Hivos

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life sustaining societies where people have equal access to opportunities, rights and resources. We work in partnership with others in the Middle East, Africa, Asia and Latin America on three impact areas: civic rights; gender equality, diversity and inclusion, and climate justice. Our approach is solution driven, and we build wider movements for change by amplifying and connecting voices.

Role Purpose

The Finance and Administration Assistant will provide day-to-day financial, accounting, and administrative support to ensure accurate and timely processing of transactions in compliance with the organization’s financial policies, donor requirements, and local statutory regulations. The position ensures proper financial documentation, assists with budget monitoring, and supports audits and reporting processes.

Key Responsibilities

1. Financial Processing and Record-Keeping

• Prepare payment requests, journal entries, and receipts ensuring complete supporting documentation.
• Maintain cashbooks and reconcile bank and petty cash accounts on a regular basis.
• Ensure timely payment processing of suppliers, consultants, and staff advances.
• Support in maintaining proper filing of all financial documents, ensuring confidentiality and easy retrieval.

2. Budgeting and Reporting

• Assist in preparation of monthly, quarterly, and annual financial reports.
• Support in budget monitoring and variance analysis for program activities.
• Prepare cost summaries for activities and ensure adherence to approved budgets.
• Assist in preparation of donor financial reports in line with donor formats and timelines.

3. Cash and Treasury Management

• Handle petty cash disbursements and reconciliations.
• Prepare payment requests and ensure authorization in accordance with the organization’s approval matrix.
• Support in monitoring cash flow and timely replenishment of project accounts for Hivos Malawi office.

4. Compliance and Audit Support

• Ensure that all transactions comply with internal controls, donor regulations, and statutory requirements (e.g., MRA, pension, PAYE).
• Support both internal and external audit processes by providing required documentation and explanations.
• Assist in implementation of audit recommendations.
• Assist with Financial capacity assessments for partner organization
• Assist in Financial inspections for partner organizations

Knowledge, Skills and Experience

• Minimum of a Bachelor of Accountancy or Bachelor of Commerce or its recognized equivalent.
• At least 2–3 years of practical experience in finance or accounting, preferably within an NGO or donor-funded project environment.
• Advanced proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint.
• Proficiency in accounting software (e.g., QuickBooks, Sage, or Pastel)
• Good understanding of donor compliance (e.g., USAID, EU, Norad, Irish Aid, etc.) is an added advantage.
• Good analytical, numerical and mature problem-solving skills.
• Ability to adapt easily to changing needs and patterns of work.
• Ability to manage and work under pressure with minimal supervision.
• Good team player, positive attitude, flexible mind, comfortable in working in a multi-cultural setting.
• Strong sense of ethics, integrity, credibility, and respect for diversity.
• Ability to communicate effectively with staff and management with diplomacy and firmness.

What we offer

Hivos offers a challenging position in an international environment. The Regional office is based in Harare, Zimbabwe. This position will be based in Lilongwe Malawi.

About Hivos

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life sustaining societies where people have equal access to opportunities, rights and resources. We work in partnership with others in the Middle East, Africa, Asia and Latin America on three impact areas: civic rights; gender equality, diversity and inclusion, and climate justice. Our approach is solution driven, and we build wider movements for change by amplifying and connecting voices.

More about Hivos at: www.hivos.org

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal record checks, we may request information from relevant job applicants’ previous employers about any findings of sexual misconduct, including harassment, during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her/their understanding of these recruitment procedures.

The organization is an equal opportunity employer committed to promoting a work environment where diversity and inclusion is valued, and people are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status, or any other form of personal identity. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

All applications received will be assessed strictly on their individual merits. Due to the anticipated volume of applications, we regret that we can only respond to shortlisted candidates.

• Prepare payment requests, journal entries, and receipts ensuring complete supporting documentation.
• Maintain cashbooks and reconcile bank and petty cash accounts on a regular basis.
• Ensure timely payment processing of suppliers, consultants, and staff advances.
• Support in maintaining proper filing of all financial documents, ensuring confidentiality and easy retrieval.
• Assist in preparation of monthly, quarterly, and annual financial reports.
• Support in budget monitoring and variance analysis for program activities.
• Prepare cost summaries for activities and ensure adherence to approved budgets.
• Assist in preparation of donor financial reports in line with donor formats and timelines.
• Handle petty cash disbursements and reconciliations.
• Prepare payment requests and ensure authorization in accordance with the organization’s approval matrix.
• Support in monitoring cash flow and timely replenishment of project accounts for Hivos Malawi office.
• Ensure that all transactions comply with internal controls, donor regulations, and statutory requirements (e.g., MRA, pension, PAYE).
• Support both internal and external audit processes by providing required documentation and explanations.
• Assist in implementation of audit recommendations.
• Assist with Financial capacity assessments for partner organization
• Assist in Financial inspections for partner organizations

• Advanced proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint.
• Proficiency in accounting software (e.g., QuickBooks, Sage, or Pastel)
• Good understanding of donor compliance (e.g., USAID, EU, Norad, Irish Aid, etc.) is an added advantage.
• Good analytical, numerical and mature problem-solving skills.
• Ability to adapt easily to changing needs and patterns of work.
• Ability to manage and work under pressure with minimal supervision.
• Good team player, positive attitude, flexible mind, comfortable in working in a multi-cultural setting.
• Strong sense of ethics, integrity, credibility, and respect for diversity.
• Ability to communicate effectively with staff and management with diplomacy and firmness.

• Minimum of a Bachelor of Accountancy or Bachelor of Commerce or its recognized equivalent.
• At least 2–3 years of practical experience in finance or accounting, preferably within an NGO or donor-funded project environment.