Finance and Administration Officer Intern (to be based in Lilongwe, FAWEMA Secretariat – 1 Position)

Responsibilities or duties

Finance Duties:

• Entering financial transactions into the internal database (Accounting system)
• Managing accounts payable (bill payments, petty cash etc.) and receivable through cash / cheque in a timely manner.
• Supporting budgeting processes.
• Assist in compiling financial reports.
• Filing all accounting transaction records
• Maintaining and reconciling liquidations in a timely manner.
• Ensuring all transactions have been accounted for accurately and on time.
• Assisting in scanning accounting documents to support the financial reports which are sent the donors on a monthly basis.
• Preparation of payment vouchers.
• Following up of receipts with suppliers and service providers

Administration Duties

• Assist Administration Officer in managing office utilities, tenancy agreements, rentals, maintenance, repairs, and ensuring a steady inventory of office stationery and consumables.
• Assist in supervising reception, managing incoming/outgoing correspondence, and directing visitors, stakeholders or inquiries to the appropriate departments.
• In liaison with Procurement Officer assist in procuring office equipment, furniture, and services in a cost-effective manner while adhering to donor and organizational procurement policies.
• In conjunction with Administrative Officer, ensure that assets which are not in use are properly listed and recommended for disposal.
• Assist Administration Officer in performance management measures for and supervision of drivers.
• With guidance from Administration Officer, assist in external communication with suppliers, hotels, and service providers to establish cordial and reliable partnerships.
• Assist Administration Officer in maintaining and updating a centralized register for all organizational assets (including vehicles, laptops, and furniture), ensuring they are properly insured and tagged.
• Assist Administration Officer in coordinating travel logistics and accommodation for staff, visitors and partners and ensure travel and meetings are adequately supported.
• Assist in coordinating the use, maintenance, and scheduling of FAWEMA vehicles to ensure safety andefficient transport for administrative operations.
• Assist Administration Officer in ensuring that all necessary equipment (projectors, cameras and corporate banners) are available and functional.
• Assisting with administrative paperwork for office goods and items and maintaining administrative records.
• Support cross-departmental functions by acting as a bridge between program, finance, administration and field teams to ensure smooth communication and collaboration.

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

Requirements and skills

• A Bachelor’s Degree in Accounting, Finance, Public or Business Administration, or Business Management
• Understanding of basics of education rights, education of young women and women will be an added advantage
• Knowledge of and demonstrated experience in fleet management will be added advantage.
• Knowledge of basic bookkeeping procedures.
• Familiarity with finance regulations.
• Good mathematical skills and the ability to spot numerical errors.
• Hands-on experience with MS Excel and accounting software (e.g. QuickBooks).
• Good organization skills.
• Ability to handle sensitive and confidential information.
• Ability to manage various workload volumes is also essential, as that might fluctuate daily.
• Ability to work in a team of professionals and adhere to office etiquette.
• Ability to communicate effectively in English.
• Excellent verbal and written communications skills.
• High level of integrity, open and transparent personality.

Experience needed

Knowledge of and demonstrated experience in fleet management will be added advantage.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Please note that FAWEMA is an equal opportunity employer.

• Entering financial transactions into the internal database (Accounting system)
• Managing accounts payable (bill payments, petty cash etc.) and receivable through cash / cheque in a timely manner.
• Supporting budgeting processes.
• Assist in compiling financial reports.
• Filing all accounting transaction records
• Maintaining and reconciling liquidations in a timely manner.
• Ensuring all transactions have been accounted for accurately and on time.
• Assisting in scanning accounting documents to support the financial reports which are sent the donors on a monthly basis.
• Preparation of payment vouchers.
• Following up of receipts with suppliers and service providers
• Assist Administration Officer in managing office utilities, tenancy agreements, rentals, maintenance, repairs, and ensuring a steady inventory of office stationery and consumables.
• Assist in supervising reception, managing incoming/outgoing correspondence, and directing visitors, stakeholders or inquiries to the appropriate departments.
• In liaison with Procurement Officer assist in procuring office equipment, furniture, and services in a cost-effective manner while adhering to donor and organizational procurement policies.
• In conjunction with Administrative Officer, ensure that assets which are not in use are properly listed and recommended for disposal.
• Assist Administration Officer in performance management measures for and supervision of drivers.
• With guidance from Administration Officer, assist in external communication with suppliers, hotels, and service providers to establish cordial and reliable partnerships.
• Assist Administration Officer in maintaining and updating a centralized register for all organizational assets (including vehicles, laptops, and furniture), ensuring they are properly insured and tagged.
• Assist Administration Officer in coordinating travel logistics and accommodation for staff, visitors and partners and ensure travel and meetings are adequately supported.
• Assist in coordinating the use, maintenance, and scheduling of FAWEMA vehicles to ensure safety andefficient transport for administrative operations.
• Assist Administration Officer in ensuring that all necessary equipment (projectors, cameras and corporate banners) are available and functional.
• Assisting with administrative paperwork for office goods and items and maintaining administrative records.
• Support cross-departmental functions by acting as a bridge between program, finance, administration and field teams to ensure smooth communication and collaboration.

• Understanding of basics of education rights, education of young women and women will be an added advantage
• Knowledge of and demonstrated experience in fleet management will be added advantage.
• Knowledge of basic bookkeeping procedures.
• Familiarity with finance regulations.
• Good mathematical skills and the ability to spot numerical errors.
• Hands-on experience with MS Excel and accounting software (e.g. QuickBooks).
• Good organization skills.
• Ability to handle sensitive and confidential information.
• Ability to manage various workload volumes is also essential, as that might fluctuate daily.
• Ability to work in a team of professionals and adhere to office etiquette.
• Ability to communicate effectively in English.
• Excellent verbal and written communications skills.
• High level of integrity, open and transparent personality.

• A Bachelor’s Degree in Accounting, Finance, Public or Business Administration, or Business Management