Mtendere Rehabilitation Centre, located in Area 4, Malivenji Road, Mzuzu, was established to address the growing crisis of substance addiction among adolescents, offering both outpatient and inpatient treatment programmes. The Centre is seeking a Finance & Administration Officer (FAO) to join its team.

General Objective

Reporting to the Country Director, the Finance & Administration Officer (FAO) will manage the Centre's financial resources, administrative systems, procurement, records and general office operations, ensuring funds and resources are used efficiently, transparently and in line with organisational policies and donor requirements.

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.

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 or control weaknesses.
Ensure compliance with approved financial policies and procedures.

Procurement and Stores Management

Coordinate procurement of goods and services in accordance with approved 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 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.

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 implementation of staff policies and procedures.
Maintain confidentiality of employee and organisational information.

General Administration

Coordinate the day-to-day administrative functions of the Centre.
Maintain an effective filing, correspondence and records-management system.
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.

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 disposal of obsolete or unserviceable assets in accordance with approved procedures.

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.

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 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.

Qualifications and Experience

Bachelor's degree in Accounting, Finance, Business Administration, Commerce or a related field.
At least 3 years' relevant experience in finance and administration.
Experience in accounting, budgeting, financial reporting and administrative management.
Good knowledge of financial controls, procurement and records management.
Proficiency in Microsoft Office, particularly Excel.
Experience using accounting software or financial management systems.

How to Apply

Interested candidates should prepare a letter of motivation, an updated CV, and the details of at least 2 contacts who can provide professional references for their last two work experiences.
Applications citing the position should be submitted using the Apply button on this page.
Only those pre-selected for an interview will be contacted.
Application deadline: 7 November 2026.

Finance & Administration Officer (FAO)