Background

Heart to Heart Foundation (HtHF) was registered with the Registrar General as an NGO in Malawi in 2015 Under registration certificate NGO/R/15/54. It is also registered with CONGOMA, NGORA, Zomba and Machinga CSO Networks

Mission: HtHF strives for a Living together Society. HtHF is a Christian faith-based organization that serves and empowers children and their families suffering from poverty, disabilities and diseases to achieve a Living to-gather Society for all. Our values are Accountability, Creativity, Collaboration and Sustainability. HtHF in collaboration with Zomba District Council is implanting a project called. The project is funded by Korea international Cooperation Agency (KOICA)

Heart to Heart Foundation is recruiting for the position of ‘Finance and Administration Officer (FAO) to be based at Heart to Heart Foundation Office in Zomba, Malawi.

The role

Reporting to the Country Manager with immediate supervision by the Project Action Officer (PAO), the role will be responsible for handling of financial and tasks, administration tasks supporting

In this role, the incumbent will also support HtHF to complete accounting and reporting on projects; and ensure all project accounting complies with regulations and specific grant/donor requirements.

Key Responsibilities

1.0 Finance & Accounting

Effective management and oversight of working capital:

• Process invoices, expenses, and reimbursements: Verify receipts, code transactions to correct projects/grants, and ensure timely payments to vendors or staff.
• Liaise with vendors/suppliers: Follow up on invoices, contracts, or payment delays.
• Collaborate with program teams: Provide financial guidance on activity budgets or procurement processes.
• Manage accounts payable and staff activity advances: Ensure strict adherence to HtHF’s staff activity advance policy.
• Support staff with financial queries: Help resolve issues related to reimbursements, per diems, or travel advances.
• Maintain petty cash: Handle small cash disbursements and reconcile balances regularly for support office.

Donor Reporting & Accounting

• Manage remittances and provide information to ensure accurate cash flow forecasting and monitor receipts in line with HtHF policies.
• Issues receipts for in-country donor disbursements and maintain proper records in compliance with donor financial guidelines, HtHF systems and procedures.
• Ensure that all project expenditures are reconciled, and financial transactions/expenditures are in line with HtHF’s financial policies and procedures, and best practices and follow donor compliance.
• Verify expense eligibility: Confirm costs and adhere to donor policies
• Maintain audit-ready records: Organize financial documents (receipts, contracts, approvals) for easy retrieval during audits.
• Prepare draft financial reports: Collate data for donor reports and internal updates in liaison with the Project Action Officer (PAO) and Country Manager (CM)., under HQ guidance.

Management of the financial reporting, internal and statutory Audits

• Reconcile bank statements: Match internal records with bank transactions monthly
• Prepare audit schedules: Compile documents (e.g., invoices, bank statements) for auditors.
• Flag overspending, or compliance gaps to management.
• Manage day-to-day financial operations, including bookkeeping, cash management, and bank reconciliations
• Prepare monthly, quarterly, and annual financial reports
• Develop and monitor budgets and expenditure controls
• Ensure proper maintenance of financial records in line with accounting standards

2.0 Tax & Statutory Compliance

• Ensure full compliance with Malawi Revenue Authority (MRA) tax requirements
• Prepare and submit PAYE, Withholding Tax, VAT, Corporate Tax, and other statutory returns on time
• Liaise with MRA and other statutory bodies on tax and levies
• Advise management on tax planning, compliance risks, and regulatory updates

3.0 Administration

• Oversee administrative systems, procurement processes, and asset management
• Support payroll processing and statutory deductions
• Maintain personnel records and support HR administrative functions
• Coordinate office logistics and service providers

Qualifications & Experience

• Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field
• Minimum of 2 years’ relevant experience in finance and administration
• Strong practical experience in Malawian tax systems, including PAYE, VAT, and Withholding Tax
• Professional accounting qualification (ACCA/ACA/CIMA/CCAB), CPA, or a master’s degree will be an added value.
• Excellent communication skills with the ability to present financial matters to non- financial managers.
• Experience in finance and accounting, preferably in humanitarian or development organizations.
• Experience in budget development, financial forecasting, and variance analysis.
• Familiarity with donor grant management and funding mechanisms
• Ability to think strategically.
• Good computer literacy skills.
• Ability to adapt to new situations and needs.
• Ability to develop and build capacities of staff in financial matters.
• Disposition of a team player.
• Knowledge of Malawi labor laws and statutory compliance is an added advantage

