Development Fund of Norway (DF),Finance and Administration Manager (FAM)Jobs in Malawi

Position: Finance and
Administration Manager (FAM)

Department: Finance and
Administration

Responsible To: Regional
Director

Location: Based in Lilongwe
Malawi with regular travel to the field

Effective Date: As soon as
possible

The Development Fund of Norway (DF) is
a Norwegian-based international NGO with the vision: A sustainable and just
world without hunger a

nd poverty. DF is working to promote fair distribution of
the world’s resources by supporting sustainable development and local
participation aimed at reducing poverty and safeguarding the environment. DF is
implementing various programs in Malawi in the sectors of agriculture, climate
adaptation, income generating, good governance, youth and gender equality.

General purpose of the job

Under the overall managerial and
administrative leadership of the Development Fund (DF) of Norway Regional
Director (RD), the Finance and Administration Manager (FAM) will promote
values, standards, principles, mission, quality management and leadership in
all interactions with partners and other stakeholders. The FAM will be
responsible for overseeing all aspects of DF-Malawi finance, and administrative
activities.

·
He/She will be involved in recruitment, ensure induction of staff
and training.

·
Prepare and review HR/personnel and financial manuals, in
collaboration with the Programme Manager (PM) prepare, review and co-ordinate
program development, annual Plans and Budget, periodic monitoring and
reporting.

·
Ensure existence of proper internal control system, thorough
preparation for annual organisation audit and project audits.

·
Ensure periodic cash flow forecasts and manage DF’s accounts.

·
The incumbent will also provide technical support to DF’s
implementing partners in Malawi in the areas of finance and resource management
and capacity building.

This is a challenging but rewarding
function to ensure that DF Malawi Programme achieves a sustainable impact on
sustainable agriculture, rural livelihoods and climate change adaptation and
mitigation.

Accountability and
Responsibilities

A. Planning, Financial Management and
Reporting

·
Ensure
that the internal control system is functioning to safeguard DF resources;

·
In
collaboration with the PM, prepare, co-ordinate, consolidate, assist and review
program development, annual Plan and budget;

·
Ensure
that budget follow up reports are produced monthly and submitted timely to the
Regional Director and Programme Manager and follow up on variances that exceed
agreed limits

·
Ensure
periodic cash flow forecasts and management, that cash flow forecasts are
produced and updated regularly and made remittance requests to the head office
based on the forecasts to ensure sufficient local funds are available to meet
the programmes commitments, while maintaining local balances within agreed
limits;

·
Ensure
that all payments requests are properly checked before approval is made by the
PM/RD;

·
Review
and authorise transfers, payments, payroll, reconciliation and financial
statements and timely submission of donor reports;

·
Ensure
that all accounts are properly prepared and closed and ready for annual
auditing;

·
Ensure
that fixed-assets register is regularly updated and kept according to DF
guidelines;

·
Facilitate
year-end audit and ensure timely reports and circulation to all relevant
stakeholders.

B. Systems and Organizational
Development

·
Participate
in country strategy development, review administration; and implementation, especially
in the areas of finance and HR/

·
Ensure
revision of HR/personnel, administration and finance policies, procedures, and
systems for continuous improvement and changing circumstances and in conformity
to Malawian labour law;

·
Oversee
the consistent and standard implementation of policies, procedures and systems
throughout the DF;

·
Ensure
that organizational financial structures and systems are up to date and
accommodate changes and growth of the DF and that staff are aware of them at
all levels;

·
Play a
role in promoting organizational learning and sharing.

C. HR / Personnel Management

·
Ensure
that administration of salary scale and benefit packages are in line with the
policies and procedures of DF;

·
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 national staff are included in the local insurance and
medical scheme as per the DF policy;

·
Ensure
that all personnel records are properly filed and updated.

D. Administration

·
Manage
property insurance cover, renewal and claims;

·
Manage
procurement according to established policies and procedures in a transparent
manner; review when situations demand;

·
Liaise
with local authorities on matters of work permit/visa and clearing, etc. when
required;

·
Ensure
disposal of capital asset in accordance with the operational/ project/
donor/government/donors procedures/ requirements;

·
Oversee
the service activities including the recording, receipt, storage, dispatch of
supplies, etc;

·
Manage DF
vehicles, service and maintenance.

E. Communication and networking

·
Produce
communication guidelines; create and maintain active interaction and
communication with home office, donors, partners and relevant government bodies
(Ministry of Agriculture and Food Security etc.) and participate in networking
meeting as per DF’s strategy;

·
Be part
of relevant forums for better experience sharing, such as the INGO forum;

·
Perform
other related tasks as assigned by the RD from time to time.

F. Interface with partner organisations

·
Provide
capacity building to partners in financial systems and procedures;

·
Provide
capacity building of partners in the area of anti-corruption and fraud
prevention work;

·
Coordinate,
develop and conduct training and development programs to meet partners’
organizational needs as determined from time to time;

·
Ensure
that audit reports are submitted in a timely manner to DF Oslo;

·
Visit
partners on a regular basis according to agreement to identify capacity gaps;

·
Follow up
issues from Audit Management Letters.

Job Requirements – Academic
Qualifications, Desirable Skills and Work Experience

·
A minimum
of a Bachelor of Accountancy Degree and/or ACCA plus at least five years proven
relevant experience development-oriented NGO;

·
Conversant
with any accounting software and other computer software;

·
Strong
analytical skills;

·
Experience
in project financial management;

·
Excellent
time management skills and ability to meet deadlines;

·
Ability
to manage complex budgets;

·
Excellent
communication skills — fluency in written and spoken English;

·
Ability
to review and analyse financial systems and make recommendations for
improvements;

·
Negotiation
and conflict resolution skills;

·
Valid
driving licence.

Authority

·
Member of
the management team;

·
Acting in
the absence of both the PM and RD;

·
Co-signatory
to all DF’s bank accounts;

·
Authorizing
payment up to the limit indicated in the Finance Manual.

Interested and well qualified
candidates should submit their applications together with full Curriculum Vitae
(CV) with at least three traceable referees to the Programme Manager by email:

Email: victorkj@developmentfundmw.org

Only shortlisted candidates will be
contacted. Closing date for submission of applications is August 7th, 2017. DF
is an equal opportunity employer. Qualified women are encouraged to apply.