Finance and Administration Manager
  • Full Time
  • Malawi

Careers Consulting Limited

On instruction of our valued client, we seek applications from suitably qualified and experienced candidates for consideration for the following position available immediately. This is a senior position within the organization and only candidates meeting the requirements are encouraged to apply.

Position Title: Finance and Administration Manager (FAM)

Position Level: Management Unit

Type of the contract: Fixed-term (2-3yrs)


The Finance and Administration Manager (FAM) is responsible for ensuring the financial and administrative health of the organization. The FAM will conduct accurate data analysis and offer advice to senior management on strategies to effectively manage funds, maximize profits, securing long-term success for the company and implementing sound financial practices. FAM will oversee and manage all financial activities as well as manage the administrative functions of the organization. The Finance Manager will be responsible for overall financial management, including budgeting and monitoring of project expenditures; financial reporting and auditing; forecasting expenditures; and maintaining and supervising project accounts, books of accounts, banking and financial operations, and all administrative work. FAM will advise the Reserve manager on all financial aspects of project operations in line with approved annual budget and donors’ rules and regulations and will monitor the expenditures on an on-going basis.

The FAM is a focal point for any questions around finance management and administration, which requires close collaboration with the General Manager, as well as the Funding and Reporting Manager and other Heads of Department, who are responsible for the implementation of the organisation’s strategies.

Primary functions and responsibilities

Manage the accounting and administrate team:

  • Ensure that accounting system provides an accurate financial information for both internal and external users and that it is compliant with internationally accepted accounting principles, legal and statutory requirements.
  • Prepare monthly Report and monthly cash summaries as per highest quality standard and on time (D+5 for Monthly Report and D+20 for year-end).
  • Produce accurate and timely monthly and yearly cash flow projections to secure the continued availability of funds to cover the daily requirements of the organization.
  • Reconcile treasury accounts monthly (endowment fund, petty cash and bank balances).
  • Ensure supplier & staff payments are done as per organisation’s & Donor’s SOPs, and on time.
  • Maintain Fixed Asset Register (clean and up to date).
  • Ensure the payroll is controlled, paid and processed on time every month.
  • Ensure audits are planned, organized and done on time and audit findings are monitored and closed.
  • Ensure Year End Financial Statement are accurate and produced on time.
  • Ensure SOPs are implemented and respected.

Management of donor funding & budget process:

  • Produce donor’s financial reports as per highest quality standard and on time (10th of the month).
  • Ensure adequate follow up and coordination to ensure proper financial management for all donor’s awards.
  • Ensure effective donor grant management.
  • Ensure the organization’s Master Budget is done on time, reflecting Business Plan activities, and updated with forecast as needed. This exercise must be done per department/budget holder and consolidated for the entire organization.
  • Ensure the Master Budget is followed against Actual spending every month, and accurate forecast are produced to ensure good budget management. This exercise must be done per department/budget holder and consolidated for the entire organization.
  • Ensure donor audits are planned, organized and done on time, and that donor audit findings are monitored and closed.
  • Ensure expenses are compliant with budget, donor rules and SOPs by controlling and approving purchase order and/or any other accounting document before commitment/payment.
  • Ensure complete and secure archiving of financial information.
  • Ensure staff involved in accounting and budgeting are donor aware.

Governance Support

  • Works with the General Manager and Executive management Committee (EMC) to proactively mitigate financial and legal risks to the organization and its board members.
  • Ensures that activities and policies meet the organization’s policies and directions, criteria by funders, as well as legislative requirements in Malawi.
  • Recommends policies and procedures in areas encompassing finance and accounting, privacy, safeguarding, human rights, procurement and others.
  • Coordinate organization of EMC and board and advisory committees’ meetings, including preparation and dissemination of background documents, hotel arrangements, etc.

Human resources and administration

  • Oversees recruitment of staff, consultants, interns and volunteers.
  • Maintains personnel files, health benefits and other insurances updated.
  • Applies Malawi’s relevant employment law to the organization’s HR policies.
  • Maintain basic administrative systems for the organization, including information resources, general filing, electronic filing, personnel records, leave records, contracts and leases, subscriptions, insurance, etc.
  • Advise and assist international staff, experts and consultants on all issues of allowances, salary advances, travel claims and other financial matters; authorize payments due for claims and services
  • Manage incoming telephone and mail communications.

Specific duties for the Finance Manager

  • Liaising with the Management Unit, especially the General Manager on any strategical matter to ensure proper management of the organization.
  • Liaising with Executive Management Committee on any matter pertaining to the park financial situation.
  • Ensure cohesion and efficiency of the finance and admin team.
  • Maintain active support from the entire finance and admin team to the Management Unit for all finance related matters.
  • Represent the Finance Department toward external stakeholder (Board Members, Donors, Partners, Government Authority, etc…)

Other specific duties:

  • The Finance Manager will ensure that a succession plan is in place for his position, by either internal promotion or external recruitment.

Required qualification, competencies and experience for the role

  • A Bachelor’s Degree in in Business Administration, Finance, Accounting or Management or equivalent.
  • Minimum eight years’ experience in similar senior role.
  • Ideally has experience with non-for-profit organization and institutional donor management (EU / USAID / GIZ).
  • Experience managing finance and administration operations and reporting functions
  • Has managed a finance/accounting team of at least 10 people previously.
  • Has been in charge of a budget of at least $1 million annually.
  • Has demonstrated good leadership skills.
  • Good verbal communication skills.
  • A high level of computer literacy is essential and knowledge of SAGE accounting system or similar.
  • Strong analytical skills
  • Ability to work under pressure at times, while maintaining high quality results is an essential requirement.
  • Be honest, highly organized, responsible, self-motivated and able to take initiative under minimum supervision.
  • Demonstrate ability to work as part of a team in diverse professional backgrounds.

Careers Consulting Limited is an equal opportunities employer. We are committed to fostering a diverse and inclusive workplace where all individuals are valued and respected. We are dedicated to creating equal opportunities for all employees and applicants, and we actively seek to build a workforce that reflects the diverse communities we serve. Therefore, non-merit factors shall not be considered in the recruitment process.

Canvassing of any kind will lead to automatic disqualification.

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