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Finance and Administrative Assistant

Date Posted: Jun 12, 2019

Job Description


Official Job Title: Finance and Administrative Assistant

Duty Station: Lilongwe

Grade (Classified) SB3

Type of contract: Service Contract

Duration: 1 year (renewable based on performance)

Closing Date: 24th June 2019

Job Purpose
The Finance and Administration Assistant will be based at Ministry of Health and Population Reproductive Health Directorate and will work under direct supervision of the Director of Finance and Administration in the Ministry and in close collaboration and overall guidance of the UNFPA staff.

Major Activities/Expected Results

  • Prepare payment requests/quarterly advances/monthly financial reports for the SRHR Program implementation in collaboration with the UNFPA and Ministry of Health Program Officers according to the Annual Work Plan.
  • Provide financial management and reporting support to partners and responsible parties within the framework of UNFPA and MOHP financial rules and regulations.
  • Timely disbursement and liquidations of funds to subcontractors in accordance with decisions of the appropriate procurement committees.
  • Consolidate monthly financial reports from responsible parties to check compliance with cash transfer voucher and appropriate budgetary codes.
  • Support the recruitment processes, payment and reporting from service providers working under Ministry of Health and Population.
  • Prepare and maintain accounts/invoices/receipts in accordance with UNFPA procedures including monitoring actual expenditure and advising on how to expedite implementation.
  • Support the implementation of HACT assurance activities including spot checks, fields visits, micro-assessment and audited accounts and ensure timely follow-up and implementation of the recommendations.
  • Ensure timely, correct management and reporting of funds to MOHP and UNFPA.
  • Coordinate minutes and reports from relevant financial/ program meetings.
  • Support budget planning and revisions and donor reporting.
  • Facilitate UNFPA supported procurement of office supplies, stationery and field assets.
  • Maintain an inventory of all assets procured from UNFPA resources in accordance with UNFPA requirements.
  • Take part in the overall management of the SRHR program and track activity implementation, expenditure and support the timely delivery of prioritized activities.
  • Facilitate a comprehensive filing system to ensure accurate audit trail based on IP agreement and UNFPA procedures and ensure RHD capacity on proper filing is built.
  • Actively facilitate communication to and with partners and with UNFPA.

Education and Experience:
  • Bachelor’s Degree in Accounting, Finance, Business Administration or related field, those with a degree or ACCA, professional certification will have an added advantage.
  • Knowledge of Malawi Civil Service administration/MPSR is required,
  • UN experience desirable.
  • 2 years’ experience in management of substantial multi-donor budgets.
  • Knowledge of up to date accounting packages.
  • Progressively responsible experience in budget administration and financial reporting.
  • Knowledge on UN procedures is an added advantage
  • Computer Literacy
  • No history of crimes related to finances/theft
  • Prudence and Integrity are critical
  • Good interpersonal and Communication skills

Required Competencies:

  • Exemplifying integrity,
  • Demonstrating commitment to UNFPA and the UN system,
  • Embracing cultural diversity,
  • Embracing change

Core Competencies:
  • Achieving results,
  • Being accountable,
  • Developing and applying professional expertise/business acumen,
  • Thinking analytically and strategically,
  • Working in teams/managing ourselves and our relationships,
  • Communicating for impact

Functional Competencies:
  • Good knowledge of accounting.
  • Ability to formulate and manage budgets, manage contributions and investments, manage transactions, conduct financial analysis and reporting.
  • Ability to implement new systems and affect staff behavioral/ attitudinal change.
  • Excellent IT skills, knowledge of Enterprise Resource Planning.
  • Languages: Excellent writing and oral skills in English and Chichewa; knowledge of another UN language is an asset.

How to apply
Interested candidates should submit their P11, CV, copy of qualifications and motivation letter quoting the vacancy number in the SUBJECT to:

The UNFPA Representative,
P.O. Box 30135,
Evelyn Court Compound
Area 13


UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline

Skills Required

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Job Detail

  • Location
    Lilongwe City
  • Company
  • Type
    Full Time
  • Positions
  • Apply Before
    24 Jun, 2019

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