Finance, HR and Administration Manager – Projects

MALAWI NETWORK OF AIDS SERVICE ORGANIZATIONS (MANASO)

JOB DESCRIPTION

Position: Finance, HR and Administration Manager – Projects
Duty Station: MANASO Secretariat – Lilongwe

Position Summary:

The Finance, HR and Administration Manager will be responsible for providing comprehensive support in finance, human resources, and administration for all MANASO projects. The role ensures effective financial management, compliance, staff support, and efficient administrative systems in line with MANASO’s policies, donor requirements, and national laws.

This position works closely with the Finance and Administration team, Project Managers & Officers, and other stakeholders to ensure accountability, efficient use of resources, and smooth organizational operations.

Key Responsibilities and Duties

1. Financial Management and Compliance

• Facilitate and maintain accurately record, verify, and post all financial transactions in line with GAAP, donor regulations, and MANASO financial policies.
• Facilitate and support up-to-date ledgers, cashbooks, payroll, and monthly project expenditure reports.
• Review activity retirements and supporting documentation to ensure accuracy and compliance.
• Facilitate and prepare monthly project reconciliations and produce timely, accurate financial reports for donors and management.
• Monitor budget utilization, analyze variances, and provide recommendations to project managers and senior management.
• Facilitate and maintain comprehensive and well-organized financial records to support audits and strengthen accountability.
• Provide financial management advice and guidance to management for informed decision-making.
• Ensure compliance with all applicable Malawi statutory and regulatory requirements.

2. Audit and Accountability

• Facilitate internal and external audits by maintaining well-organized and complete financial documentation.
• Support audit responses and ensure timely implementation of recommendations.
• Maintain an effective filing system for financial records to support accountability and transparency.

3. 3. Human Resources (HR) Management

• Support recruitment processes including advertising vacancies, shortlisting, and scheduling interviews.
• Maintain updated staff records, contracts, and personnel files in line with HR policies.
• Process monthly payroll and ensure statutory deductions (PAYE, pension, etc.) are accurate and submitted on time.
• Support staff induction, orientation, and training in HR policies and procedures.
• Monitor staff leave days, performance appraisals, and contract renewals.
• Provide day-to-day HR support to staff to ensure compliance with labor laws and organizational policies.

4. 4. Administration and Office Management

• Manage procurement processes in line with MANASO procurement policies and donor requirements.
• Oversee the maintenance and inventory of office assets, equipment, and supplies.
• Support logistical arrangements for workshops, trainings, meetings, and travel.
• Ensure effective filing, documentation, and archiving systems for administrative records.
• Manage service providers and contractors to ensure timely delivery of services.
• Support the safe custody and insurance of organizational assets.

5. 5. Capacity Strengthening and Support

• Provide financial, HR, and administrative guidance to project staff and implementing partners.
• Support training of staff and partners in financial compliance, HR policies, and administrative procedures.
• Collaborate with program teams to ensure sound resource planning and accountability.

6. 6. Other Duties

• Safeguard the integrity of financial, human, and material resources entrusted to MANASO.
• Ensure compliance with organizational safeguarding and PSEAH policies.
• Perform any other duties as assigned by the Head of Finance and Administration or management.

7. Qualifications and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or related field.
• Minimum of 5 years’ progressive experience in finance, audit, HR, and/or administration roles.
• Experience working with donor-funded projects (Global Fund, USAID, PEPFAR, UN agencies, etc.) is an advantage.
• Professional qualification (ACCA, CIMA, ICAM, or HR certification) is desirable.
• Strong computer literacy with proficiency in accounting and HR software packages.

8. Desired Skills and Attributes

• High level of integrity, accountability, and professionalism.
• Strong analytical, organizational, and problem-solving skills.
• Excellent interpersonal and communication skills with the ability to work effectively in a team.
• Ability to manage multiple priorities.
• Strong knowledge of Malawi labor laws, financial regulations, and donor compliance.

9. Safeguarding

The candidate is expected to demonstrate commitment to safeguarding the rights of children, adolescents, women, and marginalized groups. Any person with a criminal history in relation to Sexual Exploitation, Abuse, or Harassment (SEAH) will not be considered. The successful candidate will undergo police clearance and will be required to sign a declaration form to abide by MANASO’s PSEAH Policy. In addition, the successful candidate will be subject to thorough reference checks.

Submit your cover letter and curriculum vitae to finance@manaso.mw