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Deputy Finance and Administration Manager at Global AIDS Interfaith Alliance (GAIA)

  • Full Time
  • Blantyre
  • Salary: 00

Global AIDS Interfaith Alliance (GAIA)

INTRODUCTION

Founded in 2000, Global AIDS Interfaith Alliance (GAIA) Is fully registered Non-Governmental Organization (NGO) in Malawi. GAIA’s aim is to provide health services, targeting prevention, care and support in rural communities in hard to reach areas affected by HIV/ AIDS, TB and malaria, In addition, GAIA is committed to strengthening the Malawian health system for long-term, through the GAIA Nursing Scholarship program and Mobile Health Clinics. GAIA Malawi Headquarters is in Limbe and its core programs currently are in Mulanje, Phalombe and Mangochi districts.

GAIA is seeking to recruit a Deputy Finance and Administration Manager to take over the role of the Finance and Administration Manager (FAM) who is set to retire at the end of the year. We have created the Deputy role in order to allow for a long transition period so that they can get fully up to speed with their responsibilities before taking over the role.

Position:

INTRODUCTION

Founded in 2000, Global AIDS Interfaith Alliance (GAIA) Is fully registered Non-Governmental Organization (NGO) in Malawi. GAIA’s aim is to provide health services, targeting prevention, care and support in rural communities in hard to reach areas affected by HIV/ AIDS, TB and malaria, In addition, GAIA is committed to strengthening the Malawian health system for long-term, through the GAIA Nursing Scholarship program and Mobile Health Clinics. GAIA Malawi Headquarters is in Limbe and its core programs currently are in Mulanje, Phalombe and Mangochi districts.

GAIA is seeking to recruit a Deputy Finance and Administration Manager to take over the role of the Finance and Administration Manager (FAM) who is set to retire at the end of the year. We have created the Deputy role in order to allow for a long transition period so that they can get fully up to speed with their responsibilities before taking over the role.

Position: Deputy Finance and Administration Manager

Reports to : Finance and Administration Manager

Job Location: GAIA Malawi Head Office, Limbe.

Job Summary.

The Deputy FÂM in transition will oversee all the financial and office management aspects of our operation. This is a tremendous opportunity for a finance leader to maximize and strengthen the internal capacity of a well-respected organization. The ideal candidate will be a seasoned finance professional and self-starter capable of both running a Finance Team and being part of the Leadership team. They must have a passion Tor upgrading systems and processes to achieve the optimal balance of controls and efficiency. Fluency in the capabilities of Excel and other on-line applications to drive process improvements is necessary. Experience with USAID agreements is a plus.

In finances, the Deputy Finance and Administration Manager will take responsibility over financial planning and control which include financial reporting, accounting systems, internal controls, office financial transactions and operations of the Organization. Within the office management scope, the Deputy Finance and Administration Manager will ensure compliance with all administrative systems.

The position ensures that GAIA operation systems are guided by processes and standards that promote efficient and effective management of finance and administration matters. He / she will provide guidance to Executive Management on cost saving measures that would keep the overhead costs to the minimum.

Duties and responsibilities

Financial Management

  • Budget creation and monitoring in cooperation with the Country Director and other Management team members and submit the budget to Malawi Board of Directors and GAIA USA.
  • Checking of monthly financial reports prepared by Senior Accountant submitted to Senior Management.
  • Preparation of Quarterly financial reports to Country Director and Board Financial Committee.
  • Coordination of annual financial Statement during the second week and second month of each new year and submit the same to Country Director and Board Financial Committee for review.
  • Coordination of external financial audit by third month of the year and share audit report with Malawi Board Financial Committee and Audit Manager.
  • Quality Control monitoring through purchase requests, quotations, invoices, supply vouchers, payment vouchers and reimbursements are done accordingly.
  • Overseeing all payments and doing daily payments and ensure that ledger is submitted to Finance and Director in US Office and Country Director.
  • Support financial team with financial donor reports, invoices and payment requests for various programs and share financial donor report with Country Director, M&E Manager and International Programs Director in USA.
  • Supervise monthly payroll and ensure taxes are remitted to MRA accordingly.
  • Provide financial advice to management through meetings, internal correspondences and emails.
  • Coordinate review of Accounting Manual and Incorporation of EFT guidelines.
  • Coordinate review of procurement manual
  • Oversee financial management of HRH USAID funded Project.
  • Create processes and procedures to maximize the collection of shared costs and indirect costs.

Management operations.

  • Provide an oversight for logistical and operations processes that include
  • Legal and insurance obligations
  • Communication services (internet and telephone)
  • Supervision of Administrative and Fleet Management Officer and share report with Senior Management.
  • Supervision of Finance Officer and Senior Accountant and share their reports with senior management.
  • Supervision of fleet services
  • Ensure fixed asset register is updated.
  • Ensure payment to security services are done..
  • Assets and stock audits reports are shared with Senior Management team.
  • Londuct meetings with rinancial Statt.
  • Conduct meetings with Administration and Logistics staff.
  • Facilitate financial review meetings.

Additional responsibilities

  • Implement tasks to deliver and strengthen the goals of strategic plan through annual planning, monthly management meetings, and inclusion of departmental monthly reports.
  • Support fundraising and development of financial proposals.
  • Implement the role of the Board Secretary that includes
  • Planning, coordinate and organize Board
    Subcommittees
  • Prepare and write Board subcommittee report.
  • Prepare and write Board minutes.

