Background

The Root and Tuber Crops Development Trust (RTCDT) was established in 2010 as the Root and Tuber Crops Innovation Platform and was formally incorporated as a Trust in 2016.

The Trust’s vision is to be a trusted leader in driving sustainable economic development and prosperity for all stakeholders in Malawi’s root and tuber crops value chains through dialogue, integrity, and quality services.

Its mission is to spearhead the development of a vibrant root and tuber crops industry by facilitating and coordinating linkages across the entire value chain while promoting innovation to generate quality products for food security and national and international markets.

RTCDT is inviting applications from suitably qualified candidates to fill the position of Finance and Administrative Assistant.

Job Summary

Reporting to the National Coordinator, the Finance and Administrative Assistant will be responsible for managing the Trust’s finances, providing administrative support, maintaining accurate records, and ensuring the timely preparation and submission of monthly, quarterly, semi-annual, and annual financial reports.

Key Duties and Responsibilities

Financial Management

• Record financial transactions using accounting software, including invoices, receipts, and expense reports.
• Process accounts payable and receivable.
• Generate financial statements and manage payments.
• Conduct bank reconciliations.
• Monitor expenditure against approved budgets and report variances.
• Prepare financial reports, including:
  • Income statements
  • Balance sheets
  • Cash flow statements
• Analyze expenditure patterns and recommend cost-saving measures.

Administrative Support

• Manage office supplies, equipment, and maintenance of RTCDT properties.
• Maintain and organize files, contracts, and correspondence.
• Coordinate meetings, prepare agendas, and record minutes.
• Handle telephone calls, emails, and internal communication.
• Arrange travel and accommodation for staff.
• Welcome visitors and manage front desk operations.

Compliance and Reporting

• Assist with internal and external audits by preparing required documentation.
• Ensure compliance with financial regulations and reporting requirements.
• Maintain accurate financial records in line with RTCDT policies.

Other Responsibilities

• Provide administrative support for project activities.
• Assist with payroll-related tasks and employee expense processing.
• Maintain relationships with suppliers and support procurement processes.

Required Skills

• Proficiency in accounting software.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Good understanding of financial principles and accounting practices.
• Proficiency in Microsoft Excel and financial reporting.

Qualifications and Experience

• A minimum of a Bachelor’s Degree in Accounting.
• At least five (5) years’ experience in financial management.
• Experience managing donor-funded projects.
• Ability to work under pressure and meet strict deadlines.
• Excellent written and spoken English communication skills.

Reporting Line

The successful candidate will report directly to the National Coordinator.

• Record financial transactions using accounting software, including invoices, receipts, and expense reports.
• Process accounts payable and receivable.
• Generate financial statements and manage payments.
• Conduct bank reconciliations.
• Monitor expenditure against approved budgets and report variances.
• Prepare financial reports, including: Income statements, Balance sheets, Cash flow statements
• Analyze expenditure patterns and recommend cost-saving measures.
• Manage office supplies, equipment, and maintenance of RTCDT properties.
• Maintain and organize files, contracts, and correspondence.
• Coordinate meetings, prepare agendas, and record minutes.
• Handle telephone calls, emails, and internal communication.
• Arrange travel and accommodation for staff.
• Welcome visitors and manage front desk operations.
• Assist with internal and external audits by preparing required documentation.
• Ensure compliance with financial regulations and reporting requirements.
• Maintain accurate financial records in line with RTCDT policies.
• Provide administrative support for project activities.
• Assist with payroll-related tasks and employee expense processing.
• Maintain relationships with suppliers and support procurement processes.

• Proficiency in accounting software.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Strong communication and interpersonal skills.
• Good understanding of financial principles and accounting practices.
• Proficiency in Microsoft Excel and financial reporting.

• A minimum of a Bachelor’s Degree in Accounting.
• At least five (5) years’ experience in financial management.
• Experience managing donor-funded projects.
• Ability to work under pressure and meet strict deadlines.
• Excellent written and spoken English communication skills.