Malawi: Deputy Country Director Malawi – Finance & Operations

Location: Lilongwe, Malawi

Responsible to: Country Director, Malawi

Responsible for: Finance, Administration and Operations staff (35 staff total)

Please note: All candidates must submit an application form- we do not accept CVs. Please see below for details

About Concern Universal

Concern Universal's vision is a world where justice, dignity and respect prevail for all. Working in partnership, Concern Universal challenges poverty and inequality by supporting practical actions that enable people to improve their lives and shape their own futures. Founded in 1976, Concern Universal currently works in 12 countries in Africa, Asia and Latin America. By working directly with partners and communities to identify real opportunities for lasting and positive change, we facilitate a variety of projects that promote food security, access to safe water and improved sanitation and respect for rights.

Concern Universal is committed to working alongside communities and our partner organisations to support local initiatives that improve the lives of people living in some of the world’s poorest countries. Strengthening the ability of local communities to establish and sustain development initiatives is a central theme of our work. Concern Universal works in partnership with organisations that share our commitment to accountability and service within a community-based approach: in all our work we aim to maintain a cost-effective, professional and practical approach while also attaining best-practice standards. Concern Universal is responsive to community needs. Distinctive country strategies, developed with the participation of partners, communities, and other key stakeholders, emerge from this.

Concern Universal has operated in Malawi since the late 1980s creating opportunities for lasting improvement in peoples’ lives. We work in partnership with District Councils and communities to implement development interventions reaching over 1,000,000 rural people each year. As such Malawi is by far the largest of Concern Universal’s country programmes. Over the past twenty years we have gained significant experience across a range of sectors including agriculture; climate change and Disaster Risk Management; Water, Sanitation and Hygiene (WASH); microfinance; malaria prevention and control; community mobilisation and capacity building at District, Sub-District and Community level; and cross-cutting work on HIV/AIDS, Gender, Rights and Environment.

Concern Universal Malawi’s three Objectives for the period 2011-2016 are:

1. Service Delivery: Increased quality and coverage of community focused service provision;

2. Reducing Vulnerability: Targeted interventions to enhance community resilience to climate change and increase agricultural production ;

3. Pro-Poor Growth: Stimulating local economic development and pro-poor growth.

With an annual turnover of approximately £10m, Concern Universal currently works in 14 Districts across Central and Southern Malawi though with greatest focus in five Districts where we have a particularly strong track-record and partnership with District authorities – Dedza, Ntcheu, Balaka, Phalombe and Thyolo. In addition to these Districts we will look to work in other areas of the country where national indicators and Government of Malawi priorities suggest that we can have a significant, positive and sustainable impact on people’s lives in line with our three strategic objectives.

CUMO Microfinance Limited, a subsidiary of Concern Universal, is one of the largest rural financial service providers in Malawi serving more than 60,000 clients in 14 districts with a variety of cash loan, savings, farm input, and micro-insurance products.

Job Purpose

The DCD – Finance & Operations will provide strategic leadership and management in developing the Concern Universal programme in Malawi. After a sustained period of growth in scale of operations, s/he will spearhead a major review and renewal of Concern Universal’s finance and administration systems and processes. Particular attention will be paid to ensure full cost recovery, donor compliance and effective linkages with programme team colleagues. S/he will be expected to work closely and coordinate with the rest of the Senior Management Team.

Duties and Responsibilities

Financial Management

• Financial accounting, including ensuring:
  • the completion and clearance of control account, balance sheet, bank and other reconciliations
  • the management of staff floats by department and ageing
• Preparation of financial statements and trial balances
• Budgeting, management accounting and reporting:
  • for Malawi senior management team
  • for Head Office (core budget reforecasting, cashflow and co-financing)
• Management of relevant and appropriate accounting systems
• Review of donor financial reports (including project management reports) for completeness and accuracy, and assistance with proposal budgeting, other donor reporting and related issues.
• Banking, treasury and cash management services (including the set-up, management and staff training of data on online banking systems)
  
• Corporate governance and internal controls
  
• Risk analysis and mitigation
  
• Annual audit and tax compliance
• Manage the performance of staff in line with job descriptions and Concern Universal policies
• Perform periodic monitoring visits to field and partner offices.
• Support and advise the Country Director in all finance and administration decisions, and prepare timely and useful management information.
• Ensure compliance with donor contract requirements.
  