Required Skills & Competencies

• Strong knowledge of Malawian financial and tax regulations
• High level of integrity and attention to detail
• Proficiency in accounting software and Microsoft Excel
• Excellent organizational, analytical, and reporting skills
• Ability to work independently with minimal supervision and ability to meet strict deadlines

• Process invoices, expenses, and reimbursements: Verify receipts, code transactions to correct projects/grants, and ensure timely payments to vendors or staff.
• Liaise with vendors/suppliers: Follow up on invoices, contracts, or payment delays.
• Collaborate with program teams: Provide financial guidance on activity budgets or procurement processes.
• Manage accounts payable and staff activity advances: Ensure strict adherence to HtHF’s staff activity advance policy.
• Support staff with financial queries: Help resolve issues related to reimbursements, per diems, or travel advances.
• Maintain petty cash: Handle small cash disbursements and reconcile balances regularly for support office.
• Manage remittances and provide information to ensure accurate cash flow forecasting and monitor receipts in line with HtHF policies.
• Issues receipts for in-country donor disbursements and maintain proper records in compliance with donor financial guidelines, HtHF systems and procedures.
• Ensure that all project expenditures are reconciled, and financial transactions/expenditures are in line with HtHF’s financial policies and procedures, and best practices and follow donor compliance.
• Verify expense eligibility: Confirm costs and adhere to donor policies
• Maintain audit-ready records: Organize financial documents (receipts, contracts, approvals) for easy retrieval during audits.
• Prepare draft financial reports: Collate data for donor reports and internal updates in liaison with the Project Action Officer (PAO) and Country Manager (CM)., under HQ guidance.
• Reconcile bank statements: Match internal records with bank transactions monthly
• Prepare audit schedules: Compile documents (e.g., invoices, bank statements) for auditors.
• Flag overspending, or compliance gaps to management.
• Manage day-to-day financial operations, including bookkeeping, cash management, and bank reconciliations
• Prepare monthly, quarterly, and annual financial reports
• Develop and monitor budgets and expenditure controls
• Ensure proper maintenance of financial records in line with accounting standards
• Ensure full compliance with Malawi Revenue Authority (MRA) tax requirements
• Prepare and submit PAYE, Withholding Tax, VAT, Corporate Tax, and other statutory returns on time
• Liaise with MRA and other statutory bodies on tax and levies
• Advise management on tax planning, compliance risks, and regulatory updates
• Oversee administrative systems, procurement processes, and asset management
• Support payroll processing and statutory deductions
• Maintain personnel records and support HR administrative functions
• Coordinate office logistics and service providers

• Strong knowledge of Malawian financial and tax regulations
• High level of integrity and attention to detail
• Proficiency in accounting software and Microsoft Excel
• Excellent organizational, analytical, and reporting skills
• Ability to work independently with minimal supervision and ability to meet strict deadlines

• Bachelor’s Degree in Accounting, Finance, Business Administration, or a related field
• Minimum of 2 years’ relevant experience in finance and administration
• Strong practical experience in Malawian tax systems, including PAYE, VAT, and Withholding Tax
• Professional accounting qualification (ACCA/ACA/CIMA/CCAB), CPA, or a master’s degree will be an added value.
• Excellent communication skills with the ability to present financial matters to non- financial managers.
• Experience in finance and accounting, preferably in humanitarian or development organizations.
• Experience in budget development, financial forecasting, and variance analysis.
• Familiarity with donor grant management and funding mechanisms
• Ability to think strategically.
• Good computer literacy skills.
• Ability to adapt to new situations and needs.
• Ability to develop and build capacities of staff in financial matters.
• Disposition of a team player.
• Knowledge of Malawi labor laws and statutory compliance is an added advantage