Finance and Administration Specialist

  • 2 months ago
  • Lilongwe

    Job Description

    As a federal enterprise, the Deutsche Gesellschaft Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objective in the field of international cooperation for sustainable development GIZ operates in more than 130 countries around the globe. In Malawi, GIZ has been working for more than 50 years. Malawi is a priority for German international cooperation and currently focuses on three priority areas: education, health and private sector development in rural areas. In addition to our work on these areas, we also work on public financial and economic management and social protection.

    GIZ invites applications from suitable qualified Malawians for the post of Finance and Administration Specialist for BACKUP Health.

    Position: Finance and Administration Specialist for BACKUP Health.

    Background

    BACKUP health is mandated for the period April 2020 to March 2023 to support governmental and civil society partners to leverage funding from global (health) financing mechanisms for the strengthening of their health systems. To achieve this goal, the project will collaborate with partners in four focus countries (Cameroon, Kyrgyzstan. Malawi and Nigeria) primarily on three main areas:

    • Strengthening national coordination of global health financing
    • Strengthening national health systems
    • Improving the management of health services at the decentralized level particularly with regard to the integration of globally financed programmes
    • Participation by civil society, key and vulnerable populations, human rights and gender equality are critical factors for programme success and serve as cross-cutting topics for the project.

    Responsibilities

    BACKUP Health seeks to employ a qualified professional in the area of finance and administration in Malawi who will work in close collaboration with two technical advisors, BACKUPS team in Germany, the Bilateral Malawi German Health Programme team and the GIZ Country Office. The finance and administration specialist is responsible for: providing administrative and financial services to the project effectively coordinating her/his services with the BACKUP project staff in-country and headquarter organizing the projects office management and project-related events financial planning, monitoring and accounting ensuring that financial and administrative regulations are complied with In this context, the position holder performs the following tasks in close collaboration with the BACKUP team (in country and headquarter) as well as the Bilateral Health Programme team:

    Tasks

    Administration

    The finance and administration specialist is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.) in collaboration with the bilateral project to look for synergies and economies of scale processes all relevant contract formats (e.g. local consulting contracts, subsidies, financial agreements) and supports the partners during the application process (e.g. GIZ terms and conditions) ensures that information about administrative procedures is exchanged between BACKUP project staff (in-country and headquarter), bilateral project and partners monitors the availability of office supplies and equipment and carries out procurement in accordance with guidelines; supports the project office manager in maintaining the project inventory system (OnSite Assets) is responsible for filing documents in reference files or in DMS in line with G IZ’s filing rules

    Procurement

    The finance and administration specialist procures office supplies, equipment and service locally, issues invitations to tender and processes orders up to 2,500 EUR in accordance with GIZ regulations prepares service contracts (hotel, catering, etc.) for conference services, issues invitations to tender and processes orders up to 10,000 EUR in accordance with GIZ regulations checks goods and service invoices, receipts and other (delivery) papers and payment instruction


    Finance and accounting

    The finance and administration specialist helps prepare project budget planning; checks the projects monthly requests for funds before release monitors the monthly accounting and financial plans and informs the BACKUP controller accordingly; is responsible for financial management, such as cash withdrawals, ensuring correct management of petty cash, bank accounts, preparing and entering vouchers supports recipients of BACKUP funds, checks financial reports for completeness and correctness according to GIZ standards and accompanies audits (if necessary) checks travel expense statements of BACKUP staff for approval by the supervisor

    • Reporting and communication with the bilateral health programme
    • Coordinate planning, execution and monitoring of all national, regional and district activities jointly with the bilateral projects administration team to ensure a coherent and seamless support in the health sector from GIZ.
    • Conduct regular meetings with the bilateral project manager to update on progress, report on results and seek guidance on key challenges.
    • Integrate into the bilateral projects regular team meetings and operational planning events.

    Other duties/additional tasks

    • The finance and administration specialist Performs other duties and tasks at the request by the BACKUP / GIZ management
    • Reports without any delays to the supervisor and BACKUP on all problems in administration and compliance with the rules
    • Regularly updates personal competency on GIZ process and regulation framework


    Required qualifications, competences and experience Qualifications

    • University degree in economics, finance or similar area and qualification in business administration desirable (equivalent of BA or MBA)

    Professional experience

    • At least 3 years professional experience in a comparable position, preferably within GIZ.
    • Working experience in the regional programmes/projects is preferable

    Other knowledge, additional competences

    • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

    Language skills:

    • Excellent spoken and written English in-depth understanding of accounting broad experience of administration
    • Willingness to upskill as required by the tasks to be performed corresponding measures are agreed with management

    It is expected that the period of employment will run from 01 October 2020 until 31 March 2023.

    How to apply

    Interested candidates meeting the above listed requirements should submit their application with a one-page cover letter demonstrating how they meet the above requirements, along with a detailed CV to:

    Human Resource Manager

    P.O. Box 31131

    Lilongwe

    [email protected]

    The Job Title should be clearly mentioned in the subject line. Closing date for applications is Monday, 7th of September 2020. Only shortlisted candidates will be contacted

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