Finance and Administration Manager

The People over Politics Foundation (PoPF) is a Trust that seeks to equip Malawian youth with the knowledge, skills, opportunities and support they need to participate meaningfully in the Fourth Industrial Revolution through a youth-centered approach whose vision, mission statement and strategic objectives are:

VISION
A people-centered, technologically advanced, industrialization-driven, Pan-African, youth-led society in which human needs are not politicized, in pursuit of Malawi 2063 and the African Union’s Agenda 2063.

MISSION STATEMENT
To educate young people and citizens about the depoliticisation of human needs through public education and civic conversations, provision of practical support to vulnerable members of society, and mobilize young people towards industrialization through technological advancement.

STRATEGIC OBJECTIVES
a) Promotion of STEM Education among Young People;
b) Youth-Centric Industrialization;
c) Inclusive and Equitable Education for All;
d) Promoting Economic Inclusion, Indigenomics and Pan-Africanism;
e) Depoliticisation of the Mind; and
f) Any other Youth-Centric Initiative.

PoPF seeks to recruit a dynamic team to take up the positions of Executive Director, Program Manager, Finance and Administration Manager and Receptionist/Office Assistant.

POSITION TITLE: Finance and Administration Manager
REPORTING TO: Executive Director

MAIN DUTIES AND RESPONSIBILITIES

Systems, policies, procedures and risk management
1. Develop and maintain sound financial reporting systems in line with statutory, fiscal and grant requirements;
2. Ensure the reporting systems have adequate internal controls that mitigate against assessed risks;
3. Design and update financial, procurement and administration policies and procedures;
4. Ensure adherence to laid down financial management policies and procedures; and
5. Provide leadership in risk identification and mitigation within the department.

Accounting and reporting
1. Ensure accounting information is properly recorded, analyzed and reported in accordance with applicable accounting standards;
2. Monitor cashflows and bank balances to facilitate operations; and
3. Prepare periodic and annual financial reports on time and in accordance with grant agreements, statutory requirements and applicable accounting standards.

Budget management
1. Facilitate the preparation of budgets from all departments in formats that are aligned to grant agreements and other relevant requirements, facilitating budget approval by the Board;
2. Monitor cashflows and bank balances to facilitate operations; and
3. Lead in expenditure control in line with agreed mechanisms and periodically report budget performance for review and decision making.

Audits
1. Ensure audits are conducted in accordance with statutory requirements and grant agreements; and
2. Coordinate audits and ensure adequate and timely follow up of recommendations made by auditors.

Administration
1. Support recruitment, training and orientation of staff;
2. Oversee procurement, inventory, fixed assets and fleet management functions;
3. Ensure an adequate filling and archiving system is maintained; and
4. Ensure there is a conducive office environment – clean, safe, secure and adequately equipped.

People management and development
1. Ensure appropriate recruitment, orientation and deployment of staff within the department;
2. Ensure appropriate implementation of staff performance and development system within the department; and
3. Handle grievance and disciplinary matters in accordance with established policies and procedures.

REQUIRED QUALIFICATIONS AND EXPERIENCE
1. Bachelor’s degree in Accounting/Finance. A Master’s degree will be an added advantage
2. Professional Accountancy qualification such as ACCA/CIMA
3. At least 5 years’ experience at management level in an NGO with demonstrated experience managing donor funds/grants
4. Those with training in administration and human resource management will have an added advantage
5. Should be familiar with accounting packages and should also be proficient in Microsoft Office
6. Clean driver’s license

EQUAL OPPORTUNITY EMPLOYER: PoPF is an equal opportunity employer

MODE OF APPLICATION: Applications consisting of an application letter (clearly indicating the position applied for in the subject line) and a detailed CV should be emailed to [email protected]. Deadline for receipt of applications is 06 November 2026. Please note that only shortlisted candidates will be notified.