Background

Bhubesi Pride Foundation (BPF) is a local NGO registered with NGORA, which exists to empower young people in Malawi through inclusive sports, education, health and mindset change programs for sustainable communities. The organization has built a sports and education community centre in Pheleni Village – Mzumanzi which is a hub for all its programs. As BPF continues the implementation of its 2025 – 2030 Strategic Plan, the organization is seeking a dynamic, values-driven, and highly competent professional to strengthen and advance its finance, administrative, human resources and operational systems in support of our growing impact.Malawi career insights

ROLE PROFILE

Position: Finance and Administrative Manager

Location: Bhubesi Pride Foundation Mtema Sports and Education Community Center in Pheleni Village – Mzumanzi, Lilongwe.

Reporting to: Executive Director

Job Profile

The Finance and Administrative Manager reports directly to the Executive Director and is responsible for overseeing the day-to-day financial operations, human resources and administrative functions of the organization. This role involves line management and supervision of the Finance and Administrative Assistant and 5 maintenance staff members, conducting performance appraisals, and managing recruitment processes as needed.

This is a management role suited to a professional who thrives in a mission-driven environment and is passionate about building and implementing strong systems that enable programs to flourish.

Main Roles and Responsibilities

Financial Management

• Ensure all financial transactions related to administration and program activities comply with established standards and procedures.
• Maintain and update financial procedures, ensuring adherence across all programs and developing systems to meet program needs.
• Prepare monthly financial reports, managing cash flow to ensure sufficient funds are available.
• Produce monthly and quarterly financial forecasts.
• Collaborate with the Executive Director to lead the annual budgeting and planning process; administer and review all financial plans and budgets; monitor progress and inform the Executive Director of the financial status regularly.
• Prepare monthly profit and loss statements, balance sheets, and cash flow reports.
• Establish and maintain an organized finance filing system.
• Conduct internal quarterly audits in accordance with established procedures.
• Ensure all financial transactions and liquidations meet minimum financial standards.
• Coordinate and supervise all external audit processes as per organizational policies.

Administration and Facility Management

• Oversee administrative functions and management of the BPF Mtema Sports and Education Community Center to ensure efficient and consistent organizational operations.
• Supervise and guide maintenance staff in their daily duties.
• Ensure timely payment of annual subscriptions and operating licenses (e.g., CONGOMA, NGORA).
• Facilitate timely payments to suppliers and service providers to ensure smooth operations.
• Oversee facilities management to maintain organizational assets, including vehicles and buildings, ensuring they are secure, well-maintained, and operational.
• Manage sports kit inventory, ensuring items are kept in good condition and establish an effective kit management system.

Logistics and Procurement

• Manage procurement of third-party goods and services efficiently, including obtaining quotes, managing stock (e.g., stationery), and negotiating contracts.
• Oversee building maintenance and insurance matters.
• Ensure strict adherence to procurement policies.
• Manage banking relationships, vendor accounts, and financial transactions.
• Oversee logistical operations, including fuel liquidation, travel arrangements, and program event logistics.
• Supervise the organization’s vehicle fleet management.
• Maintain an up-to-date asset register for all organizational assets.

Human Resource Management

• Oversee compensation, recruitment, performance appraisals, and staff training and development activities.
• Develop and implement the organization’s conditions of service in compliance with Malawi employment laws.
• Manage performance of finance and maintenance staff according to job descriptions, performance agreements, and organizational policies; evaluate performance against agreed objectives.
• Ensure compliance with all relevant Malawi laws, including labor and tax regulations.
• Maintain valid staff contracts and up-to-date job descriptions for all employees.
• Conduct annual performance appraisals and set objectives with staff.
• Create and maintain a filing system for all HR records, including contracts, leave, and appraisals.
• Develop and improve recruitment processes, systems, and procedures.

Qualifications, Skills, Knowledge, and Experience

• Minimum of a Bachelor’s Degree in Finance or a related field from a NCHEaccredited institution. Candidates with a Masters Degree will have an added advantage.
• Minimum of 5 years’ experience in a similar finance and administrative management role within an NGO.
• Practical knowledge of financial management in non-profit organizations.
• Practical knowledge of human resource processes and systems.
• Experience using Quickbooks Accounting Package.
• Experience working with children and young people is an advantage.
• Possession of a valid Malawi driving license.
• High levels of integrity, organization, leadership, and attention to detail.

• Ensure all financial transactions related to administration and program activities comply with established standards and procedures.
• Maintain and update financial procedures, ensuring adherence across all programs and developing systems to meet program needs.
• Prepare monthly financial reports, managing cash flow to ensure sufficient funds are available.
• Produce monthly and quarterly financial forecasts.
• Collaborate with the Executive Director to lead the annual budgeting and planning process; administer and review all financial plans and budgets; monitor progress and inform the Executive Director of the financial status regularly.
• Prepare monthly profit and loss statements, balance sheets, and cash flow reports.
• Establish and maintain an organized finance filing system.
• Conduct internal quarterly audits in accordance with established procedures.
• Ensure all financial transactions and liquidations meet minimum financial standards.
• Coordinate and supervise all external audit processes as per organizational policies.
• Oversee administrative functions and management of the BPF Mtema Sports and Education Community Center to ensure efficient and consistent organizational operations.
• Supervise and guide maintenance staff in their daily duties.
• Ensure timely payment of annual subscriptions and operating licenses (e.g., CONGOMA, NGORA).
• Facilitate timely payments to suppliers and service providers to ensure smooth operations.
• Oversee facilities management to maintain organizational assets, including vehicles and buildings, ensuring they are secure, well-maintained, and operational.
• Manage sports kit inventory, ensuring items are kept in good condition and establish an effective kit management system.
• Manage procurement of third-party goods and services efficiently, including obtaining quotes, managing stock (e.g., stationery), and negotiating contracts.
• Oversee building maintenance and insurance matters.
• Ensure strict adherence to procurement policies.
• Manage banking relationships, vendor accounts, and financial transactions.
• Oversee logistical operations, including fuel liquidation, travel arrangements, and program event logistics.
• Supervise the organization’s vehicle fleet management.
• Maintain an up-to-date asset register for all organizational assets.
• Oversee compensation, recruitment, performance appraisals, and staff training and development activities.
• Develop and implement the organization’s conditions of service in compliance with Malawi employment laws.
• Manage performance of finance and maintenance staff according to job descriptions, performance agreements, and organizational policies; evaluate performance against agreed objectives.
• Ensure compliance with all relevant Malawi laws, including labor and tax regulations.
• Maintain valid staff contracts and up-to-date job descriptions for all employees.
• Conduct annual performance appraisals and set objectives with staff.
• Create and maintain a filing system for all HR records, including contracts, leave, and appraisals.
• Develop and improve recruitment processes, systems, and procedures.

• High levels of integrity
• Organization
• Leadership
• Attention to detail
• Practical knowledge of financial management in non-profit organizations
• Practical knowledge of human resource processes and systems
• Experience using Quickbooks Accounting Package

• Minimum of a Bachelor’s Degree in Finance or a related field from a NCHEaccredited institution.
• Minimum of 5 years’ experience in a similar finance and administrative management role within an NGO.
• Experience working with children and young people is an advantage.
• Possession of a valid Malawi driving license.