adjustments.
   • Forecasting: Prepare financial forecasts and provide strategic recommendations to country leadership to ensure appropriate financial resource allocation.
2. Financial Reporting and Analysis:
   • Prepare financial statements: Prepare monthly, quarterly, and annual financial reports, including balance sheets, income statements, and cash flow statements, in compliance with GAAP (Generally Accepted Accounting Principles).
   • Donor Reporting: Ensure that financial reports meet the specific reporting requirements of donors and stakeholders, ensuring transparency and compliance with donor agreements.
   • Variance Analysis: Regularly analyze financial variances between budgeted and actual figures and provide explanations and corrective actions to country leadership.
   • Compliance Reporting: Ensure compliance with applicable laws, regulations, and internal controls, especially regarding donor funding.
3. Financial Management and Controls:
   • Financial Controls: Design and implement strong internal controls to safeguard the organization’s financial resources and prevent fraud, waste, or misuse of funds.
   • Cash Flow Management: Oversee the management of cash flow, ensuring sufficient liquidity for operational needs and that financial resources are efficiently utilized.
   • Account Reconciliation: Supervise and ensure the timely reconciliation of bank accounts, project-specific accounts, and other financial records.
4. Accounting and Compliance:
   • Ensure Compliance with Regulations: Ensure compliance with U.S. federal, state, and international financial regulations, including properly handling taxes, financial audits, and adherence to donor regulations.
   • Tax Filing and Reporting: Oversee the preparation and submission of tax filings for the organization, including tax returns and compliance with non-profit tax regulations.
   • Audit Preparation: Coordinate with external auditors for annual audits and ensure timely resolution of any audit findings.
   • Payroll process: Process all statutory payments and other deductions withheld.
   • Assist the Malawi Country Representative and GOF team with all budget and cash forecast preparations
5. Donor and Stakeholder Engagement:
   • Fund Management: Manage restricted and unrestricted funds, ensuring that funds are allocated and used in compliance with donor agreements and organizational policies.
   • Prime and Donor Organization Liaison: Work closely with prime and donor organizations to ensure financial compliance and report on the effective use of funds for ongoing and completed projects.
   • Funding Proposal Support: Prepare financial documents and budgets for grant proposals and fundraising activities to ensure alignment with donor requirements.
6. Team Leadership and Capacity Building:
   • Staff Supervision: Supervise and mentor Finance Assistant, ensuring they are properly trained, equipped, and supported to meet their responsibilities.
   • Capacity Building: Provide ongoing capacity building for finance and operations staff, fostering a culture of continuous improvement and professional growth.
   • Cross-departmental Collaboration: Collaborate with project managers, operations staff, senior leadership, and other departments to ensure that financial objectives are met, and resources are effectively allocated across projects.
7. Strategic Financial Advice:
   • Provide Financial Guidance: Advise senior management and department heads on the financial implications of operational and strategic decisions and suggest ways to improve financial efficiency and resource utilization.
   • Risk Management: Identify financial risks related to the organization’s operations and provide risk mitigation strategies to the leadership team.
8. Systems and Technology Management:
   • Financial Systems Oversight: Oversee the organization’s financial systems, ensuring they are effective, secure, and current with the latest technology.
   • Process Improvement: Identify opportunities to improve financial processes, implement the best practices, and automate tasks to increase efficiency and accuracy.

 

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE:

• Bachelor’s Degree in Accounting or Finance, with Professional qualification of ACCA
• 5 years’ experience in Accounting or Finance preferably working with NGOs
• Exhibit proficiency in the English language, ensuring effective communication and comprehension in both written and verbal interactions, Proficiency in Microsoft Office (Excel, Word, and PowerPoint).
• A valid driver’s license is an added advantage.
• A willingness to travel out of duty station and to regional offices.

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environmental characteristics described here represent those that an employee must meet to perform the essential functions of this job successfully. 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.
• Expect to travel fifty percent or more of the time.
• 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”.