Finance and Administration Officer

Job Vacancy: Finance and Administration Officer

Location: Lilongwe, Malawi
Contract Type: Full-time
Reports to: Country Manager
Application Deadline: 24^th October,2025.

About Challenges Malawi

Challenges Malawi, a subsidiary of the Challenges Group, works to strengthen inclusive economic growth and enterprise development across Malawi. Through innovative partnerships, capacity building, and market systems approaches, we empower local enterprises, producer organizations, and smallholder farmers to thrive in sustainable and commercially viable markets. Current programmes include the Beef Market Building for Improved Rural Livelihoods in Rumphi District Project, implemented under the TRADE Programme, among other enterprise development initiatives.

Position Summary

The Finance and Administration Officer will play a key role in ensuring effective financial management, compliance, and administrative support to the Malawi country office. The position will ensure accurate financial reporting, prudent budget management, compliance with donor and internal policies, and smooth day-to-day administrative operations. The role requires a detail-oriented and proactive individual with strong accounting, organizational, and communication skills.

Key Responsibilities

Financial Management

• Maintain accurate financial records in accordance with Challenges Group financial policies and donor regulations.
• Prepare monthly management accounts, bank reconciliations, and cash flow forecasts.
• Support budget preparation, monitoring, and variance analysis for ongoing projects.
• Process payments, manage petty cash, and ensure timely settlement of supplier invoices.
• Ensure compliance with statutory obligations including PAYE, pension, and withholding tax remittances.
• Support audits by providing all required documentation and explanations to auditors.
• Track project expenditures to ensure alignment with approved budgets and donor requirements.

Administration and Operations

• Oversee office administration including procurement, asset management, logistics, and vehicle management.
• Maintain and update fixed asset registers and inventory records.
• Support recruitment processes, induction, and HR documentation management.
• Coordinate logistics for staff travel, meetings, workshops, and field activities.
• Ensure effective filing systems (both physical and electronic) for financial and administrative records.
• Manage office service contracts and ensure compliance with service-level agreements.

Compliance and Reporting

• Ensure internal control systems are maintained and strengthened.
• Prepare periodic financial reports for management and donor submission.
• Support development and implementation of organizational financial and administrative procedures.

Qualifications and Experience

• Bachelor’s Degree in Accounting, Finance, Business Administration, or related field.
• Minimum of 3 years’ experience in finance and administration roles within NGOs, donor-funded projects, or private sector organizations.
• Strong knowledge of accounting principles and financial management systems.
• Proficiency in QuickBooks or similar accounting software.
• Familiarity with donor compliance and reporting requirements (e.g., FCDO, EU, USAID) is an added advantage.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• High integrity, attention to detail, and ability to work independently and as part of a team.

How to Apply

Interested candidates should submit their application letter, CV (max 3 pages), and three traceable referees to: winfred.chanza@thechallengesgroup.com

with the subject line: Finance and Administration Officer – Challenges Malawi

Only shortlisted candidates will be contacted.

Equal Opportunity

Challenges Malawi is an equal opportunity employer. We are committed to promoting diversity and inclusion in our workplace. Qualified women and persons with disabilities are strongly encouraged to apply.