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Responsibilities:
Finance
Work with the Project Director to develop and coordinate the annual
budgeting process for the project.
Develop and coordinate the projects accounting, monitoring, and reporting
systems, including establishing internal control systems in accordance with
EngenderHealth standard operating procedures and donor rules &
regulations.
Review project budgets and monitor project expenditure in line with budget
by maintaining a budget tracking/reporting system (Pipeline report).
Provide management & program staff with monthly reports and analysis as
needed to help them manage their projects.
Preparation of monthly expense report and bank reconciliation for submission
to EngenderHealth/New York.
Preparation of monthly cashflow estimate and send the cash advance request
to EngenderHealth/NY.
Ensure that all the statutory deductions returns are submitted and paid to the
authorities (Malawi Revenue Authority etc.)
Review the monthly and quarterly balance sheet reconciliations and clear any
outstanding items.
Coordinate the preparation of the office financial year end procedure, year-
end schedules and prepare audit schedules for all the balance sheet accounts
including vacation, severance, prepayments, and accruals.
Coordinate the internal and external audits.
Establish, manage, monitor and oversee all procedures for the development
and issuance of grants and subcontracts with local partners.
Establish, manage, and monitor all procedures for management of the funds
provided to program partner organizations.
Responsible for sub-contracting and local procurement of equipments and
supplies.
Manage and supervise all compliance related matters including the
development and monitoring of Corrective Action Plans, co-facilitating the
monthly compliance team meetings (with the Project Director), timely
submission of quarterly compliance reports to HQ, etc.
Provide technical support and training to the participating program partner
organizations to strengthen their financial and administrative capacities.
Supervise relevant administrative support staff such as the Grants Officer,
Bookkeeper and the Project Assistant.
Work with the corporate HR team to coordinate human resources
management including recruitment procedures for the Project, assisting the
Project Director in coordinating recruitment of long and short-term staff;
overseeing procedures for orientation and performance improvement of all
new staff; and coordinating the performance appraisal systems in
consultation with the organizations HQ HR unit; and overseeing procedures
for timesheet and leave management of staff.
Assist in the preparation of quarterly, bi-annual and annual financial reports
to HQ and donors as well as interim status reports as required.
Participate actively in new business development activities for the Malawi
Program
Carry out other duties as assigned by the Project Director and
EngenderHealth.
Administration
Qualifications:
Masters degree or other advanced degree in finance, business
administration, or other related field.
Minimum 10 years demonstrated experience in the administration and
financial management of a large program of national, and preferably
regional/international scope.
Experience in project administration with multiple partners is preferred.
Demonstrated experience with the finance and administration functions of
international and/or South African organizations.
Proven experience in development and implementation of systems for grants
and grant monitoring.
Demonstrated knowledge and technical experience in accounting,
administration and operational practices.
Minimum of 3 years supervisory experience required.
Experience in management and administration of human resources and
personnel issues.
Knowledge of US government funding rules and regulations, financial reporting
and disclosure requirements.
Demonstrated skills in negotiations and effective communications with partner
organizations and sub-grantees.
Ability to facilitate decision-making processes and to build constructive
alliances internally and externally.
Ability to provide technical support and training in finance and administration.
Knowledgeable of logistics and procurements systems for supplies and
equipment
Strong interpersonal, written and oral communication skills.
Ability to be flexible and manage and accomplish multiple priorities; goal
oriented.
Knowledgeable about information technology systems, including business
software
Strong leadership and technical skills, with proven capacity to direct and
manage change, and inspire high-performing teams.
Exceptional interpersonal, teamwork, communication, partnering and
supervisory skills.
_____________________________________________________________________________
Communications and Knowledge Management Officer
Job Summary: The Communications and Knowledge Management Officer provides
support to the EngenderHealth Malawi project in all areas related to knowledge
management and communications. She/he will play a key role in updating and
leading implementation of the country Communications Strategy to increase
effectiveness of communication internally and externally, increase knowledge
sharing and access to knowledge, increase innovation (by allowing greater access to
knowledge and ideas), improve collaboration among staff particularly across offices,
and promote cost savings by reducing duplication of efforts and increasing
efficiency. She/he will report to the Project Director.
