Finance and Administration Officer

Posted: 27 May 2019
Category: General
Posted by: Admin


The Finance and Administration Officer (FAO) is responsible for the accuracy and transparency of financial information and the timeliness of financial reporting. They will be accountable for all financial activity including budgeting, day to day financial operations, and the production of internal and external financial reports, ensuring regulatory and statutory compliance. The FAO will demonstrate strong collaborative skills by coordinating closely with colleagues to help them exceed.


RESPONSIBLE TO: National Coordinator (NC)  


Financial Management

  • Ensure the integrity of financial records and accounting system, and that all transactions are up to date and recorded accurately;
  • Monitor project spending against agreed budgets to identify potential project under or over-spends and liaise with Senior Leadership Team (SLT) to ensure appropriate action;
  • Maintain banking relations and plan, monitor and control cash flow requirements;
  • Ensure adherence to SJM’s Finance Manual and the effective, transparent use of financial resources in compliance with SJM’s policies and procedures;
  • Ensure compliance with all local tax legislation, including employee tax deduction and statutory reporting to the Malawi Revenue Authority;
  • Maintain all balance sheet reconciliation’s ensuring support documentation is accessible;
  • Support, guide and advise the SLT on all finance, risk management, and internal control matters to ensure compliance with appropriate standards and procedures.


  • Assist the NC with the preparation of accurate annual country budgets and quarterly forecasts;
  • Circulate Budget/forecast v Actual reports to SLT and advise on key expenditure issues, ensuring that variances are kept within internal and external regulations;
  • Collaborate with the Head of Programmes (HoP) in the preparation of project budgets for submission to donors.


  • Review all financial information before submission to the NC and subsequent onward submission to external donors. This includes detailed review in accordance with month and year-end procedures;
  • Prepare timely monthly management reports and funds requests;
  • Work directly with the Procurement Team on procurement matters;
  • Prepare donor reports in a timely manner, and ensure they are consistent with underlying budget assumptions;
  • Prepare year-end financial statements and accompanying statutory accounts and notes required for audit.

Staff Management

  • Develop a well performing and accountable team through technical support, coaching, mentorship and performance management;


  • To liaise with the NC and Board to arrange and ensure timely completion of the year-end external audit;
  • Work with internal auditors, providing feedback to audit reports, and acting on recommendations made
    • A minimum of ICAM/ACCA Diploma, with 5 years’ work experience;
    • Experience with accounting software (Sage Line 50) and Microsoft applications;
    • Good verbal communication, report writing and presentation skills in English;
    • Self-motivated and the ability to work with minimum supervision;
    • Ability to work with others and to maintain compatibility among staff and partners;
    • Working understanding of NGO operations and project cycle;
    • Ability to identify needs and pro-actively make improvements.

     Application deadline: 12:00 noon on Friday 31st May 2019.

    The application should be sent as follows:

    • E-mail subject line: Finance & Administration Officer Recruitment
    • Attach the following:

    o  a covering letter up to one page long, outlining your relevant experience and your most recent salary and benefits package, and;

    o  a brief CV

    Send to:

St John Malawi is committed to equal opportunity and will not discriminate in its employment practices due to an applicant’s religion, gender, age, race, colour, national origin or disability.