Finance & Administration Assistant at WeForest Malawi

Employer: WeForest Malawi
Job Title: Finance & Administration Assistant
Location: Mulanje
Reporting to: Finance, HR & Admin Senior Officer
Employment Type: Full-time
Start Date: Immediate
Application Deadline: 31/05/2025

 

About WeForest

WeForest is a fast-growing international non-profit organization headquartered in Belgium, with operations across Africa and beyond. Our mission is to promote Forest Landscape Restoration (FLR) for harmonisation of people, nature and climate. In Malawi, WeForest has been working since 2018 to restore the miombo woodland and Mulanje cedar ecosystems in the Mt Mulanje Forest Reserve. The project area spans over 10,000 hectares and works directly with thousands of local households to achieve long-term environmental and socio-economic benefits. Our geographical area of work is Mulanje biosphere reserve that covers Mulanje and Phalombe districts. There are high prospects of expanding our work to other threatened ecosystems in Malawi.

To support our growing team, we are looking for a dynamic Finance and Administration assistant. The position will report directly to the Finance and HR Senior Officer and will offer a variety of responsibilities along with the opportunity to grow and develop in any of them.

Key Responsibilities

Administrative & Finance Support

• Assist in preparing and organizing financial documents including receipts, payment vouchers, and invoices.
• Support accurate data entry and digital filing of financial and HR records.
• Help track expenses and prepare supporting documentation for reports and audits.
• Maintain well-organized filing systems (physical and digital) for admin, HR, and finance records.
• Assist in procurement logistics: collecting quotations, monitoring deliveries, and managing inventory records.

Operations and Office Administrative Support

 Office Administration & Documentation: Maintain organized records of financial documents, HR files, procurement paperwork, and general office documentation, ensuring timely filing and retrieval.

 Procurement & Inventory Management: Support procurement activities by sourcing quotations, making local purchase orders, and tracking deliveries. Manage office inventory and assets, ensuring accurate documentation and regular stock updates.

 Administrative & Clerical Support: Perform routine clerical duties including photocopying, scanning, filing, typing, and data entry to support daily office operations.

 Logistics & Errand Management: Coordinate logistical tasks such as bank runs, postage, courier services, and the delivery of official correspondence, ensuring timely execution.

 Facility & Supplies Coordination: Oversee the replenishment of office and vehicle supplies (e.g., stationery, fuel, cleaning materials) and liaise with vendors to support operational needs.

 HR & Event Support: Assist with HR administrative processes including leave tracking, timesheet collection, and document filing. Provide logistical support for meetings, training sessions, and office events.

 

Driving & Transport Duties (as needed)

• Provide safe and timely transportation for staff, visitors, and materials to project sites and meetings.
• Ensure that the organization’s vehicles are maintained in good working condition, including conducting routine checks and scheduled servicing.
• Maintain accurate and up-to-date vehicle logs, fuel usage records, and incident reports.
• Support logistical arrangements for field visits, workshops, and meetings.
• Ensure the vehicle is clean and roadworthy when in use.

 

Candidate Profile

Required Qualifications and Skills

• Diploma in accounting, business administration, or a related field is an added advantage.
• 1-2 years of relevant experience in office administration, financial support, or procurement/logistics.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint etc); basic knowledge of accounting systems is a plus.
• Strong organizational and communication skills in both English and Chichewa.
• Trustworthy and discreet when handling confidential information.
• Valid driver’s license and ability to drive a manual vehicle.

Preferred Attributes

• Experience working with NGOs or rural community projects.
• Ability to multitask in a dynamic, field-based environment.
• High attention to detail, dependable, and a team player.

Additional Requirements

• Willingness to be based in or near Mulanje/Phalombe districts.
• Flexibility for occasional travel to field sites.
• Commitment to WeForest’s mission of Forest Land Restoration and community development.

Equal Opportunity Statement

WeForest is an equal opportunity employer. We are committed to building a diverse and inclusive team. All qualified applicants will receive consideration for employment.

Women, who meet the above qualifications, are strongly encouraged to apply.

Method Of Application

Interested applicants are invited to submit the following documents:

• A motivation letter
• A detailed CV with 3 traceable referees
• Copies of relevant certificates
• A copy of a valid driving license

Please send your full application to [email protected] with the subject line:
“Application – Finance & Administration Assistant”

Deadline for applications: 31^st May 2025