Responsibilities:
Provide specialist communications advice and assistance to the Project
Director and Malawi team
Maintain effective internal and external relations with Engender Health
Malawi Project Office with stakeholders including sub-grantees non-
governmental organizations, government officials, media, Embassy staff and
other key actors in order to develop and maintain a high profile for the
Project;
Development and elaboration of internal and external communication
materials for the project in line with Organizational/Headquarters policies and
procedures, including a Communications Strategy;
Coordinate speakers and logistics for staff learning sessions, including
reviewing or preparing presentations;
Delivery of communications and social media training for the stakeholders
involved including sub-grantees;
Support the project and its partners in drawing lessons learned from its
communications initiatives, capitalizing experiences and sharing conclusions;
Prepare proposals for annual work programmes capable of meeting the
strategic and operational objectives outlined in the Communications Strategy
Accountable for the achievement of the agreed Communications inputs into
the annual work programmes
Multiple website management, including development of a blog, in line with
headquarters directions
Coordinating social media notices including on Facebook and Twitter
Handle day-to-day media contact and prepare press releases and statements
Write and edit articles, papers, letters, briefings; document best practices
through written stories; and other communications content on a range of
issues related to the strategy and objectives of Engender Health Malawi
Project office
Proactively apply communications expertise to the positive image and
position of Engender Health Malawi Project office in the media and relevant
specialist fora Information:
Responsible for the design, production and distribution of all communication
materials; bulletin, statements, leaflets, publications, reports and policy
documents, website etc, including building the capacity of sub-grantees in
this area;
Establish and maintain systems within the office for storing and retrieving
information in both paper and electronic form, in liaison with the
Programmes/Coordinators, and Finance and Administration Managers; and
to establish and develop databases which collate information received from
members in order to share best practice inside and outside of the
organisation
participate in the organisation of conference, seminars, meetings and other
events and ensure relevant media coverage and co-ordinate reports on such
events as required;
Assist EH staff in accessing KM tools and resources and developing
communication materials for visibility at meetings, conferences, business
development opportunities, etc.;
Prepare reports, discussion papers, briefs and other documents appropriate
for presentation to a variety of audiences
Support the production of project materials including assistance as needed on
editing, layout, and formatting;
Manage consultancies and procurements related to KM and communications,
including editing and graphic design;
Provide quality control of EngenderHealth produced materials and products
through high level editorial assistance to and review of routine project
reporting and project publications, such as technical briefs, special reports,
external briefings, and presentations and request technical assistance from
New York as necessary;
Liaise with Knowledge Management staff in New York HQ regularly to ensure
New York staff is aware of activities and vice versa;
Qualifications:
Degree in Bachelor of Arts, Communications, Journalism, or other relevant
field.
At least four years of professional experience in knowledge management,
communications, or related fields.
Exceptional interpersonal, teamwork, and communication skills.
Fluent in English and extensive experience speaking, writing and reading in a
professional capacity.
Demonstrated ability to work independently.
Experience in the use of personal computers, specifically word processing
applications.
Able to follow-up, meet deadlines and handle multiple priorities.
Cooperative manner, flexibility and dependability.
Experience working on donor-funded projects.
Prior experience working in maternal, reproductive and sexual health
preferred.
Job Summary: The Finance and Operations Officer is expected to apply principles
of accounting in analyzing financial information and prepare financial reports for the
organization. This will include managing the data entry of the accounting and
finance transactions and the preparations of financial report to the country program
she/he will support the oversight to operations of the office including Human
resources. The holder will directly report to the Finance and Operations Manager.
Responsibilities:
Qualifications:
Driver/Office Assistant
Responsibilities:
Assist in preparation for office meetings including departmental and general
staff meetings.
With guidance from the supervisor support training/workshop preparations,
seminars and or related activities by making sure that materials, equipment
and stationery are packed and delivered to venues.
Ensuring appropriate use of the assigned vehicle accounting for each trip
using the logbook and developed travel plans.
Ensure safe operation of the assigned vehicle, including inspection of
required fluids, lights, tire conditions and overall condition as well as well as
proper maintenance of the vehicle
Ensure that vehicle maintenance records are kept properly and used to
inform program assistant of any vehicle needs.
May perform appropriate/ light preventive maintenance on the vehicle.
Adhere to EH SOPs related to vehicle use.
Submit monthly and quarterly reports regarding vehicle maintenance, travel
plans and trip reports to the Project Assistant.
Report any problems identified in the vehicle and ensuring all licenses and
documents relating to the vehicle are renewed on time and as required.
Provide support to the administration unit as and when required.
Support banking duties as and when required
Provide any other support as may be requested.
Qualifications:
A minimum of advanced level Malawi School of Education Certificate, additional
training in defensive driving will be an added advantage.
Possession of a clean valid Malawian Driving License and a certificate of good
conduct are a condition for employment.
Five years driving experience in a similar or related position.
Documentation skills including writing reports, minutes and downloading
photos from a camera to a computer and filing documents
Knowledge of proper, safe operation of vehicles especially 4X4 vehicles.
Prior Experience working on donor-funded projects is a must
Extensive knowledge of the Malawi Codes and geography of the Malawi road
network
Ability to assess mechanical problems, perform light preventive maintenance
and ensure proper maintenance of vehicles
TO APPLY
Please visit the careers page at www.engenderhealth.org to submit your application
online by 27th March 2017.