Finance and Administrative Coordinator at We Effect

We Effect is a development organisation founded by the Swedish cooperative movement in 1958
to support the development of democratic organisations and societies. In our international
development cooperation programmes, we are applying a human rights-based approach supporting
people living in poverty to secure their rights.

We Effect works in around 20 countries in Asia, Europe, Latin America and Africa through our regional offices in partnership with local CSO’s, farmer organisations, cooperative federations and other democratic organisations. For more information, see www.weeffect.se/www. weeffect.org/ https://latin.weeffect.org/

The Women’s Economic Empowerment in the Cotton Value Chain Programme (WEECVC) is a regional programme implemented by We Effect and its partner organisations with funding from Swedish International Development Cooperation Agency (Sida) through the Embassy of Sweden in Addis
Ababa, Ethiopia. It is running from 2025 to 2027, implemented in Malawi, Mozambique, Zambia and
Zimbabwe, and regional level. The project’s overall goal is to increase gender equality and economic
empowerment of women and youth in the cotton sub-sector in Malawi, Mozambique, Zambia and
Zimbabwe.

Duty station: We Effect, Lilongwe, Malawi

Reports to: The Regional Programme Manager

Supervises: No supervisory role, but a dotted line of reporting to the Finance Controllers at Country office level.

Liaises with: Programme Officer for WEECVC, Country Managers, Finance Controllers at Country
Office, members of the Global Team
Participates in: Country office management team, finance team and staff meetings, regional management team and finance meetings.

Overall Responsibilities:

To ensure high quality financial and administrative compliance for partner organisations and We Effect
in implementation of the WEECVC. The Finance and Administrative Coordinator will play a dual
role in being responsible for ensuring financial integrity of the WEECVC programme as well as
providing administrative and operational support to the WEECVC team and partners. In addition,
the Finance and Administrative Coordinator will support the Regional Programme Manager and
Programme Officer in providing oversight on all administrative aspects of the programme.

Specific Obligations:

Finance

• Lead and develop the financial management of the WEECVC programme and provide accountable, transparent and professional leadership of the financial and administrative work in the programme.
• Ensure the overall implementation of principles, practices and high-quality accounting procedures in budgeting, accounting and financial reporting of the WEECVC programme.
• Collaborate with all Financial Controllers at country level to ensure adherence to deadlines, submission of robust and high quality quarterly financial reports to the WEECVC Regional Programme Manager.
• In conjunction with the Country Managers and Financial Controllers to ensure continuous review of the adequacy of internal control systems within the WEECVC Programme and take steps to improve and integrate changes as necessary.
• In collaboration with the Regional Programme Manager to prepare annual budgets of the activities, annual budget revisions and monitor the periodical reviews of programme utilisation and prepare the consolidated the financial report for the WEECVC programme to submit to the donor.
• In collaboration with the Regional Programme Manager conduct two-monthly check-ins with all financial controllers at Country offices to monitor utilisation of programme budgets.
• Coordinate the audit of the programme.
• Follow-up of issues highlighted in management letters.
• Review expenditure within budgetary limits according to financial regulations and
  communicate with Programme team to inform country office programming.
• In collaboration with the Financial Controllers at Country office conduct quarterly compliance and assessment of partner organisations in all four countries.
• In collaboration with Financial Controllers at Country office level develop and implement a capacity strengthening plan for each partner organisation on financial and governance systems.
• Provide specific support to the new partner organisation in the programme to support the establishment of their fully functioning financial systems, administrative procedures.
• In close collaboration with the Regional Programme Manager conduct quarterly analyses of the programme from a financial perspective to communicate to the donor.
• Collaborate with programme to prepare the financial report for the regional activities.
• In collaboration with FCs coordinate and prepare funding requests for the WEECVC programme
• Liaise with HO for QA – collaboration with HO.

Administration

• Ensure that the programme logistics meet We Effect quality standards and are able to satisfy the programming requirements.
• Manage all vehicles ensuring maintenance and insurance.
• Manage all assets for the programme as relevant
• Ensure maintenance and replacement plans are in place and implemented for all assets.
• Ensure goods and services procured are cost effective and of standard quality.
• Ensure all procurements are delivered following We Effect policies and procedures and are on time, on budget and of high quality.
• Work closely with the procurement team in negotiating the best deals with suppliers.
• In collaboration with FCs at CO level support partners in procuring assets to ensure adherence to procurement policies.

Other responsibilities

• Be a member of the Programme Management Team for WEECVC.
• Lead and chair the Procurement Committee.
• Incident management process.
• Responsibility to report and take immediate action in case of suspicion of corruption
  or fraud and perform investigation when needed.
• Any other responsibility as advised by supervisor.
• Responsibility to report and take immediate action in case of suspicion of corruption or fraud and perform investigation when needed.

Required qualifications

• Minimum of 5 years of experience in working with finance and administration in
  programme management.
• A minimum of a university degree in Finance or related field. (Master’s added advantage).
• Experience in financial management of international donor funded projects
• Experience of conducting quality assurance on reports and programme documents.
• Experience of providing capacity strengthening, mentoring, coaching, support and facilitation.
• Familiarity with Finance packages/systems
• Excellent communication skills in English, both written and spoken
• Skills in budgeting and budget analysis
• Holder of a valid driver’s license.

Misconduct

We Effect wants to be alerted on suspected discrimination, corruption or other serious misconduct during the recruitment process.

To make us aware, do not hesitate to use our Whistleblowing System.

Method Of Application

Interested individuals should sent their Cover letters and CVs to [email protected] not later than 3rd July 2025.

Only shortlisted candidates will be contacted.