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. Experience 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.