Junior Finance & Administration Officer

Job Description

The German Federal Ministry for Economic Cooperation and Development (BMZ) commissioned the GIZ to implement the Social Protection Programme (SPP) in Malawi. The SPP programme has been operational in Malawi since 2015 and has entered its second phase (2018-2021). The SPP seeks to support the Government of Malawi to strengthen the coordination and implementation of the Malawi National Social Support Programme II (MNSSP II).

GIZ SPP consists of a team working closely with Poverty Reduction Strategy Papers (PRSP) at national level and hub teams that provide technical support to the districts in the respective hubs to help implement different in thematic areas including financial inclusion, public works and watershed management, harmonized grievance and redress mechanisms, district coordination and graduation.

GIZ Social Protection Programme seeks to recruit suitably qualified Junior Finance & Administration Officer to support the implementation of social protection programme in the Southern Region’s Blantyre Office.

The incumbent works under the supervision of the HOA and performs the following tasks:

A. Responsibilities

The Junior Finance and Administration Officer is responsible for

  • assisting the financial and administrative processes in the project and field offices in line with the GIZ financial management and accounting procedures and PuR
  • facilitating the project with an efficient and effective administration and IT service
  • identifying relevant problems and issues and assists in formulating implementation-oriented solutions
  • Keep financial records and perform financial procedures (e.g receipts, payment requests, petty cash)
  • Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations

B. Tasks

1. Finance

  • manages the daily cash funds in accordance with GIZ’s Instructions for management of cash accounts’ and ensures proper entry into the Winpaccs cashbook accounting package.
  • prepares vouchers in accordance with standard operational procedures to enable authorisation for payments
  • prepares regularly submission of vouchers to the Programs main office in Lilongwe
  • processes the reimbursement of travel expenses (travel claim settlements) if requested
  • processes collection of reimbursement of private miles/calls in accordance with the project internal operational procedure
  • supports to processes all kind of invoices and other financial requirements

2. Administration

  • supports that the office premises and office equipment are well maintained
  • supports provision of services/goods related to the project, monitors the implementation of the same where responsibilities are assigned to
  • renders all kind of assistance necessary to prepare/implement/follow up workshops, trainings, meetings (for the team/ with partners)
  • supports to coordinate the work of support staff (Bands 1 & 2).
  • maintains all workshop and meeting materials,
  • assists in the preparation and organisation of information and material, and supports the production of hand-outs, brochures, leaflets or other PR material e.g. by copying
  • Participates on trainings, workshops, meeting etc. on request and assists with payments on the ground, documentation during workshops by taking minutes, preparing photo documentations etc.
  • supports the preparation of presentations when required
  • assists in handing over of equipment/material to the project partners and maintains the record according to GIZ PuR

3. Procurement

  • Preparation of supplier shortlist in accordance with GIZ Supplier pre-qualified list
  • Request for quotations to shortlisted suppliers according to GIZ standards
    nuf0a7 Preparation of supplier evaluation sheet
  • Preparation of Local Purchase Order (LPO) to successful bidder
  • Maintain records of purchases, pricing, and other important data
  • Support development of procurement plans at Hub level
  • Negotiate the best deal for pricing and supply contracts
  • Ensure that the products and supplies are high quality
  • Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development
  • Work with team members and National SPP Procurement Officer to complete duties as needed

4. Other duties/additional tasks

  • ensures creation and/or updating of list of contacts and addresses (telephone, email) of project related stakeholders and partners
  • supports all kind of travel arrangements for national and international staff on request
  • assists in training of project staff on administration, finance procedures
  • assists in preparation/implementation of trainings for partner institutions
  • performs other duties and tasks on request of the management

C. Required qualifications, competences and experience

Qualifications

  • Bachelor’s Degree from a recognized university for Business Administration/Finances or related fields
  • Professional experience
  • 7 2-3 years of experience in this area

Other knowledge, additional competences

  • knowledge of accounting software (Winpaccs cash/bank book an asset)
  • very good working knowledge of IT technologies (related software, phone, email, the internet) and computer applications (MS Office)
  • very good command of English (fluent spoken and written, knowledge of German will be an asset
  • reliable and trustworthy
  • working knowledge with International Organisations.
  • good organisational skills with a high preference for accuracy and quality
  • highly motivated with a service-oriented attitude
  • willingness to up-skill as required by the tasks to be performed

willingness to travel on request

GIZ Social Protection Programme seeks to recruit suitably qualified Junior Finance & Administration Officer to support the implementation of social protection programme in the Southern Region’s Blantyre Office.


