Malawi: Finance and Administrative Assistant

Ke**y responsibilities:**

Finance

• Revise, verify and prepare the confirmation of bank movements and balances;
• Organize and verify banking transactions to ensure they are being properly processed;
• Help maintain documentation updated in relation to CIP's base information in public and private entities to contribute to the monitoring of assignments;
• Keep updated file system and thus ensure the proper monitoring of information;
• Support in generating requisitions and purchase orders corresponding to the department;
• Assist in month end/quarterly/year end close process and reporting;
• The assist the country office in the monitoring of office budget and projects budgets and review of partners reports.

Administration

• Organize and maintain updated DCE/Department’s official correspondence, memos and electronic communications to follow up on pending matters with limited direction;
• Provide logistical and technical support to projects in administrative issues;
• Assemble and draft documents, such as contracts or reports, requiring the integration of information from multiple sources and application of office technology and software, often of a highly technical and/or confidential nature, to ensure availability and accuracy of draft documents;
• Coordinate and update the events calendar of DCE/Department’s members to maintain informed about staff activities;
• Receive and screen telephone calls, letters, emails and/or visitors for the program/department to prioritize members attention and provide a professional impression;
• Coordinate and manage supply chain and resource requirements to maintain an adequate level of office supplies and good functioning of equipment;
• Provide administrative support in the formulation of the department’s budget, operational plans and related policies and procedures to facilitate Program/Department’s planning function;
• Oversee and keep track of DCE/Department’s budget and overall expenses to guarantee that all charges matched and coordinate with finance when needed;
• Coordinate national and international trips and provide assistance to the programs members to ensure all arrangements (travel and lodging) and travel matters are being followed correctly;
• Keep updated and organized administrative papers, such as program’s publications and trips report to maintain the DCE’s database accurate;
• Support the recruitment processes and coordinate the orientation programs of new staff;
• Support in the preparation of national staff contracts and consultancy contracts following labor regulations and internal guidelines: request appropriate clearances and final Regional Leader approval;
• Organize and maintain updated the Regional Office correspondence, communicate and handle incoming and outgoing electronic communications on behalf of the Country Manager to follow up on pending matters with limited direction;
• Comply with national and international health and safety laws, regulations and standards.

Selection Criteria

• Bachelor's degree in finance, accounting or administration;
• Excellent skills in handling office technology and software applications;
• Outstanding writing and reporting skills;
• Fluent in official language according to country location;
• Intermediate level in English and Chichewa;
• Ability to organize department activities and processes;
• 1 year of experience required at least at internship level;
• Ability to organize department activities and processes;
• Experience in procurement and logistics will be an added advantage.

What are the conditions?

This a Nationally Recruited Staff (NRS) position, limited to Malawi nationals and permanent residents only. The employment contracts will be for a one-year term (with a 3-month probation period) and the possibility of renewal subject to satisfactory performance and availability of funds.

Visit the following link: http://cipotato.org/open-vacancies/ and submit your cover letter and a full C.V. with your references. Screening of applications will begin on December 25, 2019 and will continue until the positions are filled. Only short-listed candidates will be contacted.

Learn more about CIP by accessing our web site athttp://www.cipotato.org

*CI**P is an equal opportunity employer. Qualified women are particularly encouraged to apply***

CIP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing or training). CIP also does not concern itself with information on applicants’ bank accounts.