Accounts and Administration Officer

On behalf of our esteemed client, We are inviting applications from qualified, motivated, and results-driven individuals to fill the position of Accounts and Administration Officer.

JOB DESCRIPTION

Position                      : Accounts and Administration Officer
Department               : Finance and Administration
Location                     : Chitedze LPG Depot, Lilongwe
Reports To                 : Operations Director

1. Job Purpose

The Accounts and Administration Officer is responsible for managing the financial records, administrative functions, and office operations of the LPG business. The role ensures accurate financial reporting, proper management of company resources, efficient office administration, and compliance with financial regulations and company policies.

The officer supports the LPG operations by ensuring proper financial controls, inventory reconciliation, supplier payments, customer invoicing, and general administrative coordination. 

2. Key Responsibilities

Financial Management

• Maintain accurate accounting records including sales, expenses, and payments.
• Prepare and process customer invoices for LPG sales (bulk gas and cylinders).
• Record daily financial transactions and update accounting systems.
• Reconcile bank accounts, mobile money payments, and cash transactions.
• Manage accounts receivable and follow up on outstanding customer payments.
• Process supplier invoices and prepare payment schedules.
• Maintain petty cash and ensure proper documentation of expenses.
• Assist in preparing monthly financial reports and management accounts.
• Support preparation of annual budgets and financial forecasts.

 LPG Stock and Financial Controls

• Reconcile LPG stock records with financial records.
• Monitor cylinder deposits and cylinder asset tracking.
• Verify delivery notes and invoices against LPG dispatch records.
• Ensure proper documentation for LPG purchases and sales.
• Assist in monitoring fuel, transport, and operational expenses.

 Administrative Management

• Manage office operations including filing, correspondence, and documentation.
• Maintain company records including contracts, licenses, and regulatory documents.
• Coordinate office supplies and procurement.
• Manage staff attendance records and leave tracking.
• Assist in organizing meetings, reports, and internal communications.
• Maintain employee files and HR records.

 Compliance and Reporting

• Ensure compliance with Malawi tax regulations including VAT and withholding tax.
• Assist in preparing tax returns and statutory payments.
• Maintain financial and administrative documentation for audits.
• Ensure compliance with company financial procedures and internal controls.

 Customer and Supplier Relations

• Respond to customer billing inquiries.
• Coordinate with suppliers regarding invoices and payments.
• Support LPG customers with account reconciliation where necessary.

3. Key Performance Indicators (KPIs)

• Accuracy of financial records.
• Timely preparation of financial reports.
• Efficient collection of outstanding receivables.
• Compliance with tax and regulatory requirements.
• Proper management of office administration systems.
• Accurate LPG stock and financial reconciliation. 

4. Qualifications and Experience

• Diploma or Degree in Accounting, Finance, Business Administration, or related field.
• Minimum 2–4 years experience in accounting or administration.
• Experience in petroleum, LPG, logistics, or trading businesses is an added advantage.
• Knowledge of accounting software and Microsoft Office (Excel, Word). 

5. Skills and Competencies

• Strong accounting and financial record-keeping skills.
• Good organizational and administrative abilities.
• High attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to work independently and meet deadlines.
• Strong integrity and confidentiality in handling financial information.

6. Working Conditions

• Office-based role at the LPG depot in Chitedze.
• Occasional interaction with depot operations staff and logistics personnel.
• May require periodic stock verification at the LPG storage and cylinder yard.

7. Authority Levels

• Authority to verify financial documents and transactions.
• Authority to maintain accounting records and financial reports.
• Authority to recommend improvements to financial and administrative procedures.

How to apply

Applicants meeting the requirements are encouraged to send their Cover Letter, Updated CV and Relevant Certifications, in Pdf format,  through https://forms.gle/CCSDgfxrJbeFkSbn7

Please use ensure that each file is appropriately labelled, such as “CV – (Name)”.

The closing date for receiving applications is Thursday, 19th March 2026.

Only shortlisted candidates will be contacted.