Finance and Admin Director

Baylor College of Medicine Children’s Foundation – Malawi (BCMCF-M)

BAYLOR COLLEGE OF MEDICINE CHILDREN’S FOUNDATION-MALAWI

VACANCY ANNOUNCEMENT  

Baylor College of Medicine Children’s Foundation – Malawi (BCMCF-M) is a Malawian not-for-profit non-government organization established in 2005 in partnership with the Government of Malawi and in collaborative support of the Ministry of Health. Our Mission is to provide high-quality, high-impact, highly ethical pediatric and family-centered health care, health professional training and clinical research, focused on HIV/AIDS, tuberculosis, malaria, malnutrition and other conditions impacting the health and well-being of children and families of Malawi.

BCMCF-M is seeking qualified candidates to fill the position of:

Position: Finance and Admin Director (F&A Director)

Contract Duration: 1 year (renewable)

Location: Baylor Foundation Malawi based at Kamuzu Central Hospital

Reports to: Executive Director

STATUS: Full time (40 hours per week).

Position description and responsibilities

The position of BCMCF-M Finance and Administration Director (F&A_D) oversees the overall financial and administrative functions for BCMCF-M, ensuring sound financial management, effective administrative operations, and compliance with donor contractual, organizational, and Malawi statutory requirements. The F&A_D manages financial resources, including banking, budgeting, cash flow, payroll, financial reporting, while ensuring accurate use of financial systems and adherence to regulations.

The F&A_D role provides leadership to finance and administrative staff, strengthens internal controls, coordinates audits, and supports strategic planning and forecasting. It also serves as a key liaison with donors, auditors, banks, and regulatory authorities to ensure efficient, compliant, and well-coordinated program implementation.

Responsibilities include but are not limited to the following

1, Financial Management

I. Management of Baylor Malawi Funds

  • Provide oversight of all BCMCF-M bank accounts, including facilitating transfers between foreign currency accounts and designated local accounts.
  • Coordinate the opening and closing of bank accounts with appropriate Board approval.
  • Review of bank reconciliation reports for all BCMCF-M accounts
  • Ensure timely review of program cash requirements and projections.
  • Facilitate timely submission of cash requests and invoices for donor reimbursement.

II. Oversight of the Financial System

  • Collaborate with IT to ensure strong internal controls and security of the FinaSys.
  • Promote effective utilization of FinaSys for accurate financial recording and reporting, including budget versus actual analysis.
  • Ensure all transactions, including procurement, comply with donor regulations, are properly documented, accurately recorded, and correctly coded.

III. Financial Reporting to Donors

  • Review monthly financial reports for all Programs.
  • Consolidate financial reports for submission to donors
  • Coordinate preparation and review of the monthly financial reporting package by the 15th of the following month.
  • Review donor-specific financial reports and oversee their preparation and submission.
  • Prepare quarterly financial reports in line with donor requirements.
  • Coordinate responses to financial queries from donors
  • Ensure Fixed Asset Register is maintained and accurately reflects all assets
  • Ensure timely reconciliation of all balance sheet accounts.

IV. Supervision and Capacity Building

  • Supervise and review the work of Finance/Administration staff.
  • Develop departmental and individual work plans.
  • Support performance management and staff development initiatives.
  • Identify and facilitate training opportunities.
  • Coordinate regular departmental meetings.

V. Payroll Management

  • Review monthly payroll, including all supporting schedules for salaries and statutory remittances.
  • Ensure accurate allocation of payroll expenses to relevant cost centres.
  1. Financial Control

I. Systems and Internal Controls

  • Establish, document, and communicate financial systems and procedures.
  • Periodically assess the effectiveness of internal controls.
  • Recommend and implement improvements to strengthen financial controls.

II. Compliance with Donor, Organizational, and Statutory Requirements

  • Review accountability reports to ensure accuracy, completeness, and correct coding.
  • Interpret and apply donor regulations and grant requirements.
  • Liaise with donors to ensure compliance.
  • Stay updated on regulatory changes affecting programs in Malawi.
  • Participate in donor meetings and disseminate key compliance information to staff.

III. Audit Management

  • Prepare financial statements and supporting schedules for audits.
  • Coordinate with leadership to engage external auditors.
  • Support program teams in organizing grant or donor-specific audits.
  • Ensure timely implementation and tracking of audit recommendations.

3. Budgeting, Forecasting, and Cash Flow Management

I. Budget Development and Monitoring

  • Collaborate with senior leadership and departmental heads to align budgets with program plans.
  • Facilitate development and review of annual operating budgets.
  • Oversee preparation and dissemination of budget vs. actual and forecast reports on a quarterly basis.
  • Coordinate budget revisions where significant variances arise.

II. Cash Flow Management

  • Work closely with program and departmental teams to forecast and manage cash flow requirements effectively.

4. Strategic and Operational Leadership

  • Contribute to organizational strategy and operational planning as part of the senior management team.
  • Support new business development initiatives.
  • Act on behalf of the Executive Director when delegated.

5. Procurement and Supply Chain Management

  • Provide leadership and supervision of Procurement Officers to ensure compliance with BCMCF-M policies and value for money.
  • Manage vendor relationships locally and coordinate international sourcing if necessary.
  • Lead procurement planning, forecasting, and shipping coordination.
  • Oversee procurement systems, vendor selection, and tracking processes.
  1. Asset, Inventory, Fleet, and Infrastructure Management
  • Ensure accountable and efficient management of assets, inventory, fleet, and infrastructure.
  • Supervise stock management, including verification, inventory checks, and asset tracking in Asset Tiger.
  • Fleet Management: Oversee vehicle utilization, maintenance, compliance, transport planning, and cost control.
  • Infrastructure Management: Supervise facilities maintenance, repairs, service providers, and ensure a safe working environment.
  1. Contract, Lease, and Stakeholder Management
  • Oversee contract processes, vendor agreements, and service provider performance.
  • Manage lease agreements, including negotiation, renewals, and terminations.
  • Maintain strong relationships with key stakeholders, including banks and regulatory bodies such as the Malawi Revenue Authority.

Qualifications and Experience

 Required

  • Master’s Degree in Business Administration (MBA) or a related field.
  • Bachelor’s Degree in Commerce, Accounting, Finance, or a related discipline.
  • Professional accounting qualification such as ACCA or CPA is required.
  • Minimum of 10–15 years of progressive experience in finance, accounting, or administration.
  • At least 7 years of experience in a senior management role.

Preferred

  • Demonstrated experience in donor-funded projects, financial reporting and compliance, budgeting, forecasting, cash flow management, and audit coordination with strong internal controls.
  • Proven experience with accounting systems (e.g., FinaSys or similar ERP systems).
  • Strong leadership and team management capabilities.
  • High level of integrity with strong attention to detail.
  • Excellent analytical and problem-solving skills.
  • Strong communication and financial reporting skills.
  • Proven ability to engage and work effectively with multiple stakeholders, including donors, headquarters, and government institutions.)
  • Experience working in health sector NGOs or similar organizations
  • Knowledge of Malawi tax laws and regulations (e.g., working with Malawi Revenue Authority)

Closing date for receiving applications is 17th  April 2026. Only shortlisted applicants will be acknowledged.

Suitably qualified and experienced candidates should address their applications, including a detailed Curriculum Vitae and names of three traceable referees who are not relatives to:

The Executive Director

Baylor College of Medicine Children’s Foundation-Malawi

P/Bag B-397

Lilongwe 3

E-mail:  recruitment@baylorfoundationmalawi.org