WE ARE HIRING!!

  1. FINANCE AND ADMINISTRATION MANAGER

JOB DESCRIPTION
The primary responsibility of this position will be accounting/financial management and office administration for USAID funded development program. S/he will report directly to the Director of Finance (DOFA). The Finance and Administration Manager will be responsible for overseeing the administrative and financial management, accountability requirements and human resources management of the office for this anticipated  development program. This position must assure the contractual integrity of all agreements entered into by the office, managing the procurement process and looking out for the interests of the organization. The Manager will provide technical assistance to staff in implementing and complying with financial and administrative procedures to ensure compliance with regulations and serve as the financial liaison to the organization, local NGOs, other implementing partners and implementing units. This position is a local hire position.

JOB DESCRIPTION

Accounting and Finance

  1. Ensuring compliance and consistency with the organization’s policies and procedures, as well as compliance with the terms and conditions of the agreements with USAID governing the work in the office.
  2. Recording and accounting for daily transactions, ensuring accuracy and completeness of required files and supporting documentation serving as evidence of transactions.
  3. Ensuring sound cash management of local bank accounts and maintains petty cash fund.
  4. Processing cash disbursements in accordance with financial management policies and established approval levels.
  5. Processing payroll remits tax and other government contributions and reports to local agencies.
  6. Responsible for full accounts payable function from procurement through payment of invoices.
  7. Processing employee expense reimbursements.
  8. Ensuring timely payment to all organization’s payees and maintains sufficient and complete payee files.
  9. Preparing monthly financial reports for the organization and internal management reports for Director of Finance or the Executive Director containing budget to actual expenditure information.
  10. Performing month-end closing and year-end duties such as reconciliations, VAT reimbursements, inventory lists, etc.
  11. Responsible for procurement activities in accordance with the organization’s procurement policy.
  12. Preparing and submitting reports and filings in compliance with local government laws.
  13. Providing assistance to program staff in office and project budget preparation.

Office Operations/Administration

  • Responsible for all matters related to the operations and administration of the office.
  • Ensuring registration requirements are kept current at all times and files statutory returns and renewals.
  • Managing office lease to make sure it is current and amendments are processed as required.
  • Overseeing administration of human resources, including but not limited to, maintaining personnel files, assisting with recruitments and orientation procedures, purchasing and maintaining adequate health and other insurance policies, etc.
  • Managing local information technology contract ensuring infrastructure needs of the office are met, including properly functioning IT equipment, routine maintenance, and security over IT (anti-virus software and regular backups).
  • Maintaining office files.
  1. Caring out any other tasks as assigned by the Director of Finance/ Executive Director

QUALIFICATIONS

  1. Bachelors Degree in Accounting Finances or Business Administration.
  2. Masters Degree in Finance or Business Administration and or ACCA is desirable.
  3. At least 8 Years’ experience in similar functions from reputable institution.
  4. Hands on experience with Accounting Soft ware like Quick books
  5. Good understanding of book keeping procedures.

YOU ARE SOMEONE WHO

  1. Demonstrate critical thinking and is able to make timely decisions.
  2. Is flexible and ready to take initiatives.
  3. Displays a team spirit, particularly in multicultural environment.
  4. Is able to lead a team.
  5. Enjoys travelling and working with different cultures.
  6. Managing of multi donor Finance Systems.

Submit your application together with your CV and 3 traceable referees in HARD COPIES to the following address not later than15th December 2023.

The Executive Director
Facilitators of Community Transformation (FACT)
P.O. Box 30407
Lilongwe
Along By Pass Road Area 46 in Reach Trust House or through Email:
vacancy@factmw.org

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2. PARTNERSHIP AND RESOURCE MOBILIZATION OFFICER

BACKGROUND
Under the guidance and direct supervision of the Executive Director, The Partnership and Resource Mobilization Manager supports the Management and spearheads the overall efforts to build partnership and mobilize an appropriate and sustainable funding base in large organization. The RMO develops the Country Office partnerships building and resource Mobilization Strategy, tools and procedures and coordinates their implementation, leads donor intelligence, supports strengthening of FACT position within the donor community and developing strategic partnerships with government, donors, private sector and civil society organization. The RMO supervises and leads team of staff. All the activities are implemented in close cooperation with other management offices, mult lateral and bilateral donors, private sector and Civil Society Organization.

DUTIES AND RESPONSIBILITIES

  • Formulating and implementing country office strategies related to resource mobilization and partnership building focusing on achievements of the results
  • External and internal analysis for assessing Country Office opportunities for Resource Mobilization and Partnership Building.
  • Scanning of the opportunities in the Country based partners – specific intelligence and the competitive landscape, identification where the Country Offices competency strengths overlap with partner/client needs.
  • Development of a detailed partnership and resource Mobilization (PRM) Strategy with planning tools to implement the Strategy.
  • Negotiation, drafting and revision of agreements with donors monitoring and overall implementation of agreements.
  • Assessments of the level of Country Office engagements with donors: type and level of Contracts and particular areas of interest: development of strategy to position the Country Office to become a priority partnerfor donors and Investments.
  • Development and implementation of donor intelligence strategy (partners needs and priorities, perceptions of FACT by its current and futures partners and projections of FACT added value and potential role.
  • Development of a competitive Programs, Proposal and bids for the Country Office Operations.
  • Organizing and conducting donor briefs on this basis for each of the main donors in Malawi and beyond the borders.
  • FACILITATE KNOWLEDGE BUILDING AND KNOWLEDGE SHARING AS REQUIRED BY THE ORGANIZATION, FOCUSSING ON THE FOLLOWING:
  • Identifying and formulating lessons learned and recommendations to be integrated into broader Country Office knowledge management efforts.
  • Contributing to knowledge networks and communities of practices.
  • Organising and conducting training on resource Mobilization and Partnership building in country Office.
  • Elaboration of proper documentation in support of resource Mobilization efforts in consultation with the Program Staff including Concept Notes, project documents and any other documents required.
  • Proposing and implementing activities, initiatives and programs to promote public awareness of and access to FACT information and publicity materials. Effective liaise with media, NGOs Civil Society and other Partners to this end.
  • Overseeing the relationship with key Partners, provides substantive technical inputs to senior managements efforts at the Office level to develop new and innovative partnerships.
  • Overseeing the development of targeted products and initiatives to mobilize programmatic resources and attracts additional donor funding.
  • Providing technical support to the development of project proposal in line with FACT Strategy and interest of Donors.
  • Identifying opportunities to secure additions on non core resources.
  • Overseeing ad-hoc donor studies, research and other activities to identify funding opportunities, update the resource mobilization strategy as needs emerge.
  • Act as a direct entry point for donors, building institutional relationships.
  • Promote compliance with the terms of grants and agreements, across the region.
  • Providing substantive technical support to Program managers for the preparation of high quality and timely donor reports.

REQUIREMENTS

  1. Masters Degree – Advanced University Degree in Social Sciences, Public Administration, International Relations or any other related field.
  2. Minimum 5 Years of proven hands on working experience in fundraising, resource Mobilization and Project Development, with progressive scope of
  3. Several Years of work experience in a multi national context requirement complex coordination with multiple stakeholders.
  4. Proven record of mobilizing resources in private and public sector environment.

Excellent oral and written command of English.

Submit your application  together with your CV and 3 traceable referees in HARD COPIES to the following address not later than15th December 2023.

The Executive Director
Facilitators of Community Transformation (FACT)
P.O. Box 30407
Lilongwe
Along By Pass Road Area 46 in Reach Trust House or through Email:
vacancy@factmw.org