Finance and Administration Officer

PSI Branch Office in Malawi

PSI is a network of locally rooted, globally connected organizations working to achieve consumer-powered healthcare — people-centered health systems that ensure quality, affordable care wherever and whenever it is needed. Our origins in sexual and reproductive health have grown into a broader mission. Today, we work with the public and private sectors as well as local communities, prioritizing people’s voice and choice and developing solutions to meet their essential health needs. Over the past five decades, we have helped push boundaries, break taboos, set trends, and develop innovative solutions to complex global health challenges.

PSI Branch Office in Malawi is inviting applications from suitably qualified candidates to fill the following vacant position. 

FINANCE AND ADMINISTRATION OFFICER

Job Title:  Finance and Administration Officer
Location: Lilongwe
Reports to: Finance and Subaward Manager
Contract Type: Full-time
Grade: D2
Start Date: 1st November 2025 

Position Summary

Reporting to Finance and Subaward Manager, the Finance and Administration Officer is responsible for executing daily financial management and administrative functions of the organization. This includes maintaining accurate financial records, preparing financial reports, and providing effective administrative support. The role is critical for ensuring smooth operation of the organization, enforcing compliance with PSI’s policies, donor and natonal regulations.

Duties and Responsibilities:

  1. Finance
  • Preparing payment vouchers and receipt vouchers and posting them in QuickBooks Enterprise (QBE).
  • Capturing payments in Standard Bank Business Online System and ensuring that they are fully authorized by the designated signatories.
  • Reviewing advance request and ensuring that they have the correct charge codes and authorized before making payments.
  • Reviewing advance liquidations and ensure that they have been charged correctly and following up with staffs to reconcile advances within 5 dates, and capture all project liquidation financial transactions in QBE system every week
  • Work collaboratively with other members of the Finance and admin team to ensure effective and customer-oriented support to programming activities, in PSI Malawi Branch office.
  • Compiling Value Added Tax (VAT) receipts for claims to the Malawi Revenue Authority.
  • Assisting in the preparation of bank reconciliation every month
  • Scanning payment vouchers (liquidation, travel and medical etc.) and electronic filing to SharePoint.
  • Tracking project assets and inventory including preparation of the asset register.
  • Maintain accurate financial records and bookkeeping systems, ensuring comformity with PSI’s Standard Operating Procedures and related financial management policies. Ensure the correct charging of inventory items (purchased and donated) to donor projects
  • Perform reconciliation of travel and salary advance accounts for staff, and review of travel advance requests and acquittals.
  • Support the Finance & Sub Awards Manager in the preparation of monthly, quarterly, and annual financial reports. This includes preparation of balance sheet schedules, providing analysis and highlighting any risks identified in the schedules and aging analysis, for correctve management action.
  • Preparing payment advice and WHT certificates and their submission direct to suppliers via email or to administration for disbursements
  • Ensure all taxes are remitted on time, produce/claim relevant tax returns as required by donors and/or MRA, and liaise with tax authorities as needed
  • Support internal and external audits, donor spot-checks, and any other expense verification exercises
  • Conduct periodic verification of beneficiaries through phone calls.
  • Providing guidance to program staff on finance policies and training on other internal policies to ensure compliance with donor, statutory, and internal financial requirements
  1. Administration
  • Liaise with HR & Operations Manager to manage office supplies, equipment, and general office upkeep to ensure that there are always enough office supplies for use at the office.
  • Support the HR & Operations Manager to maintain running contracts of the office such as rental and utilities, internet, security, insurance and cleaning service, etc. to ensure smooth running of the office
  • Prepare reconciliations and ensure fleet records, fuel expenditure and efficiency reports are updated monthly
  • Responsible for asset management, which involves maintenance of an up-to-date asset register, conducting asset verifications in compliance with PSI policies and donor requirements, managing asset disposition processes and asset acquisition planning.
  • Managing travel bookings; ensuring travel is booked at approved facilites, issuing out purchase orders for travel, reconciling travel invoices with purchase orders, following up on outstanding invoices from service providers and faclitating timely payments of hotel travel-related bills.
  • Ensuring that all Finance and Administration documents are filed sequentially and archived properly
  • Support in taking and filing of office meeting minutes
  • Any other duties assigned from time to time

MINIMUM QUALIFICATIONS

  • Diploma in Accounting or any relevant course

PERSONAL SPECIFICATION

  • Have experience in accounting for public health sector or NGO’s
  • Have good understanding of Generally Accepted Accounting Procedures (GAAP)
  • Thorough understanding of Quick books
  • Have excellent oral, written and interpersonal communication skills
  • Thorough understanding of filling and archiving
  • Team player and ability to multi task

Mode of Application

Qualified candidates with the specified qualifications and experience should submit their application letters together with detailed curriculum vitae by 5th September 2025 through: jobs@psimw.org with the position being applied as the subject line.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of religion, color, sex, age, disability, sexual orientation, marital status, personal appearance, political affiliation, family status or responsibilities, gender identity or expression, pregnancy or related medical conditions. PSI maintains zero tolerance for child abuse, sexual abuse, or exploitative acts or threats by our employees, consultants, volunteers, contractors or anyone associated with the delivery of our programs and services, and takes seriously all complaints of misconduct brought to our attention.