Finance And Administrative Manager

VACANCY ANNOUNCEMENT@ BHUBESI PRIDE FOUNDATION (BPF)

POSITION: FINANCE AND ADMINISTRATIVE MANAGER 

Location: Lilongwe

Background

Bhubesi Pride Foundation (BPF) is a local NGO registered with NGORA, which exists to empower young people in Malawi through inclusive sports, education, health and mindset change programs for sustainable communities. The organization has built a sports and education community centre in Pheleni Village – Mzumanzi which is a hub for all its programs. As BPF continues the implementation of its 2025 – 2030 Strategic Plan, the organization is seeking a dynamic, values-driven, and highly competent professional to strengthen and advance its finance, administrative, human resources and operational systems in support of our growing impact.

ROLE PROFILE

Position: Finance and Administrative Manager

Location: Bhubesi Pride Foundation Mtema Sports and Education Community Center in Pheleni Village – Mzumanzi, Lilongwe

Reporting to: Executive Director

Job Profile

The Finance and Administrative Manager reports directly to the Executive Director and is responsible for overseeing the day-to-day financial operations, human resources and administrative functions of the organization. This role involves line management and supervision of the Finance and Administrative Assistant and 5 maintenance staff members, conducting performance appraisals, and managing recruitment processes as needed.

This is a management role suited to a professional who thrives in a mission-driven environment and is passionate about building and implementing strong systems that enable programs to flourish.

Main Roles and Responsibilities

Financial Management

• Ensure all financial transactions related to administration and program activities comply with established standards and procedures.

• Maintain and update financial procedures, ensuring adherence across all programs and developing systems to meet program needs.

• Prepare monthly financial reports, managing cash flow to ensure sufficient funds are available.

• Produce monthly and quarterly financial forecasts.

• Collaborate with the Executive Director to lead the annual budgeting and planning process; administer and review all financial plans and budgets; monitor progress and inform the Executive Director of the financial status regularly.

• Prepare monthly profit and loss statements, balance sheets, and cash flow reports.

• Establish and maintain an organized finance filing system.

• Conduct internal quarterly audits in accordance with established procedures.

• Ensure all financial transactions and liquidations meet minimum financial standards.

• Coordinate and supervise all external audit processes as per organizational policies.

Administration and Facility Management

• Oversee administrative functions and management of the BPF Mtema Sports and Education Community Center to ensure efficient and consistent organizational operations.

• Supervise and guide maintenance staff in their daily duties.

• Ensure timely payment of annual subscriptions and operating licenses (e.g., CONGOMA, NGORA).

• Facilitate timely payments to suppliers and service providers to ensure smooth operations.

• Oversee facilities management to maintain organizational assets, including vehicles and buildings, ensuring they are secure, well-maintained, and operational.

• Manage sports kit inventory, ensuring items are kept in good condition and establish an effective kit management system.

Logistics and Procurement

• Manage procurement of third-party goods and services efficiently, including obtaining quotes, managing stock (e.g., stationery), and negotiating contracts.

• Oversee building maintenance and insurance matters.

• Ensure strict adherence to procurement policies.

• Manage banking relationships, vendor accounts, and financial transactions.

• Oversee logistical operations, including fuel liquidation, travel arrangements, and program event logistics.

• Supervise the organization’s vehicle fleet management.

• Maintain an up-to-date asset register for all organizational assets.

Human Resource Management

• Oversee compensation, recruitment, performance appraisals, and staff training and development activities.

• Develop and implement the organization’s conditions of service in compliance with Malawi employment laws.

• Manage performance of finance and maintenance staff according to job descriptions, performance agreements, and organizational policies; evaluate performance against agreed objectives.

• Ensure compliance with all relevant Malawi laws, including labor and tax regulations.

• Maintain valid staff contracts and up-to-date job descriptions for all employees.

• Conduct annual performance appraisals and set objectives with staff.

• Create and maintain a filing system for all HR records, including contracts, leave, and appraisals.

• Develop and improve recruitment processes, systems, and procedures.

Qualifications, Skills, Knowledge, and Experience

• Minimum of a Bachelor’s Degree in Finance or a related field from a NCHEaccreditated institution. Candidates with a Masters Degree will have an added advantage.

• Minimum of 5 years’ experience in a similar finance and administrative management role within an NGO.

• Practical knowledge of financial management in non-profit organizations.

• Practical knowledge of human resource processes and systems.

• Exeperience using Quickbooks Accounting Package.

• Experience working with children and young people is an advantage.

• Possession of a valid Malawi driving license.

• High levels of integrity, organization, leadership, and attention to detail

Mode of application

Interested and qualified candidates should submit the following:

• Motivation letter not more than 1 page including expected gross salary.

• Curriculum Vitae (CV) with contactable phone numbers not more than 3 pages

• Copies of relevant certificates

• Names and contact details of three (3) professional, traceable referees

Applications should be sent via the following Email: malawihr@bpfafrica.org

Or hand-delivered to:

BPF Mtema Sports and Education Community Centre Pheleni Village, T/A Mtema, Lilongwe

Closing Date: On or before 15 April 2026 (close of business)

Interviews are expected take to place on 22 April 2026 and the successful candidate is expected to take up post by 1 May 2026.

Email subject line / Envelope title: Finance and Administrative Manager – “Name of Candidate”

Female Candidates are strongly encouraged to apply.

To uphold a fair and transparent recruitment process, we kindly ask all applicants not to contact staff members to support their application. Any such attempts may affect your eligibility.