Finance and Administrative Assistant

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The International Potato Center (CIP) is looking for an experienced Finance and Administrative Assistant with excellent accounting skills to provide support to CIP-Malawi – Bvumbwe Office.


About the Initiative:

 

CIP is implementing a project on Market-led Transformation of the Root and Tuber Crops Subsector in Malawi (RTC-MARKET) program, 2023 – 2024.  The goal of the project is to sustainably increase the contribution of the RTC subsector to the national economy, food and nutrition security, incomes, and employment creation through commercialization of the subsector.  It aims to transform and commercialize the RTC subsector by increasing private sector participation in the RTC value chains.  The RTC-Market Project plans to reach at least 60,000 value chain actors with market-led interventions; create at least 4,000 jobs mainly targeting women and youths; etc. 

About CIP

CIP is a member of the One CGIAR, a global research partnership for a food-secure future. One CGIAR science is dedicated to transforming food, land, and water systems in a climate crisis, and it is carried out by 13 CGIAR Centers/Alliances in close collaboration with hundreds of partners, including national and regional research institutes, civil society organizations, academia, development organizations and the private sector.

About the role

 

The Finance and Administrative Assistant will manage the financial and administrative operations of the Bvumbwe office and ensure timely delivery of financial reports, including cash and bank management, ledgers, and other aspects.  The Finance and Administrative Assistant will be based at Bvumbwe and reporting to RTC-MARKET Project Manager and the Accounting Specialist


Key responsibilities:


  • Revise, verify and prepare the confirmation of bank movements and balances.
  • Organize and verify banking transactions to ensure they are being properly processed.
  • Help maintain documentation updated in relation to CIP's base information in public and private entities to contribute to the monitoring of assignments.
  • Keep updated file system and thus ensure the proper monitoring of information.
  • Support in generating requisitions and purchase orders corresponding to the department.
  • Assist in month end/quarterly/year end close process and reporting.
  • The assist the country office in the monitoring of office budget and projects budgets and review of partners reports.
  • Organize and maintain updated official correspondence, memos and electronic communications to follow up on pending matters with limited direction.
  • Provide logistical and technical support to projects in administrative issues.
  • Assemble and draft documents, such as contracts or reports, requiring the integration of information from multiple sources and application of office technology and software, often of a highly technical and/or confidential nature, to ensure availability and accuracy of draft documents.
  • Coordinate and update the events calendar to maintain informed about staff activities.
  • Receive and screen telephone calls, letters, emails and/or visitors for the program/department to prioritize member`s attention and provide a professional impression.
  • Coordinate and manage supply chain and resource requirements to maintain an adequate level of office supplies and good functioning of equipment.
  • Provide administrative support in the formulation of the department’s budget, operational plans and related policies and procedures to facilitate Program/Department’s planning function.
  •  Oversee and keep track of budgets and overall expenses to guarantee that all charges matched and coordinate with finance when needed.
  • Coordinate national and international trips and help the program`s members to ensure all arrangements (travel and lodging) and travel matters are being followed correctly
  • Keep updated and organized administrative papers, such as program’s publications and trips report to maintain the database accurate.
  • Support the recruitment processes and coordinate the orientation programs of new staff
  • Support in the preparation of national staff contracts and consultancy contracts following labor regulations and internal guidelines: request appropriate clearances and final Regional Leader approval.
  • Comply with national and international health and safety laws, regulations and standards




Requirements

What are we looking for?


  • Bachelor's degree in finance, accounting, or administration
  • Excellent skills in handling office technology and software applications
  • Experience working with donor funded projects
  • Ability to organize department activities and processes
  • Not less than three years of experience in similar position in a non-for-profit organization
  • Experience in procurement and logistics will be an added advantage.


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