Finance and Administration Manager Full Time NEW

Job Summary:

The Finance and Administration Manager is responsible for providing overall leadership and management of the financial and administration functions of Feed the Children Malawi. This includes financial planning, accounting, reporting, payroll administration, compliance, administration and oversight of grants and operational expenditures. The Finance and Administration Manager ensures that all finance and operations activities are executed in line with Feed the Children policies, donor requirements, and statutory regulations, while promoting efficiency, transparency, and accountability in the use of resources.

The role also involves developing and maintaining strong internal controls to safeguard organizational assets, prevent fraud, and ensure the accuracy of financial information. The Finance and Administration Manager will communicate complex financial data in a clear and actionable manner to non-financial stakeholders, supporting informed decision-making across the organization.

The successful candidate must be a Malawian citizen and will be based at Feed the Children International Operations offices in Lilongwe, Malawi.

Supervisory Responsibility

Yes

Key Responsibilities

1. Financial Planning and Reporting

• Lead the preparation of annual country office budgets, forecasts, and financial plans in collaboration with senior management.
• Monitor budget utilization and prepare monthly budget versus actual (BvA) reports, highlighting key variances and recommending corrective measures.
• Produce monthly financial management reports and dashboards for management review by the 15th of each month.
• Prepare and submit financial reports to donors and headquarters in accordance with agreed timelines and formats.
• Conduct financial analysis to support decision-making, including pipeline forecasts, cash flow projections, and cost efficiency reviews.
• Develop strategies to optimize the timely disbursement and utilization of project funds.
• Lead monthly compliance and internal control checks to detect, prevent, and resolve any financial irregularities or misuse of resources.
• Present complex financial information in a clear and understandable way to non-financial managers to enhance operational and strategic decision-making.

2. Accounting, Payroll, and Financial Control

• Oversee all accounting operations, ensuring transactions are accurately recorded, authorized, and supported by adequate documentation.
• Develop, implement, and maintain strong internal controls to safeguard company assets, prevent fraud, and ensure accuracy in financial management.
• Manage month-end and year-end closing processes in line with organizational timelines.
• Review and approve payment requests, purchase orders, and financial documents within delegated authority.
• Maintain an updated and accurate general ledger and chart of accounts.
• Supervise and review monthly payroll processing, ensuring accuracy, confidentiality, and compliance with statutory deductions and labor laws.
• Ensure all statutory payroll obligations (e.g., PAYE, pension, medical, and social security contributions) are remitted accurately and on time.
• Coordinate with HR to maintain up-to-date staff payroll records, benefits schedules, and reconciliations.
• Prepare monthly bank and balance sheet reconciliations by the 7th of each month.
• Manage accounts payable and receivable, ensuring timely settlement and reconciliation with suppliers.
• Coordinate preparation of statutory returns and tax submissions, including VAT reimbursement reports.
• Act as the focal person for both internal and external audits and ensure implementation of audit recommendations.
• Safeguard the integrity of all financial systems and data, ensuring accuracy, confidentiality, and compliance with internal policies and statutory laws.

3. Grants and Partner Financial Management

• Oversee the financial management of grants and sub-awards, ensuring compliance with Feed the Children and donor requirements.
• Review and validate partner financial reports and supporting documentation before consolidation.
• Conduct regular financial monitoring visits and spot checks to partners and sub-recipients.
• Facilitate at least two financial management and compliance workshops annually for partners and program staff.
• Support program teams with financial forecasting, grant modifications, and close-out processes.
• Maintain organized and up-to-date grant financial files and supporting documentation in shared systems.

4. Operations and Compliance

• Ensure effective coordination between the finance, procurement, logistics, and administration teams for smooth operational processes.
• Reconcile and analyse monthly fuel consumption reports and coordinate with logistics on variances or anomalies.
• Support the Administration Officer in maintaining accurate and up-to-date asset and inventory registers.
• Conduct quarterly compliance and risk management sessions with operations and program teams.
• Serve as the primary liaison for banking relationships and ensure smooth operation of financial transactions.

5. Supervision and Capacity Development

• Provide leadership, coaching, and performance management support to finance team members.
• Identify training and capacity development needs within the finance team and implement targeted interventions.
• Promote a culture of accountability, teamwork, and continuous improvement within the department.
• Ensure adherence to Feed the Children’s values, code of conduct, and safeguarding standards in all financial practices. The Finance and Administration Manager will supervise and provide leadership to Finance Assistants/Interns, ensuring adherence to established accounting procedures, timelines, and internal controls.

Behaviours (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Feed the Children values.
• Holds the team and partners accountable to deliver on their responsibilities providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging personal and team goals, takes responsibility for own personal development, and encourages teams to do the same.
• Widely shares personal vision for Feed the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with team, colleagues, Donors and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, or Business Administration. A professional accounting qualification (CPA, ACCA, or equivalent) is required.
• Minimum of 8 years’ progressive experience in accounting or financial management, with at least 3 years in a senior leadership position.
• Member of the Institute of Chartered Accountants in Malawi (ICAM).
• Proven experience in financial reporting, budget management, payroll administration, and grant compliance within an NGO or development context.
• Proficiency in accounting software such as QuickBooks or SAGE, and advanced Excel skills.
• Experience in managing audits, developing financial systems, and leading financial teams.
• Strong analytical and problem-solving abilities with a high level of integrity and attention to detail.
• Excellent interpersonal, communication, and leadership skills, with the ability to work collaboratively across functions.
• Demonstrated ability to build and maintain positive working relationships with internal teams, partners, donors, and government authorities.
• Understanding of project implementation cycles and willingness to support programmatic activities.

Knowledge, Skills and Abilities

Accounting – Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Computer Skills – Intermediate skills using Microsoft Office products Word, Excel, PowerPoint and Outlook. Advanced MS Excel skills, experience with MAS 90 and SAGE 100 helpful but not required. Experience with QuickBooks preferred.

English Language – Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Oral Communication – Speak clearly, persuasively, and professionally in positive or negative situations; listen and get clarification; respond well to questions; demonstrate group presentation skills; participate in meetings.

Written Communication – Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

Teamwork – Balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitments to goals and objectives; support everyone’s efforts to succeed.

Ethics – Treat people with respect; keep commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Reasoning – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.

Safeguarding Policy

FEED strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FEED holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FEED expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FEED work is carried out in honest and fair methods, in alignment with the FEED Heartbeat and safeguarding and associated policies. Violations of the stated policies will be subject to corrective action up to and including termination of employment.

Tagged as: Feed the Children, Malawi