The Development Fund (DF) of Norway is a Norwegian International Non-Governmental Organization working with marginalized people in rural communities to end hunger, poverty, and injustice by strengthening climate adaptation, agrobiodiversity, and sustainable food systems. The organization’s overarching goal is to enable small scale agriculture communities to become resilient and part of sustainable food systems.

DF is implementing a Climate Resilience and Livelihood Programme aimed at increasing climate resilience and wellbeing of rural communities in selected districts of Malawi and Mozambique. DF invites applications from suitably qualified candidate to fill a vacant position as Finance and Administration Manager at its Country Office in Lilongwe as follows:

Purpose of the position

The Finance and Administration Manager (FAM) is responsible for overseeing, coordinating, administering, and managing records, systems and processes related to finance, human resources, and administration. Ensures high-level accountability and risk management on financial and human resources in support of better development outcomes within DF supported programmes.

Duties and Responsibilities

A. Planning, Financial Management and Reporting

• Ensure a functional and effective internal control system to safeguard DF resources.
• Collaborate with programme managers in, preparing, coordinating, consolidating, and reviewing program development, annual plans, and budgets.
• Ensure that programme financial reports are timely produced and submitted in line with contractual obligations.
• Produce and regularly update cash flow forecasts for the timely disbursements to ensure availability of sufficient funds to meet program’s requirements.
• Keeping all accounts up to date every month.
• Ensure that all payments requests are properly checked before approval is made by the County Director.
• Review and authorize transfers, payments, payroll, reconciliation and financial statements and timely submission of donor reports.
• Timely updating of the grant management tool and dashboard.
• Ensure that all spending is in line with donor requirements and that updated relevant files and documentation are maintained.

B. Audits and Financial Reviews

• Ensure that all accounts are properly prepared and closed and ready for annual auditing.
• Facilitate year-end audit and ensure timely reports and circulation to all relevant stakeholders.
• Ensure timely planning and execution of audits.
• Ensure that audit reports are submitted in a timely manner.
• Follow up issues from Audit Management Letters.
• Ensure timely implementation of audit recommendations.
• Organize regular meetings on grants management meetings for expenditure tracking and corrective actions.

C. Systems and Organizational development

• Participate in country strategy development, review administration, and implementation, especially in the areas of finance, administration, and human resources.
• Ensure timely updating of HR, administration and finance policies, procedures, and systems for continuous improvement and changing circumstances in conformity with Malawian Labour law.
• Oversee the consistent and standard implementation of policies, procedures, and systems throughout DF.
• Ensure that staff and partners are aware and in full compliance of DF policies, procedures, and systems.
• Play a role in promoting organizational development, learning, and sharing.

D. Human Resource Management

• Ensure a transparent recruitment process and effective induction of new DF staff.
• Ensuring an effective performance management system for the Organisation.
• Ensure all staff have valid and updated contracts.
• Provide advice and guidance in organization and staff development activities and HR management issues in line with organizational change and development.
• Follow-up and ensure that all staff are included in the local insurance and medical scheme as per the DF policy.
• Manage leave plans.
• Timely updating of DF’s HR Portal and that all personnel records are properly filed and updated.
• Supervise finance and administration staff.

E. Administration

• Manage property insurance cover, renewal, and claims.
• Manage procurement according to established policies and procedures in an objective and transparent manner.
• Ensure disposal of capital assets in accordance with the operational/ project/donor/government/donors’ procedures/requirements.
• Oversee service activities including the recording, receipt, storage, dispatch of supplies, etc.
• Manage DF vehicles, service, and maintenance.
• Ensuring DF’s full compliance with statutory obligations.

F. Interface with partner organizations and stakeholders

• Disseminate donor requirements to implementing partners.
• Ensure partners adhere to contract conditions.
• Provide capacity building to partners in financial systems, procedures, anti-corruption, and fraud prevention.
• Coordinate, develop and conduct training and development programs to meet partners’ organizational needs as determined from time to time.
• Undertake financial and joint programme monitoring visits to implementing partners on a regular basis.
• Represent DF in relevant forums and coordinator bodies.

Professional Qualifications and Experience

• Bachelor of Accountancy Degree from recognized institutions plus at least 5 years of proven relevant experience in a development-oriented NGO. Those with a master’s degree in business administration (MBA) will have an added advantage.
• Professional accounting qualifications (such as ACCA, ICAM or CIMA) and a registered member of an internationally recognized professional accounting body such as ICAM and ACCA.
• Demonstrated understanding of grants management
• Ability to review and analyze financial systems and make recommendations for improvements.
• Proficiency/good understanding in accounting and administrative software. Visma Business, MS Excel, MS Outlook, MS Teams, Document Control and 4Human.
• Planning/ monitoring skills
• Good analytical skills
• Experience of project financial management.
• Good interpersonal and communication skills.
• Proven experience in financial and narrative reporting to donors.
• Ability to communicate effectively both orally and in writing.
• Work effectively independently, with minimal supervision, as well as collaborating with other team members.
• Takes personal ownership and accountability to deliver multiple tasks within the set deadlines.
• Work effectively under varying degrees of stress
• Extensive driving skills.

Qualified and interested candidates should submit their applications to email which should include a Cover Letter and Curriculum Vitae (CV) as one single document with three traceable referees (with mobile phone numbers and e¬mail addresses). All applications should reach DF not later than COB