National Democratic Institute (NDI)
The National Democratic Institute (NDI) is a nonprofit, nonpartisan, nongovernmental organization that has supported democratic institutions and practices in every region of the world for the last 30 years. NDI and its national partners have worked to establish and strengthen political and civic organizations, safeguard elections, and promote citizen participation, openness and accountability in government. NDI is currently working in more than 60 countries. More information is available at www.ndi.org.
NDI Malawi invites candidates from suitably qualified and experienced persons to fill the following
vacancies:
Senior Subgrants & Finance Officer
The National Democratic Institute for International Affairs (NDI) is seeking to hire a Senior Subgrants & Finance Officer in Malawi. The Senior Subgrants & Finance Officer is responsible for all areas relating to our institution’s policies and procedures on sub-grants. He/She will work in close collaboration with other programs within the organization as well as with the local subgrantees of the Institute that are receiving funding. This individual will ensure that all beneficiaries of subgrants fully understand and strictly comply with the rules and regulations of the organization as well as those of its funders. As such, the position requires strong interpersonal communication skills, both written and verbal.
The Senior Subgrants & Finance Officer’s other role will be assisting in areas of Finance & Administration. The Senior Subgrants & Finance Officer will be supervised by the Finance and
Administration Manager.
The anticipated start date is as soon as possible. Salary is commensurate with experience.
Essential Duties And Responsibilities
- Conduct pre-award assessments and pre-award survey (due diligence), selection and negotiation memo to ensure that subgrantees have relevant internal controls that would
enable them to handle donor funds. - Providing training to sub awardees on subgranting and NDI’s process
- Participate in the development and negotiation of sub-agreements, including cost-eimbursable sub-agreements, fixed amount agreements, master sub-agreements, pre-award letters of authorization as well as amendments to these sub-agreements, in accordance with NDI policy.
- Track sub-grantees performance across all compliance areas. Collects and files essential sub-
award documentation and routinely reviews transactions, with sample size based on risk rating of the SR, using NDI standard tools to ensure accuracy, completeness, and quality; while ensuring compliance with NDI policies, Government laws, donor rules and regulations and Generally Accepted Accounting Principles (GAAP). - Evaluate Sub-grantees financial management capabilities and working on providing trainings
to address the identified capacity gaps. - Conduct regular site visits to Sub-grantees offices and to the field to review financial documents and assess how the Sub-grantees are performing and complying with all required
policies. - Reviews financial reports, and prepares financial review checklists, management letters and
submits the reports for management approvals. - Provide financial oversight over sub-grantees, including initiating and tracking payments,
tracking burn rates against subgrantees terms, ensuring expenditures are incorporated into
prime award financial reports, and validating spend aligns with sub awardee programmatic
deliverables. - Review Sub-grantees budgets to ensure they align with programmatic deliverables, meet
donor standards, and match allocated envelopes for each Sub-grantee. - Reviews sub-grantees’ proposal, deliverables, budgets, and budgets notes for compliance
with NDI and Governments policies, and donor specific requirements with emphasis on the
financial aspect. - Prepares sub-grantees progress reports on a monthly, quarterly, semi-annually, and annually
for management review and drafts sub-grantees section work plans including tracking and
updating the sub-grantees monitoring plans. - Scans and attaches all projects and sub-grantees documentation in google drive on a monthly basis, and as and when required and maintains an update filing and documentation of sub-
grantees lifecycle.
Finance & Administration
- Assist the F&A Manager with the review of the payment vouchers, monthly reconciliations
accordance with NDI procedures and policies. - Manage the logistical support events/workshops and trainings. This includes organization of local conferences, seminars, and meetings in coordination with the Finance & Administration
Manager, other project staff. - Assist in conducting a semi-annual physical inventory review and record any losses or damaged furnishings or equipment.
- Carry out other office administrative support duties and functions as needed.
Minimum Requirements
Applicants must have a Masters degree with 3 – 5 years post qualification experience in donor funded projects. Plus, experience in donor funded projects.
- Must have experience in financial management for NGOs, and private sector.
- Must have background in donor grants management.
- Must have good understanding of different donor requirements and procedures.
- Must have excellent oral, written and interpersonal communication skills.
- Must be an effective team player and results oriented
Method of Application
Please send your resume and cover letter to the Finance and Administration Manager at: malawi_
recruitment@ndi.org. Application for the above positions should include a cover letter, updated
Curriculum Vitae (CV) with names and telephone numbers of three references. Documents must
be received by October 7, 2022 for consideration. Only shortlisted candidates will be notified. NDI
is an equal opportunity employer.