Qualifications and other experiences.

  • Masters’ degree in Finance or Business Administration coupled with Bachelor of Accountancy degree from a reputable University or related field. A professional accounting qualification will be an added advantage.
  • Strong preference for experience with NGO in particular USAID funded programs.
  • Demonstrated knowledge of sub granting procedures and sub grant release cycle.
  • Experience with various accounting software packages.
  • Possess a high standard of personal and professional integrity.
  • Willingness to work as a team member, taking on additional tasks as needed to ensure the overall success of the Organization.
  • High level of attention to detail, ability to multitask and work well under pressure.
  • Strong analytical, organizational and interpersonal skills.

 

Reports to : Finance and Administration Manager

Job Location: GAIA Malawi Head Office, Limbe.

Job Summary.

The Deputy FÂM in transition will oversee all the financial and office management aspects of our operation. This is a tremendous opportunity for a finance leader to maximize and strengthen the internal capacity of a well-respected organization. The ideal candidate will be a seasoned finance professional and self-starter capable of both running a Finance Team and being part of the Leadership team. They must have a passion Tor upgrading systems and processes to achieve the optimal balance of controls and efficiency. Fluency in the capabilities of Excel and other on-line applications to drive process improvements is necessary. Experience with USAID agreements is a plus.

In finances, the Deputy Finance and Administration Manager will take responsibility over financial planning and control which include financial reporting, accounting systems, internal controls, office financial transactions and operations of the Organization. Within the office management scope, the Deputy Finance and Administration Manager will ensure compliance with all administrative systems.

The position ensures that GAIA operation systems are guided by processes and standards that promote efficient and effective management of finance and administration matters. He / she will provide guidance to Executive Management on cost saving measures that would keep the overhead costs to the minimum.

Duties and responsibilities

Financial Management

  • Budget creation and monitoring in cooperation with the Country Director and other Management team members and submit the budget to Malawi Board of Directors and GAIA USA.
  • Checking of monthly financial reports prepared by Senior Accountant submitted to Senior Management.
  • Preparation of Quarterly financial reports to Country Director and Board Financial Committee.
  • Coordination of annual financial Statement during the second week and second month of each new year and submit the same to Country Director and Board Financial Committee for review.
  • Coordination of external financial audit by third month of the year and share audit report with Malawi Board Financial Committee and Audit Manager.
  • Quality Control monitoring through purchase requests, quotations, invoices, supply vouchers, payment vouchers and reimbursements are done accordingly.
  • Overseeing all payments and doing daily payments and ensure that ledger is submitted to Finance and Director in US Office and Country Director.
  • Support financial team with financial donor reports, invoices and payment requests for various programs and share financial donor report with Country Director, M&E Manager and International Programs Director in USA.
  • Supervise monthly payroll and ensure taxes are remitted to MRA accordingly.
  • Provide financial advice to management through meetings, internal correspondences and emails.
  • Coordinate review of Accounting Manual and Incorporation of EFT guidelines.
  • Coordinate review of procurement manual
  • Oversee financial management of HRH USAID funded Project.
  • Create processes and procedures to maximize the collection of shared costs and indirect costs.

Management operations.

  • Provide an oversight for logistical and operations processes that include
  • Legal and insurance obligations
  • Communication services (internet and telephone)
  • Supervision of Administrative and Fleet Management Officer and share report with Senior Management.
  • Supervision of Finance Officer and Senior Accountant and share their reports with senior management.
  • Supervision of fleet services
  • Ensure fixed asset register is updated.
  • Ensure payment to security services are done..
  • Assets and stock audits reports are shared with Senior Management team.
  • Londuct meetings with rinancial Statt.
  • Conduct meetings with Administration and Logistics staff.
  • Facilitate financial review meetings.

Additional responsibilities

  • Implement tasks to deliver and strengthen the goals of strategic plan through annual planning, monthly management meetings, and inclusion of departmental monthly reports.
  • Support fundraising and development of financial proposals.
  • Implement the role of the Board Secretary that includes
  • Planning, coordinate and organize Board
    Subcommittees
  • Prepare and write Board subcommittee report.
  • Prepare and write Board minutes.

Qualifications and other experiences.

  • Masters’ degree in Finance or Business Administration coupled with Bachelor of Accountancy degree from a reputable University or related field. A professional accounting qualification will be an added advantage.
  • Strong preference for experience with NGO in particular USAID funded programs.
  • Demonstrated knowledge of sub granting procedures and sub grant release cycle.
  • Experience with various accounting software packages.
  • Possess a high standard of personal and professional integrity.
  • Willingness to work as a team member, taking on additional tasks as needed to ensure the overall success of the Organization.
  • High level of attention to detail, ability to multitask and work well under pressure.
  • Strong analytical, organizational and interpersonal skills.

Method Of Application

All those interested in the position and are meeting the job specifications should send an email referring to the job title in the subject line along with a resume and one-page cover letter explaining interest and how your skills and work experience fits the position to The Country Director, Global AIDS Interfaith Alliance, 4th Plot Partridge Avenue, P.O, Box 51428, LIMBE or email to recruitment@gaiamalawi.org

Closing date for receiving application letters is on Monday 6 May, 2024 by close of business. Only shortlisted candidates who have suitable requirements for the job will be communicated to for interviews.

For more information about GAIA, visit:

www.gaiaglobalhealth.org

To apply for this job email your details to recruitment@gaiamalawi.org