Finance and Administration Manager
Your role is to oversee the smooth running of Temwa’s finance office. You work on requests
for project and operational costs, oversee cash procedures, manage the finance office and
preparation of monthly management reports and annual accounts for audit. You also
provide leadership, guidance and a positive working environment for Temwa’s finance team.
You report directly to the Programme Director, although you are also supported by the UK
Director.
Temwa’s mission – To develop self-sufficient communities in hard to reach, rural areas in
northern Malawi.
Principles of Temwa
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Community led – everything we do is developed in partnership with the
communities we support
Working together as a team with trust and integrity
Working towards long term self-sufficiency
Commitment to professionalism
Openness and transparency
Responsibilities:
1) Monitoring staff requests for project and operational funds:
 Approving all staff requests for funds and checking the management of these funds
by the Finance Officers
 Issuing funds to staff (via cash or cheque)
 Ensuring staff members submit receipts for all items and close floats on time
 Overseeing full and accurate records of all these activities
2) Overseeing cash procedures:
 Processing Mzuzu office expenditure request procedures
 Processing Usisya office expenditure request procedures
 Dispensation of per diems and travel expenditure requests
 Dealing with purchase orders
 Preparing and overseeing payment vouchers
 Controlling petty cash
 Ensuring that the above cash procedures are followed specifically with full records
kept by the Finance Officers
 Entering all income and expenditure information into the Sage accounting system on
a daily basis
3) Financial management:
 Ensuring adherence to financial systems and procedures to ensure that all books are
in order
 Managing and supervising Finance and Admin Officers
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Producing regular finance reports for the Programme Director and UK Director for
consolidation as detailed in the specific project proposals and plans
Implementing an improved accounting software system
Documenting and implementing an effective accounting procedures policy
Inputting into project budgets, ensuring that all administrative and operational costs
are covered by donor funding
4) Financial record-keeping:
 Overseeing reconciliation of bank accounts, petty cash and cash floats
 Ensuring that the Finance Officers are entering all income and expenditure
information into the Sage accounting system on a daily basis
 Ensuring that the Finance Officer is maintaining full and accurate records of all these
activities and filing these on a daily basis
 Running the monthly payroll and issuing wages to staff
 Issuing payment cheques to MRA for PAYE
 Setting up, establishing and monitoring internal controls for all Temwa activities
 Checking project and operational budgets and spending
 Monitoring ongoing levels of expenditure on individual projects against budget lines,
and provide timely advice concerning potential over- or under-spending
5) Financial Reporting:
 Ensuring compliance with Temwa policies and guidelines and donor requirements
 Ensuring Temwa’s compliance with local regulations in respect of financial and other
matters (e.g. registration, taxation, and labour laws)
 Supporting the UK office and other donors with all necessary financial and other
information when requested
 Preparing budgets, amendments, consolidations and forecasts in coordination with
the management team
 Preparing all periodic project financial reports and Temwa monthly financial reports
and regular cash and bank forecasts
 Preparing the annual accounts for end of year auditing and reporting.
 Preparing donor financial reports in line with their reporting requirements
 Creating monthly reports from Quick Books
6) Administration:
 Ensuring that all contracts entered into by Temwa follow Malawi legislation and are
in the best interests of the organisation
 Meeting with local legal advisors and trustees when necessary
 Providing administrative support to Human Resource Management e.g. drafting
contracts and managing leave schedules
 Overseeing management of procurement activities for programmes following
Temwa guidelines
 Supporting Temwa in other activities within the spirit of the organisation
 Managing and supervising support staff including Finance and Administration
Officers and all other administrative support staff
 Monitoring stock control and fixed assets
7) Auditing
 Performing operational, financial and compliance audits through examination of
financial and administrative records, processes, procedures and controls.
 Gathering information on key operational and financial risks. Evaluating the
adequacy of existing internal controls designed to manage identified risks and makes
recommendations for appropriate improvement.
 Ensuring the use of standard audit techniques to obtain, analyse and appraise data,
transactions and records as a basis for assessing and enhancing the effectiveness of
key risk management activities.
 Implementing approved recommendations/decisions and conduct subsequent
evaluations to determine adequacy of new/corrective measures.
 Keeping senior management and partners informed by communicating
observations, making presentations and periodic reporting of audit issues and
progress made towards improvement.
 Making value-adding recommendations that could lead to improved efficiency of the
running of all project operations.
 Conducting/coordinating all stocktaking on monthly basis and timely resolve major
findings with concerned parties.
 Contributing to making improvements in the project operations and reductions in
cost.
 Supervision of Internal Auditors.
 Carrying out emergency audits and special audit assignments as directed by the
Programme Director.
8) Other responsibilities:
 Working on budgets for monthly operations
 Working on budgets for projects
 Communicating with the Mzuzu, Usisya and Bristol offices regarding financial
procedures
 Creating monthly reports from Sage
 Working with project teams to prepare and maintain a weekly/monthly cash
forecasting system, ensuring that adequate funds are available to meet the working
requirements of the organisation.
Qualifications, Experience, Skills and Competencies
 A first degree in Accounting, plus a professional accounting qualification (ACCA, CPA,
CA or equivalent)
 Membership of the Institute of Chartered Accountants in Malawi.
 Five years of proven NGO financial, accounting and audit experience.
 Proficiency in computer audits, accounting software (preferably SAGE) and other
relevant office software.
 Ability to perform professional NGO internal audit work with minimum
supervision/instructions.
 Demonstrate proficiency in applying financial principles, skills and techniques in
audit testing of varying degrees of complexity.
 Understanding of the financial, operational and compliance risks which affect nongovernmental organisations.
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Ability to maintain professional independence without compromising team player
skills.
Excellent oral and written communication skills.
Fluency in spoken and written English, Chichewa and Tumbuka.