FINANCE AND ADMINISTRATION OFFICER
Full Time
May 16, 2024
Neno, Malawi
May 26, 2024

Company: Beyond Our Hearts Foundation

Please Share

Overview

BEYOND OUR HEARTS FOUNDATION

POSITION: FINANCE AND ADMINISTRATION OFFICER (Neno District)

Location: Neno

JOB DESCRIPTION
Beyond Our Hearts Foundation organization was established in 2014. Its main objective is securing rights of the poor and marginalized, promote good governance, enhance sustainable livelihood development through promoting people’s participation at all levels of the state and society.

According to the organization’s policy, special emphasis is given on women and children participation in building poor people’s capacity towards disaster risk reduction and climate resilience.
BOHF with funding from Save the Children Italy is looking for experienced individuals to fill the vacant post as follows:

Finance and Administration Officer (Neno District)

The officer will be responsible for helping the BOHF manage project-related financial activities, he/she will be coordinating with the project Manager in processing invoices and other bill payments.
Working closely with the Project Manager and communicating the project account status in a timely manner. Besides, He/she should have an excellent eye for detail and the ability to track any financial discrepancies in the project accounts. He/she should be able to prepare tax reports and present necessary financial information during audits.
As a Project Finance and Administration Officer, he/she should be familiar with different accounting software and have complete knowledge of accounting practices. A proven work experience in the accounting field will prove advantageous. Additionally, you should display fantastic team spirit and have the ability to manage stressful situations and multiple projects effortlessly.

RESPONSIBILITIES

  • Generating, updating, and maintaining reports on income, expenditure, and financial transactions
  • Creating and managing on-going project accounts
  • Keeping a record of project expenses, contracts, and other accounting data
  • Reviewing and granting funds for various projects
  • Understanding the project requirements and creating budgets and financial reports
  • Analyzing and approving vendor invoices and contracts
  • Overseeing the transfer of funds to various vendors and suppliers
  • Overseeing the implementation of project terms
  • Preparing tax reports and documentation of working capital
  • Assisting in creating project-related documents and bills
  • Closing completed project accounts
  • Presenting project account details during audits
  • Conducting project budget forecasting
  • Staying up-to-date with the latest developments in the financial sector
  • Provides bookkeeping support and contributes towards financial process efficiency and compliance of the set organizational policies and procedures.

ACCOUNTING AND FINANCIAL REPORTING
Ensure that data is entered and posted into the accounting system in an accurate and timely manner; ensuring the availability of information needed in decision making and compliance with all relevant laws, regulations and standards:

  • Support the Financial Assistant in the preparation of financial statements.
  • Prepare audit schedules in preparation for the annual external audit and respond to internal and external audit queries during the audit exercises.

DISBURSEMENT OF PAYMENTS
Contribute to an efficient payment system by ensuring that payments to staff, vendors, service providers and other stakeholders are made accurately, on time and with good customer service:

  • Receive payment requests and verify the accompanying supporting documentation; proactively liaising with the payment requestor to assist them in following procedures.
  • Prepare payment vouchers for disbursement of funds and ensure that the general ledger and sub ledgers are updated in a timely and accurate manner.
  • Prepare and process payroll and other allowances ensuring correct calculation of statutory deductions; ensure that beneficiaries receive pay slips and payment advice.
  • Develop statutory schedules, file returns and ensure that taxes are paid on time and in line with existing policies, procedures and statutory regulations.
  • Prepare end of period adjustments: accruals for provisions for unbilled monthly expenses and amortization of prepayments.

FINANCIAL ADMINISTRATION

  • Provide financial administrative support to the team for efficient day to day operations of the department:
  • Assist the Programme Manager in managing assets, ensuring that all BOHF assets are timely and accurately entered on the fixed asset register.
  • Support the Programme Manager in gathering supporting documentation that will be used to respond to queries raised by stakeholders.
  • Ensure that routine banking operations are conducted in a timely and secure manner.
  • Replenishment of petty cash.

FINANCE RECORDS MANAGEMENT

  • Manage the archive of financial records, ensuring that all documentation is secured confidentially and can be easily retrieved as required:
  • Ensure that all transactions are captured accurately and timely into the financial accounting system.
  • Manage the filing and retention of financial records, ensuring that all documents are filed according to BOHF records management policies and procedures.
  • Ensure files are organized so that they are easily accessible, moving outdated files into the archive as well as assisting the retrieval of documents.
  • As a custodian of financial records, ensure only authorized access, and informing the Programme Manager in case of problems or concerns.

REQUIREMENTS

  • Diploma in Accounting, Finance, or its equivalent, those with Bachelor’s degree with have added advantage
  • 3-5 years of experience in the Accounting field as an Accountant
  • Complete knowledge of accounting software, laws, and regulations
  • Excellent mathematical and analytical skills
  • Good time management and organizational skills
  • Ability to work collaboratively and independently
  • Ability to work under pressure
  • Good communication skills
  • Detail-oriented and highly motivated individual.

MODE OF APPLICATION
Interested and qualified candidates should send their CV and cover letter with three referees through email to:
recruitmentbeyondourhearts@gmail.com

Or by hand at Beyond Our Hearts Offices (PO Box 111 Neno) by Friday 26th May 2024.

For more information regarding the vacancy you may contact The Executive Director -Russell Msiska on msiskarussell@gmail.com copy beyondourheartsmalawi@gmail.com