The Beautify Malawi Trust (BEAM) is a registered organization in Malawi under the Trustee’s incorporation Act. In its quest to implement the new Strategy (2026 to 2030), BEAM is looking for well qualified Malawians to fill up the existing positions at its Secretariat in Lilongwe. The interested persons should be ready to start work immediately.

The Finance & Administration Officer will be responsible for ensuring the sound financial management and efficient administrative operations of the BEAM Secretariat. This role is critical to the strategy’s success by ensuring “stewardship in financial resources management” and strengthening internal organisational capacity.” The officer will manage all financial transactions, ensure compliance with donor and statutory requirements, and oversee the day-to-day administrative functions to enable the programme team to deliver its objectives effectively.

Responsibilities or duties

Financial Management & Control

• Manage all aspects of the organization’s financial operations, including accounts payable/receivable, payroll, and bank reconciliations.
• Prepare and monitor project and organizational budgets in collaboration with the Programme Manager, ensuring expenditures are in line with approved plans.
• Process all payments, ensuring they are compliant with BEAM’s Financial Manual and donor conditions, with proper supporting documentation.
• Prepare accurate and timely financial reports for management, the Board of Trustees, and donors.
• Assist in the preparation for annual audits and liaise with external auditors.
• Ensure compliance with all statutory obligations (taxes, pensions, etc.).

Budgeting & Grant Management

• Support the Programme Manager and Secretariat in developing budgets for funding proposals.
• Track grant expenditure against awarded contracts, ensuring funds are utilized as per the donor agreement and alerting management to any under/over-spends.
• Maintain a clear and auditable trail for all project-related transactions.

Administration & Operations

• Oversee the day-to-day administrative functions of the office, including procurement of goods and services, asset management, and office maintenance.
• Implement and maintain administrative systems, including a proper filing system (digital and physical) for all financial and operational documents.
• Support the development and operationalization of key internal manuals (Finance, HR, Procurement, Accountability Framework).
• Coordinate logistics for meetings, workshops, and field travel for the programme team, ensuring cost-effectiveness.

Compliance & Internal Controls

• Ensure all financial and administrative procedures adhere to BEAM’s core values of Accountability and Transparency.
• Maintain a robust internal control environment to safeguard the organization’s assets.
• Support the establishment of the “Complaints Handling Procedures” as part of the Accountability Framework.

Qualifications or requirements (e.g., education, skills)

Education

• Bachelor’s Degree in Accounting. Finance, or Business Administration. Must hold a professional accounting qualification (e.g., ACCA, CIMA, CPA) or be at an advanced stage.

Experience needed

• Minimum of 5 years of experience in a similar finance and admin role within the NGO sector.
• Proven experience in preparing financial reports for international donors.
• Experience in managing payroll and statutory remittances.
• Experience with computerized accounting software (e.g, QuickBooks, Sage. Pastel).
• Experience in setting up financial systems and manuals.

Skills & Knowledge

• Strong knowledge of Malawian tax laws and NGO financial regulations.
• Excellent analytical and numerical skills
• High proficiency in MS Excel and accounting packages.
• Strong organizational and time management skills.
• Knowledge of procurement procedures and asset management.
• Understanding of donor compliance rules (e.g., for UN agencies, FCDO, USAID.

Competencies

• Unquestionable integrity and honesty.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality.
• Strong problem-solving skills and ability to work under pressure.
• Proactive and able to work with minimal supervision.
• Commitment to BEAM’s mission and values.

• Manage all aspects of the organization’s financial operations, including accounts payable/receivable, payroll, and bank reconciliations.
• Prepare and monitor project and organizational budgets in collaboration with the Programme Manager, ensuring expenditures are in line with approved plans.
• Process all payments, ensuring they are compliant with BEAM’s Financial Manual and donor conditions, with proper supporting documentation.
• Prepare accurate and timely financial reports for management, the Board of Trustees, and donors.
• Assist in the preparation for annual audits and liaise with external auditors.
• Ensure compliance with all statutory obligations (taxes, pensions, etc.).
• Support the Programme Manager and Secretariat in developing budgets for funding proposals.
• Track grant expenditure against awarded contracts, ensuring funds are utilized as per the donor agreement and alerting management to any under/over-spends.
• Maintain a clear and auditable trail for all project-related transactions.
• Oversee the day-to-day administrative functions of the office, including procurement of goods and services, asset management, and office maintenance.
• Implement and maintain administrative systems, including a proper filing system (digital and physical) for all financial and operational documents.
• Support the development and operationalization of key internal manuals (Finance, HR, Procurement, Accountability Framework).
• Coordinate logistics for meetings, workshops, and field travel for the programme team, ensuring cost-effectiveness.
• Ensure all financial and administrative procedures adhere to BEAM’s core values of Accountability and Transparency.
• Maintain a robust internal control environment to safeguard the organization’s assets.
• Support the establishment of the “Complaints Handling Procedures” as part of the Accountability Framework.

• Strong knowledge of Malawian tax laws and NGO financial regulations.
• Excellent analytical and numerical skills
• High proficiency in MS Excel and accounting packages.
• Strong organizational and time management skills.
• Knowledge of procurement procedures and asset management.
• Understanding of donor compliance rules (e.g., for UN agencies, FCDO, USAID.

• Bachelor’s Degree in Accounting. Finance, or Business Administration. Must hold a professional accounting qualification (e.g., ACCA, CIMA, CPA) or be at an advanced stage.