Job Description
Wala Limited is an innovative company dedicated to empowering farmers through solar-powered technologies. Our inclusive business model aims to improve the way low-income stakeholders access energy for increased agricultural productivity.
Job Summary:
We are seeking a highly analytical and professionally qualified Finance and Admin. Officer to join our Finance and Administration Department. You are – ideally – highly-analytical and professionally qualified because we require someone who will be responsible for the everyday tracking and support of the financial health of Wala Limited by contributing to the development of and abidance to financial procedures. Your duties will include real-time monitoring of the company’s budget, participating in audits, monitoring transactions, and preparing invoices. To succeed in this role, you must demonstrate in-depth knowledge of financial and procurement policies, procedures, and systems. In addition to being an excellent communicator, ideal candidate will also have outstanding analytical and time management abilities.
Above the technical competences, we are looking for a driven, long-term sighted individual who has an authentic interest in contributing to Malawi’s socio-economic development and is willing to grow within a multicultural, dynamic and innovative organization.
Key Responsibilities:
Payment Processing and Filling Management:
- Preparing payment vouchers when all approvals have been sought from relevant authorities
- Preparing cheque/online payments as the case may be for all approved payments
- Filling invoices, receipts, delivery notes and quotes systematically for ease retrieval
- Making sure that relevant supporting documentation are attached to all payments before processing.
- Keeping/ filling complete and accurate record of all petty cash transactions
- Assisting in maintenance of accounting and bookkeeping company’s filing system for easy retrieval.
- For all taxes related to payments are correctly, accurately deducted and remitted in accordance to statutory regulations including PAYE, Value Added Taxes and withholding taxes
- Attaching withholding taxes and Value Added Taxes certificates to payments as the case may be when making payments
- Timely payment of staff salaries, MASM, pension and suppliers
Reporting and Budgeting:
- Leading preparation of monthly/quarterly expenditure and cashflow projection for the company for Finance Manager review
- Preparation of monthly/quarterly variance report for the Finance Manager review
- Assisting the Finance Manager in preparation of company budget and accounts
- Preparing monthly bank reconciliation report for Finance Manager review and ensuring that they are approved by Chief Executive Officer
- In conjunction, with sales and procurement teams prepare sales, debtors, payable, inventory schedules, and fixed asset register.
- Providing information to Finance Manager for the preparation of company accounts
- Assisting in the preparation of company audits and ensuring all audit schedule are prepared for Finance Manager review prior to audits
- Preparing the procurement reports eg inventory report etc
- Checking the field liquidation reports for Finance Manager review and ensuring that they are approved by Chief Executive Officer
Cash and Bank Management:
- Timely deposit of all cheques, cash, and cash balances
- Timely follow up on liquidations from project team and ensure timely liquidation
- Daily update of cashbook ledgers
- Informing the Finance Manager on timely manner any deposit or receipt of funds from customers and donors
- Monitoring of account balances to avoid dishonored payments
- Responsible for petty cash and producing an expenditure report of petty cash float.
- Timely replenishment of petty cash float
Procurement
- Provide overall coordination of activities in related to procurement for the company.
- In conjunction with the Finance Manager, establish and maintain an internal tracking system that ensures expenditures are properly coded to the various project budget items and categories.
- Implement proper control and monitoring procedures for procurement processes, responsible for ensuring transparency and value for money
- Review receipts for goods purchased, quotations, evaluations and negotiations of all goods and services to ensure compliance with procurement regulations.
- Create and update a pricing and potential vendor list for most commonly used items for the company.
- Making recommendations to management on improvements for finance, administration, procurement and logistics processes.
- Responsible for and following up on customs and duty with the relevant government offices.
- Effectively apply specialized knowledge of logistics and procurement to timely source goods and services.
Loans & Credit Management
- Evaluating the creditworthiness of potential customers.
- Creating and implementing credit scoring models for risk assessments.
- Approving and rejecting loans based on available data.
- Calculating and setting loan interest rates.
- Negotiating the terms of the loan with new clients.
- Managing debt settlement and loan renewals.
- Ensuring all loans and lending procedures comply with regulations.
- Maintaining records of all company loans.
- Monitoring loan payments and bad debts.
- Paying attention to and ensuring [re]payments.
- Creating, reviewing and updating the company’s credit policies.
Administration & Logistics
- Provide overall coordination of activities in related to administration and logistics for the company.
- Establish, maintain and reinforce a catalogue of procedures governing administration, procurement, contracting and logistics support activities for the company.
- Ensure the proper design and timely functioning of service- and support-oriented administration and procurement management systems.
- Establish and maintain centralized records of all aspects associated with administration, procurement and logistics to be utilized for reporting purposes.
- Responsible for consistent communication, coordination and responsiveness on the status of administration, procurement and logistics activities.
- Implement effective internal control of assets, inventory and property management.
- Assist in the coordination of vehicle control, supervision of driver, and management of staff movements.
Professional and Academic Background/Expertise:
- Higher education qualification in Finance, Accounting or relevant field.
- A minimum of two (2) years’ experience in a similar role.
- In-depth knowledge of financial regulations, accounting, procurement and administrations processes.
- Outstanding financial analytical skills.
- Outstanding time management skills.
- Strong attention to detail.
- Excellent written and verbal communication skills.
Competencies:
- Integrity, honest and highly ethical
- High levels of professionalism
- Self-starter who is able to work well with minimal supervision
- Continuous learning and knowledge sharing
- Ability to produce deliverables in due time and with quality standards
- Ability to explain complex concepts in a simple manner
- Strong analytical skills
- Strong oral and written communication skills in English and Chichewa
- Ability to organize and interpret data and present findings in both oral and written form.
Career Opportunity:
If you are looking for a challenging but rewarding transition and see yourself as a fit for the role, reach out to us by submitting your application (cover letter and CV with at least three traceable referees) to hr@walacleanenergy.com by the 02 September 2024
Clearly state “Finance and Administration Officer” in the subject of your email application. Only shortlisted applicants will be contacted for interviews.
Deadline for submissions is 02 September 2024.
Qualified women are strongly encouraged to apply!