Finance/Grants Assistant

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 suitably qualified and experienced persons to fill the following vacancy:

FINANCE/GRANTS ASSISTANT

Reports to: Finance & Administration Manager

FINANCE & ADMINISTRATION

• Assist with recording expenditures, income, and any other related transactions, in the NDI field office financial tracking/recording program (currently NetSuite).
• Prepare payment vouchers and corresponding payments. This includes verifying that all necessary documentation is received, and expense is reasonable.
• Managing cash for office operations and Petty cash and recording expenses in the registers.
• Assist the F&A Manager to ensure the books of accounts are up to date at all times, orderly, well kept, and readily available for reference and audit, when required.
• Assist the F&A Manager with the preparation of the monthly reconciliations in accordance with NDI procedures and policies.
• Assists the F&A Manager in the implementation of the internal control system and financial procedures manual of the organization.
• 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 the F&A Manager in coordinating the vehicle and driver assignment schedule.
• Perform general clerical duties, including but not limited to: photocopying, faxing, mailing, and filing.
• Assists in Coordinating and maintaining records for IT and office equipment, phones, parking, maintenance, etc.
• Research, price, and purchase office furniture, supplies and other items as needed.
  Receive and record procurements and assure the proper inventory control
• 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.

GRANTS MANAGEMENT

• Assist in grant budget amendments, closely work with the Subgrants Officer to facilitate and coordinate the closure of expired grants in compliance with USG and NDI policies and procedures.
• Support the review and consolidation of partner expense reports
• Ensure up to date and accurate records of financial status of all partners
• Filing of financial documentation in the Sub grants unit.

MINIMUM REQUIREMENTS

• Hold a university degree in Finance, Accounting, or a related field.
• Three (3) years prior experience managing grants, sub-grants, and/or similar financial work related to beneficiary management and funding management.
• Must be PC proficient with strong experience in Gmail, Google Calendar and Google Drive.
• The desired candidate must has strong verbal and interpersonal skills, proven writing skills that enable the development of clear and accurate reports, and the ability to work independently as well as part of a team.
• USAID grant experience and experience with USAID specific audits is a plus.

Please send your resume and cover letter to the Country Director & Finance & Administration Manager at: (malawi_recruitment@ndi.org) – underscore. 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 November 1, 2024 for consideration. Only shortlisted candidates will be notified.

NDI is an equal opportunity employer (EOE).