The Finance and Administrative Officer will support the Country Office in delivering the Finance team’s objectives in a timely and accurate manner. The position holder will be responsible in ensuring the integrity of the financial management system and will contribute smooth financial management throughout the IsraAID Malawi Country Office. The position holder will support the team on key finance tasks including financial accounting, audits, asset management, staff training, partner support etc.

DUTIES AND RESPONSIBILITIES

Internal Controls and Reporting

• Filling and documentation of office payments.
• Ensure timely collection of supportive documents to ensure timely payment of suppliers as per the agreed timeline.
• Manage proper filing of all documents and admin files (including invoices, payment vouchers, and expense reports from project teams).

• Support country office in maintaining high standard financial management, ensuring compliance to local statutory law and donors’ regulations and consistent with IsraAID Global accounting policies, procedures and tools.
• Prepare recommendations for corrective actions and improved controls and effectiveness or efficiency operations.
• Lead in monthly bookkeeping and Preparation of Monthly, quarterly, bi-annual and annual Financial Reports.
• Support with the monthly, Quarterly, and Annual Total Inventory management (TIM) monthly reconciliation coordination with the procurement and logistics unit.
• Support with the monthly, Quarterly, and annual Leave Reconciliations in coordination with the HQ Human Resource department.

Finance and Accounting

• Supporting the day-to-day operations of the mission, including ordering supplies and cash payments during program activities.
• Provide support and guidance to project team personnel on policies and procedures.
• Prepare payment requests according to the internal procedures of the organization.
• Assist in petty cash disbursements, clearance, replenishment, and petty cash count.

• Receives finance documents from the partners.
• Prepare pipeline requests and ensure financial control.
• Review and register the completeness of documents received from Partner and report on any omissions/missing documentation to awards and service providers.
• Prepare payment vouchers for all payments received and ensure that they have been signed off as per the scheme of delegation.
• Develop completion certificates for all service providers.
• Ensure correct tax is deducted and timely preparation of statutory deduction payments, this is withholding TAX and PAYE (and any other relevant statutory deductions)
• Update any changes in the taxation laws and guide respective departments on statutory requirements.

Accounting and Reconciliation

• Ensure intercountry transactions are reviewed including staff pay in alignment with annual leave tracking by the line manager or appointed designate.
• Perform market analysis and supplier reconciliations
• Review monthly, quarterly, bi-annual and year BVAs.
• Perform Monthly Bank and petty cash reconciliations.

Administration

• Lead office administration functions.
• Guide personnel on policies and procedures.
• Supporting the day-to-day operations of the mission, including ordering supplies
• Support team-related logistics arrangements, including but not limited to flight bookings, local transportation, accommodation, communications, and more.

Audit 

• Preparation and implementation of the annual audit plan.
• Provide support in audits (internal and external) including the preparation of documents for internal, external, and donor audits) and the field office when necessary.
• Coordinate with the support function team and budget holders in resolving audit queries and ensuring completeness of documentation.
• Ensure a clear audit trail of processed transactions and their linkage to the accounting system.
• Implementation of any accounting and financial audit recommendations.
• Review of service providers and provide feedback on high-risk partners.
• Prepare recommendations for corrective actions and improved controls and effectiveness or efficiency of operations

 Other

• Provide guidance to finance team members on financial document review and archiving.
• Provision of information to field offices on the status of payment for each of their requests.
• Backstop for Country Director.
• Development of annual financial strategy.
• Participate in Procurement committees in the Country Office.
• Any other budgeting-related issues.

Any other responsibility as assigned by Line Manager

ESSENTIAL SKILLS, KNOWLEDGE, AND COMPETENCIES

• Undergraduate degree in accounting/finance or equivalent.
• Professional Accounting qualification (CPA, ACCA) (a must)
• At least 3 years’ experience working in an Audit firm. (Essential)
• Familiarity with Malawi labor laws
• Highly skilled in financial statement preparation for purposes of audit (Essential)
• 3 years’ experience working with INGO.
• Computer fluency; highly competent using Microsoft Excel and other MS applications.
• Familiarity with computerized accounting systems
• Ability to undertake responsibilities and tasks with minimal supervision.
• Proven ability to handle work pressure and tight deadlines.
• The highest level of integrity and commitment to prevent corruption and Fraud.
• Strong interpersonal skills and ability to interact with all departments in the HQ.
• Experience working with colleagues based in complex country contexts would be an asset

ETHICAL STANDARDS

IsraAID has zero tolerance towards any acts of misconduct and Sexual Exploitation and Abuse. The recruitment process will include all candidates’ declarations and reference checks focused on misconduct and SEA.

EQUAL OPPORTUNITIES

IsraAID is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability status.