A. INTRODUCTION

Our Client, Sense Malawi, is a key partner in the transformative Ireland-Malawi Agri-Food Systems Strategy (IMAGRI) Programme. They are dedicated to strengthening Malawi’s food systems by empowering enterprises, farmers, and communities to achieve inclusive growth and sustainable development. To efficiently and strategically lead this critical work, we are seeking three highly motivated and experienced professionals to join our leadership and technical teams at the Malawi Country Office. Therefore, Sense (IMAGRI) invites applications for the following positions: (i) Country Lead, (ii) Food Safety Lead, and (iii) Finance and Administration Officer. These roles are essential for providing the strategic direction and technical expertise needed to drive lasting socio-economic change in the Agri-Food sector. The detailed descriptions for these vacancies are provided below:

Advertisement 3: Finance and Administration Officer

Employment Type: Fixed-term, full-time

Contract Duration: Aligned to programme duration, subject to annual performance review and annual renewal of IMAGRI by the Embassy of Ireland.

Reporting to: Country Lead

Functional liaison with: Sense and SFSI finance and operations teams; auditors and service providers (as required)

1. Role Purpose

The Finance and Administration Officer (FAO) is responsible for ensuring the financial integrity, operational effectiveness, human resource management, and smooth day-to-day functioning of the IMAGRI programme. The role goes beyond compliance to actively enable delivery, ensuring that systems, processes, and resources support timely, transparent, and accountable implementation. The post holder is expected to combine strong execution discipline with a solutions-oriented mindset, supporting programme teams to act decisively while meeting donor, organisational, and legal requirements.

2. Key Outcomes and Performance Expectations

The FAO will be assessed on the quality of financial management, operational efficiency, and contribution to programme delivery. Over the first 12–24 months, success in this role will include:

• a. Accurate, timely, and compliant financial reporting in line with donor and organisational requirements;
• b. Smooth procurement, contracting, and administrative processes that support timely implementation;
• c. Positive internal and external audit outcomes, with issues identified early and addressed proactively;
• d. Well-functioning financial and administrative systems that are understood and trusted by programme staff;
• e. Responsive, solution-oriented support to programme teams, enabling effective use of resources;
• f. Effective management and development of staff. Performance will be reviewed annually against agreed financial, administrative, and compliance Key Performance Indicators (KPIs).

3. Key Duties and Responsibilities

a) Financial Management and Execution

• i. Manage day-to-day financial operations, including budgeting, expenditure tracking, and reconciliations;
• ii. Prepare accurate financial reports and supporting documentation for internal management and donors;
• iii. Monitor burn rates and flag risks or variances early, proposing corrective actions as needed;
• iv. Payments and Cashbook processing.

b) Operational and Administrative Enablement

• i. Manage procurement processes, contracts, and service agreements in line with policies and donor rules;
• ii. Oversee office administration, logistics, asset management, and records management;
• iii. Ensure administrative systems are practical, efficient, and proportionate to programme needs;
• iv. Process payment authorisation requests via ApprovalMax.

c) Compliance, Audit, and Risk Management

• i. Ensure adherence to financial controls, procurement rules, and organisational policies;
• ii. Support internal and external audits and follow up on audit findings;
• iii. Maintain complete, well-organised documentation to support transparency and accountability.

d) Advisory and Team Support

• i. Provide clear guidance to programme staff on financial and administrative procedures;
• ii. Act as a trusted point of contact for finance- and operations-related queries;
• iii. Contribute to a culture of accountability, professionalism, and continuous improvement;
• iv. Effective management and development of staff.

4. Core Competencies

The Finance and Administration Officer must demonstrate:

• a. High personal integrity and accountability, with strong respect for confidentiality and ethical conduct;
• b. A clear execution mindset, enabling delivery rather than creating unnecessary bottlenecks;
• c. Strong systems thinking, understanding how finance, procurement, and administration affect programme performance;
• d. Proactive, solution-oriented problem-solving skills;
• e. Clear, respectful communication and the ability to work constructively with diverse teams;
• f. Commitment to safeguarding, PSEAH principles, and inclusive, respectful workplaces.

5. Required Qualifications and Experience

• a. Minimum of a Bachelor’s Degree or professional qualification in finance, accounting, business administration, or a related field;
• b. At least five (5) years’ work experience in finance, administration, and HR roles within donor-funded programmes;
• c. Demonstrated experience with budgeting, financial reporting, and audit processes;
• d. Familiarity with procurement and contract management in development or NGO contexts.

B. APPOINTMENTS AND REMUNERATION

The successful candidates are assured of leading a start-up opportunity with the backing of an established pan-African organisation and international partners; drive meaningful change in one of Africa’s most critical Agri-Food systems; and work with a range of stakeholders to shape Malawi’s food future. The successful candidates shall also be offered negotiable performance-related contracts with attractive salaries, employee benefits, and packages commensurate with the seniority of the position, qualifications, and work experience.

• Manage day-to-day financial operations, including budgeting, expenditure tracking, and reconciliations;
• Prepare accurate financial reports and supporting documentation for internal management and donors;
• Monitor burn rates and flag risks or variances early, proposing corrective actions as needed;
• Payments and Cashbook processing.
• Manage procurement processes, contracts, and service agreements in line with policies and donor rules;
• Oversee office administration, logistics, asset management, and records management;
• Ensure administrative systems are practical, efficient, and proportionate to programme needs;
• Process payment authorisation requests via ApprovalMax.
• Ensure adherence to financial controls, procurement rules, and organisational policies;
• Support internal and external audits and follow up on audit findings;
• Maintain complete, well-organised documentation to support transparency and accountability.
• Provide clear guidance to programme staff on financial and administrative procedures;
• Act as a trusted point of contact for finance- and operations-related queries;
• Contribute to a culture of accountability, professionalism, and continuous improvement;
• Effective management and development of staff.

• High personal integrity and accountability, with strong respect for confidentiality and ethical conduct;
• A clear execution mindset, enabling delivery rather than creating unnecessary bottlenecks;
• Strong systems thinking, understanding how finance, procurement, and administration affect programme performance;
• Proactive, solution-oriented problem-solving skills;
• Clear, respectful communication and the ability to work constructively with diverse teams;
• Commitment to safeguarding, PSEAH principles, and inclusive, respectful workplaces.

• Minimum of a Bachelor’s Degree or professional qualification in finance, accounting, business administration, or a related field;
• At least five (5) years’ work experience in finance, administration, and HR roles within donor-funded programmes;
• Demonstrated experience with budgeting, financial reporting, and audit processes;
• Familiarity with procurement and contract management in development or NGO contexts.