Position: Junior Finance & Administration Officer

The incumbent works under the supervision of the HOA and performs the following tasks:


A. Responsibilities

The Junior Finance and Administration Officer is responsible for

  • assisting the financial and administrative processes in the project and field offices in line with the GIZ financial management and accounting procedures and PuR
  • facilitating the project with an efficient and effective administration and IT service
  • identifying relevant problems and issues and assists in formulating implementation-oriented solutions
  • Keep financial records and perform financial procedures (e.g receipts, payment requests, petty cash)
  • Maintain the accounting reporting process, ensuring the accuracy and completeness of ledgers and all supporting documentation and compliance with finance and procurement regulations


B. Tasks

1. Finance

  • manages the daily cash funds in accordance with GIZ’s Instructions for management of cash accounts’ and ensures proper entry into the Winpaccs cashbook accounting package.
  • prepares vouchers in accordance with standard operational procedures to enable authorisation for payments
  • prepares regularly submission of vouchers to the Programs main office in Lilongwe
  • processes the reimbursement of travel expenses (travel claim settlements) if requested
  • processes collection of reimbursement of private miles/calls in accordance with the project internal operational procedure
  • supports to processes all kind of invoices and other financial requirements

2. Administration

  • supports that the office premises and office equipment are well maintained
  • supports provision of services/goods related to the project, monitors the implementation of the same where responsibilities are assigned to
  • renders all kind of assistance necessary to prepare/implement/follow up workshops, trainings, meetings (for the team/ with partners)
  • supports to coordinate the work of support staff (Bands 1 & 2).
  • maintains all workshop and meeting materials,
  • assists in the preparation and organisation of information and material, and supports the production of hand-outs, brochures, leaflets or other PR material e.g. by copying
  • Participates on trainings, workshops, meeting etc. on request and assists with payments on the ground, documentation during workshops by taking minutes, preparing photo documentations etc.
  • supports the preparation of presentations when required
  • assists in handing over of equipment/material to the project partners and maintains the record according to GIZ PuR

3. Procurement

  • Preparation of supplier shortlist in accordance with GIZ Supplier pre-qualified list
  • Request for quotations to shortlisted suppliers according to GIZ standards
    nuf0a7 Preparation of supplier evaluation sheet
  • Preparation of Local Purchase Order (LPO) to successful bidder
  • Maintain records of purchases, pricing, and other important data
  • Support development of procurement plans at Hub level
  • Negotiate the best deal for pricing and supply contracts
  • Ensure that the products and supplies are high quality
  • Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development
  • Work with team members and National SPP Procurement Officer to complete duties as needed

4. Other duties/additional tasks

  • ensures creation and/or updating of list of contacts and addresses (telephone, email) of project related stakeholders and partners
  • supports all kind of travel arrangements for national and international staff on request
  • assists in training of project staff on administration, finance procedures
  • assists in preparation/implementation of trainings for partner institutions
  • performs other duties and tasks on request of the management


C. Required qualifications, competences and experience

Qualifications

  • Bachelor’s Degree from a recognized university for Business Administration/Finances or related fields
  • Professional experience
  • 2-3 years of experience in this area

Other knowledge, additional competences

  • knowledge of accounting software (Winpaccs cash/bank book an asset)
  • very good working knowledge of IT technologies (related software, phone, email, the internet) and computer applications (MS Office)
  • very good command of English (fluent spoken and written, knowledge of German will be an asset)
  • reliable and trustworthy
  • working knowledge with International Organisations.
  • good organisational skills with a high preference for accuracy and quality
  • highly motivated with a service-oriented attitude
  • willingness to up-skill as required by the tasks to be performed
  • willingness to travel on request

How to apply

Interested candidates meeting the above requirements should submit their applications, with a one-page cover letter demonstrating how they meet the above requirements, along with a detailed CV (max. 5 pages). Clearly indicate in subject line the position being applied for. Only accepting applications sent via email. Do not hand deliver or send your applications via post.

Email to: [email protected] 

The closing date for applications is 29th December, 2020. Only shortlisted candidates will be contacted. GIZ is an equal opportunities employer. Women and young professionals are encouraged to apply!


Skills Required


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