FINANCE & ADMINISTRATION OFFICER (FAO)

OVERVIEW

Mtendere Rehabilitation Centre, located in Area 4, Malivenji Road, Mzuzu, was established in response to the growing challenge of substance addiction, particularly involving alcohol, cannabis and opiates. The problem disproportionately affects adolescents, contributing to disrupted education, criminal involvement and alarming rates of suicidal ideation.

The Centre provides comprehensive treatment through both outpatient and inpatient programmes.

Mtendere Rehabilitation Centre invites applications from suitably qualified and experienced candidates for the position of Finance & Administration Officer (FAO).

JOB TYPE: Full Time

Date of Advert: Sunday, 25th October 2026

Application Deadline: Saturday, 7th November 2026

Reports to: Country Director

POSITION: FINANCE & ADMINISTRATION OFFICER (FAO)

JOB SUMMARY

The Finance & Administration Officer will manage the Centre's financial resources, administrative systems, procurement, records and general office operations under the guidance of the Country Director.

The successful candidate will ensure that funds and organisational resources are used efficiently and transparently, in accordance with internal policies, donor requirements and applicable regulations.

DUTIES AND KEY RESPONSIBILITIES

1. Financial Management and Accounting

• Maintain accurate and up-to-date accounting records and financial documentation.
• Process payments, receipts, invoices, journals and other financial transactions.
• Manage petty cash and ensure proper accountability and reconciliation.
• Prepare monthly bank and cash reconciliations.
• Monitor cash flow and advise management on financial requirements.
• Prepare monthly, quarterly and annual financial reports.
• Monitor income and expenditure against approved budgets.
• Ensure all expenditure is properly authorised, supported and accurately recorded.
• Maintain an effective financial filing and document management system.
• Ensure timely payment of approved obligations, including suppliers, salaries, utilities and statutory payments.

2. Budgeting and Financial Controls

• Assist management in preparing annual budgets and financial plans.
• Monitor programme and departmental expenditure against approved budgets.
• Analyse budget variances and provide explanations and recommendations to management.
• Maintain effective internal controls to safeguard organisational funds and assets.
• Identify and report potential financial risks, irregularities and control weaknesses.
• Ensure compliance with approved financial policies and procedures.

3. Procurement and Stores Management

• Coordinate the procurement of goods and services in accordance with approved procurement procedures.
• Obtain quotations and prepare procurement documentation as required.
• Maintain an updated supplier and service-provider database.
• Prepare purchase orders and ensure appropriate authorisation.
• Verify that goods and services received meet the required specifications.
• Maintain accurate stock and inventory records.
• Conduct regular stock checks and reconcile physical stock with records.
• Ensure rehabilitation equipment, office supplies and other organisational property are properly recorded and safeguarded.

4. Payroll and Human Resources Administration

• Prepare and maintain accurate payroll information.
• Ensure salaries, allowances and statutory deductions are accurately processed and paid on time.
• Maintain confidential personnel files and staff records.
• Maintain records of staff attendance, leave and other relevant employee information.
• Assist with recruitment, appointment and onboarding processes.
• Support the implementation of staff policies and procedures.
• Maintain confidentiality of employee and organisational information.

5. General Administration

• Coordinate the day-to-day administrative functions of the Centre.
• Maintain effective filing, correspondence and records-management systems.
• Manage office supplies, stationery and administrative equipment.
• Coordinate meetings, workshops and other administrative activities.
• Coordinate maintenance of office buildings, vehicles, equipment and other facilities.
• Support logistical arrangements for Centre programmes and activities.
• Ensure the Centre maintains an efficient, professional and well-organised working environment.

6. Asset Management

• Maintain an accurate and up-to-date fixed asset register.
• Ensure organisational assets are properly labelled, recorded and safeguarded.
• Conduct periodic physical verification of assets.
• Monitor the condition and utilisation of Centre assets.
• Report losses, damages or misuse of organisational property to management.
• Coordinate the disposal of obsolete or unserviceable assets in accordance with approved procedures.

7. Grants, Donor and Compliance Support

• Maintain accurate financial records for donor-funded projects and programmes.
• Ensure expenditure complies with donor agreements and approved budgets.
• Assist in preparing donor financial reports.
• Maintain documentation required for donor reviews and audits.
• Ensure compliance with applicable statutory, regulatory and organisational requirements.
• Assist with internal and external audits and follow up on audit recommendations.

8. Support to Rehabilitation Programmes

• Work closely with programme and rehabilitation staff to ensure timely availability of financial and administrative resources.
• Monitor expenditure relating to rehabilitation programmes and client support.
• Ensure programme-related financial transactions are properly authorised and documented.
• Support the efficient management of resources used for clients, including accommodation, meals, transport, equipment and other approved rehabilitation needs.
• Maintain appropriate confidentiality and respect for the dignity and privacy of clients.

KEY REQUIREMENTS

Academic Qualifications

• A Bachelor's degree in Accounting, Finance, Business Administration, Commerce or a related field.

Professional Experience

• At least three (3) years of relevant experience in finance and administration.
• Experience in accounting, budgeting, financial reporting and administrative management.
• Good knowledge of financial controls, procurement and records management.

TECHNICAL SKILLS

The ideal candidate should demonstrate:

• Proficiency in Microsoft Office applications, particularly Excel.
• Experience using accounting software or financial management systems.
• Strong financial reporting and analytical skills.
• Good organisational, record-keeping and administrative skills.

HOW TO APPLY

Interested and suitably qualified candidates should submit the following documents:

1. A letter of motivation.
2. An updated Curriculum Vitae (CV).
3. Details of at least two (2) professional referees who can provide references for the applicant's two most recent work experiences.

Applications must be submitted by email only to:

Email: hrmtenderecentre@gmail.com

Email Subject: Finance & Administration Officer (FAO) – MRC2026-FAO

Closing Date: Saturday, 7th November 2026

IMPORTANT: Only applications received by email will be considered. Only pre-selected candidates will be contacted for interviews.