Background

Inter Aide is an international organisation specialised in the implementation of programmes that promote access to development for the most vulnerable communities. Inter Aide has been working in Malawi since 1992, with interventions around Health, Water Point Maintenance, and Agricultural development in the Central and Southern regions of Malawi.

Inter Aide, in collaboration with local partners and the Department of Animal Health and Livestock Development (DAHLD) from the Ministry of Agriculture, has developed over the past fifteen years an expertise on the implementation of community vaccinator networks allowing the vaccination of chickens against the Newcastle Disease to improve the nutrition and incomes of small-scale rural producers.

The current phase of the program, funded by the French Development Agency, started in September 2023 and aims at 1) supporting the government of Malawi in improving the production of I-2 vaccine and its quality control; 2) Extending the network of vaccinators to six additional districts; and 3) Supporting the Government of Malawi to improve the governance of the sector.

The program currently operates in the following nine districts: Balaka, Dedza, Kasungu, Lilongwe, Machinga, Mangochi, Ntcheu, Phalombe, and Zomba, and benefits more than 300,000 families.

For this program, Inter Aide is looking to hire a Finance and Administration Officer for a period of one year with the possibility of extension.

FINANCE AND ADMINISTRATION OFFICER

The Finance and Administration Officer will be reporting to the Head of Admin and he/she will be charge of all administrative and financial tasks. He/she has to implement and follow the program administrative and financial procedures and manage the support staff. He/she is also ultimately in charge of the store keeping and accounting.

Duties and Responsibilities:

In this capacity, the Administration Officer will be responsible to:

• Ensure that all the administrative documents in the office for administration, financial and human resources are kept in an organized and systematic manner and are always available.
• Together with Coordinators, prepare a monthly budget and fund request ensuring planned expenses follow approved budget and accounting procedures.
• Balance reconciliation and cash management (Cash balance, Cash book to correspond with the DIAMEX system).
• Prepare accounting reports that is complete, accurate and in line with IA finance guidelines, updating our accounting tools DiameX on weekly basis.
• Responsible for fuel follow-up, consumption reports.
• Assist in the procurement of goods and services for field activities and administration.
• Maintain proper stock of stationery and office supplies, manage and follow up the distribution and usage.
• Manage vaccine stock for the site, receive and distribute vials with proper documentation.
• Communicate with HoAF and the Coordinator any issues regarding the relevance of expenses, accountancy problems or any other matters

Qualifications and Experience:

• Diploma in Accounting or business administration. Those with a bachelor’s degree will have an added advantage
• 3 years’ relevant experience in similar position.
• Proven work experience as an Administrative Officer, Administrator or similar role.
• Experience with office management software like MS Office (MS Excel and MS Word, specifically) accounting software.
• Able to work within a strict policy framework regarding employee, partner, and beneficiary allowances/handouts.
• High integrity, accuracy, and attention to detail strong communication and interpersonal skills

• Ensure that all the administrative documents in the office for administration, financial and human resources are kept in an organized and systematic manner and are always available.
• Together with Coordinators, prepare a monthly budget and fund request ensuring planned expenses follow approved budget and accounting procedures.
• Balance reconciliation and cash management (Cash balance, Cash book to correspond with the DIAMEX system).
• Prepare accounting reports that is complete, accurate and in line with IA finance guidelines, updating our accounting tools DiameX on weekly basis.
• Responsible for fuel follow-up, consumption reports.
• Assist in the procurement of goods and services for field activities and administration.
• Maintain proper stock of stationery and office supplies, manage and follow up the distribution and usage.
• Manage vaccine stock for the site, receive and distribute vials with proper documentation.
• Communicate with HoAF and the Coordinator any issues regarding the relevance of expenses, accountancy problems or any other matters

• High integrity, accuracy, and attention to detail
• Strong communication and interpersonal skills
• Experience with office management software like MS Office (MS Excel and MS Word, specifically) accounting software.

• Diploma in Accounting or business administration. Those with a bachelor’s degree will have an added advantage
• Proven work experience as an Administrative Officer, Administrator or similar role.
• Able to work within a strict policy framework regarding employee, partner, and beneficiary allowances/handouts.