Grants Finance Officer (2)

Malawi AIDS Counselling and Resource Organization (MACRO)

Malawi AIDS Counselling and Resource Organization (MACRO) is a locally registered nongovernmental organization (NGO) established in 1995 to complement Government’s efforts in in the fight against HIV and AIDS and other health related issues.

MACRO’s Vision is “Malawi populace free of ill-Health” and its Mission is “Transform lives of Malawians through provision of high-quality HIV and AIDS, and other health related services”.

Therefore, MACRO is inviting applications from suitably qualified candidates to fill the following vacant position:

Role: Grants Finance Officer (2)

Position Overview 

The Grants Finance Officer will be responsible for implementing finance and accounting work processes with a focus on project management, financial transaction processing as well as recording, maintaining accurate books of accounts and preparing timely financial reports for different stakeholders including internal users, partners, donors, auditors and regulatory authorities, within approved accounting standards and MACRO’s policies and procedures

Qualifications 

Bachelor’s degree in accountancy from a reputable institution or studying towards the last levels of ICAM/ACCA professional, conversant with the NGO operating environment, high integrity and must have more than 8 years’ experience in a Non-Governmental Organization. Must be a registered member of ICAM and MAB.

Knowledge and Skills  

  • Team player.
  • Good communication skills both written and oral.
  • Knowledge of contemporary Accounting Packages.
  • Conversant with Quick Books Enterprise system
  • Computer Literate with special skills in MS Office applications.
  • Financial Management skills.
  • Basic Auditing skills.
  • Knowledge of donor rules and regulations.
  • Conversant with USGI (USAID & CDC) donor rules and regulations.
  • Analytical and problem solving skills.

Responsibilities 

Financial planning and budgeting:

  • In conjunction with programs team prepare project budgets and forecasts during proposal writing phase.
  • Work with project teams to develop costed work plans for projects.
  • Monitor budget and financial plan implementation and prepare appropriate periodic tracking reports for the various stakeholders.
  • Analyze trends to identify issues that might impact on the financial wellbeing or viability of projects and advise management accordingly.
  • Prepare reports that analyze budgets against actuals income and expenses and advise management on the variances observed, if any.
  • Carry out a monthly review of the financial performance of projects and advise the responsible teams accordingly.

Financial accounting and management:

  • Participate in the day-to-day financial transactions including invoicing, payments and other related transactions.
  • Maintain an up-to-date records of the financial transactions in MACRO’s Financial Management System (Quick books).
  • Ensure that all financial transactions are accurately posted in Quick Books Online financial management system on a daily basis.
  • Ensure that relevant financial documents are scanned and shared to relevant stakeholders.
  • Maintain an updated cash book ledger for program.
  • Process payment requisitions and the corresponding payment vouchers and follow up the approval process to ensure that payment are timely made. Ensure that the payment vouchers are sequentially numbered and filed timely to allow easy access of records for future reference.

Payments and Reconciliations:

  • Monitor bank accounts to ensure that there are sufficient funds for
  • Conduct monthly bank reconciliation statements by the 3rd of the following month and ensure that interbank transactions are promptly settled within that
  • Review activity requests and make timely online payments for the same within the stipulated period in MACRO’s policies.
  • Make timely online payments to service providers and follow up any late

Financial Records Management

  • Maintain a file for all the correspondence of thegrant.
  • Follow and implement all established protocols regarding computerized and physical financial record keeping and retrieval of financial
  • Ensure that all appropriate finance-related paperwork is sent to donors, funding partners and other relevant stakeholders as required and that MACRO copies are stored safely on file in accordance with MACRO’s procedures.

Grants Management

  • Upon project allocation or on annual basis ,work with the project teams to prepare costed work plans and budgets.
  • FollowupfundsrequisitionsfromthedonorandadviseteamsassoonasfundsarereflectedonMACRO’s accounts.
  • Support the project teams in funds requisition and processing of
  • Track project budgets and update the project teams on their performance
  • Maintain a file for each Grant or Sub-grant and ensure that all amendments to MOUs are properly filed.

Financial reporting and audit management

  • Post accurate information in the financial management system and generate the required periodic and project financial
  • Prepare reports that are aligned with generally accepted accounting principles and standards and ensure that all reporting complies with the MACRO’s and donors’ policies and procedures.
  • Carryoutend-of-year adjustmentstoandensurethatalltransactionsarepostedandledgersreconciledbefore the start of institutional
  • Provide computerized and physical information required for institutional and project

Compliance management

  • Ensure Legal and Regulatory Compliance by enforcing compliance with MACRO’s overall policies, good practice standards, external donor requirements and national laws and regulations, identifying corrective measures as
  • Maintain up to date knowledge of financial legislation and good practice to ensure that MACRO complies with all legal
  • Keep abreast of changes in financial regulations and legislation and participate in financial and regulatory reporting submissions (e.g filing of PAYE, Withholding Tax, Pension remittances, VAT claims etc) ➢ Take a leading role during project compliance visits.

Financial Risk Management

  • Prepare monthly reconciliations for the project and where anomalies are observed, notify the immediate supervisor for
  • Implement MACRO’s policies and procedures to minimize financial risks and where loopholesare observed recommend changes to management to mitigate such
  • Document and report any risks identified relating to the projects to the immediate supervisor and copy in the internal

All interested applicants for the above position are requested to submit their application, CV, educational qualifications, names and contact telephone numbers of at least three traceable referees to The Executive Director, Malawi AIDS Counselling and Resource Organization through email to: dreamsliteproject@yahoo.com 

  The closing date for receiving applications is Wednesday, 18th December 2024.  Only short-listed candidates will be acknowledged.