Finance and Administrative Officer

CIP , Lilongwe City, Malawi
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Job Summary

Job Description

The International Potato Center is seeking to recruit highly qualified Finance and Administrative Officer.

The Position:** The Finance and Administrative Officer will manage the financial operations of the country office and ensure timely delivery of financial reports, including cash and bank management, payroll, ledgers and other aspects of the country’s financial management. The Finance and Administrative Officer will be based in Lilongwe and reporting to CIP-Malawi Country Manager and the Regional Finance Manager-SSA.

Key responsibilities:

· Finance

  • Manage the financial operations of the country office and ensure timely delivery of financial reports, including cash and bank management, payroll, ledgers and other aspects of the country’s financial management.
  • Lead the delivery of financial information, timely month end close, and maintaining all financial records for projects implemented in the country office.
  • Manage and examine, or analyze accounting records, financial statements, or other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.
  • Liaise with the PMU Specialists in the monitoring and review of partners reports.
  • Manage financial controls, analyze office and project budgets, and make recommendations on budget expenditures. Monitor the expenditures to ensure that program funds are utilized appropriately by the close of the fiscal year.
  • Support the Country Manager and Project Managers, in coordination with the PMU Specialist, with project budget monitoring and review.
  • Ensure that all financial reporting is completed on time.
  • Oversee the country statutory annual audits.
  • Head the administration portfolio of the country office.
  • Supervise the Finance team in the country office, monitoring and review of reports for the partners and neighboring countries where CIP does not have presence.

· Administration

  • Oversee the insurances, contracting and administrating services in according to the Center’s standards and policies.
  • Supervise the country legal and statutory compliance.
  • Manage taxes owed and prepare tax returns, ensuring compliance with payment, reporting or other tax requirements.
  • Manage fixed assets of the Center, review and support the preparation of inventories.
  • Oversee procurement of goods and services.
  • Coordinate IT issues with Regional Office and headquarters, serving as IT Key user.

· People (HR)

  • As an Operations Business Partner, ensure HR solutions and to maximize service delivery in according to CIP’s policies and procedures.
  • In coordination with Regional HR Manager, advice and support staff and managers on all aspects of employee relations (from Recruitment to Departure) and help them to interpret and apply HR policies and practices in day to day work.
  • Be accountable for the compliance of the National and International Health & Safety laws, regulations and standards.
  • Oversee payroll administration and maintain detailed records and documentation of payroll functions for audit purposes, in accordance with legal requirements
  • Prepare reports and provide recommendations to monitor significant trends (i.e. Inflation), emerging opportunities and challenges in the areas of responsibility.
  • Maintain staffing data up-to-date & prepare periodical HR reports & records, in accordance to the requirements of the organization.
  • Manage the orientations programs for NRS/ GRS staff to contribute with the sharing of key organizational information that will help them to make a smooth transition to their new role.

· Grants & Contracts

  • Coordinate with the Grants and Contracts (G&C) Manager contracts related actions. This will require follow up on project management related activities such as signature and agreements or reporting on need basis.
  • Liaise with the G&C office to monitor deliverables reporting for grants applicable to the operations in the Country.

Selection Criteria:

  • A Bachelor’s degree in Business Administration, Accounting or related discipline.
  • Minimum of 6 years hands on experience performing similar functions, preferably in an environment of international organizations or NGOs.
  • Proficiency in MS Office, especially in Excel.
  • Accounting software packages (ERP Preferable)
  • Experience in management and administration of annual budgets, handling payroll and taxes
  • Knowledge and experience performing accounting, treasury and banking transactions.
  • Knowledge in local tax regulations and labor law.
  • Budget management
  • Fluent in Chichewa
  • Advanced written and oral communication skills in English.

Why should you consider this opportunity?

  • CIP is a global and reputable international organization that has a strong, state-of-the-art R&D background, and is a recent World Food Price Winner and awarded with the Al- Sumait Award for our Orange Flesh Sweet Potato work in Africa.
  • CIP is dedicated to achieving food security, improved nutrition and well-being, and gender equality for poor people in root and tuber farming and food systems of the developing world.
  • CIP is a member of the CGIAR Consortium, a network of 15 research centers that are mostly located in the developing world and supported by more than 50 donor members.

What are the conditions?

This is a Nationally Recruited Staff (NRS) position limited to Malawi nationals and permanent residents only. The employment contracts will be for a six month term (with a 3-month probation period) and the possibility of renewal subject to satisfactory performance and availability of funds.