About the Organization

Epilepsy Warriors Foundation (EWF) is an organization of persons with disabilities (OPD) and non-profit making organization based in Blantyre, Malawi, with the prime motto ‘’ bringing epilepsy out of the shadows. EWF works with local and international partners and is committed to promoting human rights, epilepsy Awareness and Inclusive Societies. The Finance and Administration officer will be recruited through a project titled’’ Leveraging Social Protection Schemes and Inclusive Budgeting as tools to address the stigma surrounding epilepsy with funding from Disability Rights Fund (DRF).

Position Summary

The Finance and Administration Officer will be responsible for overseeing financial management, compliance, and administrative operations of the organization. The position plays a critical role in ensuring that the organization maintains strong financial controls, complies with donor requirements, and operates in line with organizational policies and statutory obligations.

The position reports to the Executive Director and works closely with program staff and the Board of Directors.

Key Responsibilities

Financial Management and Accounting

• Maintain accurate and up-to-date financial records in line with recognized accounting standards.
• Prepare monthly, quarterly, and annual financial reports for management, donors, and the Board.
• Manage the organization’s budgeting process and monitor expenditure against approved budgets.
• Process payments, maintain petty cash, and ensure proper authorization procedures are followed.
• Prepare bank reconciliations on a monthly basis.
• Ensure that all financial transactions are supported by proper documentation.

Donor Compliance and Grant Management

• Ensure that donor funds are used in accordance with approved budgets and donor agreements.
• Prepare financial reports required by donors and funding partners.
• Maintain proper grant documentation and financial records for all projects.
• Support program teams in developing project budgets during proposal development.
• Monitor grant spending and advise management on budget adjustments when necessary.
• Ensure compliance with donor procurement and financial management guidelines.

Internal Controls and Risk Management

• Implement and maintain strong financial internal control systems.
• Ensure separation of duties in financial processes to prevent fraud and mismanagement.
• Identify financial risks and advise management on mitigation measures.
• Ensure compliance with the organization’s financial policies and procedures.

Audit and Regulatory Compliance

• Prepare financial documentation required for internal and external audits.
• Act as the focal point for auditors during financial audits.
• Ensure compliance with national tax laws, statutory deductions, and regulatory requirements.
• Maintain records required for regulatory authorities and organizational governance.

Procurement and Asset Management

• Ensure procurement processes follow organizational procurement policies and donor requirements.
• Maintain an updated asset register for the organization.
• Ensure proper documentation and tracking of all organizational assets and equipment.

Administrative and Office Management

• Oversee general office administration and ensure efficient operations.
• Maintain organized filing systems for financial and administrative records.
• Support logistics for meetings, trainings, workshops, and field activities.
• Ensure proper management of office supplies and service providers.

Governance and Board Support

• Prepare financial reports and documentation for Board meetings.
• Support the Executive Director in presenting financial updates to e Board.
• Ensure that financial reporting meets governance standards expected by the Board and donors.

Qualifications and Experience

• Diploma in Accounting, Finance, or a related field.
• Professional certification (ACCA, ICAM or equivalent) is an added advantage.
• At least 3 years of experience in financial management, preferably within NGOs or donor-funded programs.
• Strong knowledge of donor compliance requirements and grant financial management.
• Experience with QuickBooks accounting software and Microsoft Office applications.
• High level of integrity, professionalism, and confidentiality.

Key Competencies

• Strong financial analysis and reporting skills.
• Excellent organizational and record-keeping abilities.
• Attention to detail and ability to meet deadlines.
• Ability to work independently and collaboratively within a team.
• Commitment to transparency and accountability.

• Maintain accurate and up-to-date financial records in line with recognized accounting standards.
• Prepare monthly, quarterly, and annual financial reports for management, donors, and the Board.
• Manage the organization’s budgeting process and monitor expenditure against approved budgets.
• Process payments, maintain petty cash, and ensure proper authorization procedures are followed.
• Prepare bank reconciliations on a monthly basis.
• Ensure that all financial transactions are supported by proper documentation.
• Ensure that donor funds are used in accordance with approved budgets and donor agreements.
• Prepare financial reports required by donors and funding partners.
• Maintain proper grant documentation and financial records for all projects.
• Support program teams in developing project budgets during proposal development.
• Monitor grant spending and advise management on budget adjustments when necessary.
• Ensure compliance with donor procurement and financial management guidelines.
• Implement and maintain strong financial internal control systems.
• Ensure separation of duties in financial processes to prevent fraud and mismanagement.
• Identify financial risks and advise management on mitigation measures.
• Ensure compliance with the organization’s financial policies and procedures.
• Prepare financial documentation required for internal and external audits.
• Act as the focal point for auditors during financial audits.
• Ensure compliance with national tax laws, statutory deductions, and regulatory requirements.
• Maintain records required for regulatory authorities and organizational governance.
• Ensure procurement processes follow organizational procurement policies and donor requirements.
• Maintain an updated asset register for the organization.
• Ensure proper documentation and tracking of all organizational assets and equipment.
• Oversee general office administration and ensure efficient operations.
• Maintain organized filing systems for financial and administrative records.
• Support logistics for meetings, trainings, workshops, and field activities.
• Ensure proper management of office supplies and service providers.
• Prepare financial reports and documentation for Board meetings.
• Support the Executive Director in presenting financial updates to e Board.
• Ensure that financial reporting meets governance standards expected by the Board and donors.

• Strong financial analysis and reporting skills.
• Excellent organizational and record-keeping abilities.
• Attention to detail and ability to meet deadlines.
• Ability to work independently and collaboratively within a team.
• Commitment to transparency and accountability.
• Experience with QuickBooks accounting software and Microsoft Office applications.

• Diploma in Accounting, Finance, or a related field.
• Professional certification (ACCA, ICAM or equivalent) is an added advantage.
• High level of integrity, professionalism, and confidentiality.