Human Resource Management

• Recruit and select all new staff, in conjunction with the Country Director.
• Ensure compliance with all national laws including Malawi’s Labour & Tax Laws.
• Ensure existence of a valid contract and up-to-date job descriptions for all staff.
• Ensure annual appraisals are performed and objectives agreed with all staff.
• Maintain all HR records, including those relating to staff contracts, annual leave, performance appraisals, and emergency contacts
• Manage the process of updating National Staff Terms and Conditions and ensure compliance with terms contained therein.
• Build capacity of direct reports and local partner finance staff.

Logistics, IT & Procurement

• Ensure all vehicles are roadworthy and are adequately insured and maintained.
  
• Manage all property leases and maintenance of buildings and grounds.
  
• Manage all travel arrangements, including allocation of road worthy vehicles to journeys for programme implementation and availability of drivers for the journeys.
  
• Responsible for ensuring implementation and adherence to Concern Universal’s (and donor) Procurement policy.
  
• Ensure efficient use of resources and value for money procurements; managing banking and vendor relationships and accounts.
  
• Ensure the integrity and confidentiality of data entry and reporting, with accurate documentation filing and management.
  
• Oversee the purchasing, cataloging and maintenance of the organization's assets; and that these are effectively maintained.
  
• Develop and manage the office’s information management system, integrating both paper and electronic data.
  
• Supervise day-to-day IT systems by engaging maintenance and service contractors.
  
• Oversee all filing and archiving of records, both electronically and hard copies.
  
• Monitor security situation and report to senior management as necessary.
  
• Any other duties that may be assigned by the Country Director.
  

Person Specification

Qualifications

• Professional qualification in Accounting (CPA/ACCA/CIMA) or Finance Management

Experience

• At least 7 – 10 years’ experience in a Financial Management position
• At least 7 - 10 years’ of progressively responsible staff and office supervisory experience, including direct supervision of a staff team and evaluation of performance and deliverables.
• At least 5 years’ experience supervising an organisation's administrative systems and processes (HR, procurement, contracts management, logistics and IT).
• Demonstrable experience of improving administrative systems and processes
• Experience or familiarity with the NGO sector, especially with major donor financial reporting and auditing requirements.
• Experience of working in a developing country.

Professional skills

• Strong computer skills and working knowledge of IT systems and processes.
• Proven knowledge of computerised accounting systems software packages.
• Experience of training and transferring skills to other staff members (workshop and one-to-one coaching).
• Proven ability both to solve complex accounting problems and communicate effectively on these with non-specialist staff.
• Excellent organizational and leadership skills and strong track record of meeting deliverables and deadlines.
• Strong leadership skills and demonstrated ability to hold staff accountable.

Personal skills and attributes

• Fluent in written and spoken English.
• Strong communication and interpersonal skills, ability to work well in a diverse team.
• Ability to work independently and prioritise effectively to achieve results and solve problems.
• Keen attention to detail.
• Driven and self-motivated with a positive outlook and a flexible and adaptable disposition.
• Ability to interact respectfully and professionally across cultures and a commitment to humanitarian values.

Terms and Conditions

Highly competitive salary and benefits

Location: Lilongwe, with occasional travel across Malawi

To apply for this position, candidates must submit a completed Application Form to applications@concern-universal.orgby 6 September 2016.

Please visit www.concern-universal.org to download the Application Form. If you have difficulty accessing it, then contact us at the above e-mail address.

Shortlisted candidates will be invited to initial telephone interviews. Please note that only shortlisted candidates will be contacted.

Malawian nationals are strongly encouraged to apply