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Job Description

Global AIDS Interfaith Alliance (GAIA) in partnership with World Education Inc. /Bantwana Initiative (WEI/Bantwana) is implementing a USAID funded Ana Patsogolo Program/ Project. The program sets out to change life trajectories for orphans and vulnerable children (OVC) and highly vulnerable adolescent girls and young women (AGYW) in Malawi’s 8 districts in the Southern Region. These two overlapping populations live with escalated and intersecting risks for HIV infection, gender based violence and poor sexual and reproductive health and we need to provide solutions by integrating social protection supports and health services that will enable them not only adhere to treatment but also to thrive to adulthood.

GAIA in partnership with Bantwana seeks to recruit a highly motivated and suitably qualified financial personnel to support the implementation of OVC and AGYW Ana Patsogolo activities in Mulanje and Phalombe Districts in the following available position.

Job Title: Finance and Administration Assistant

Reports to: Finance and Administration Officer.

Program/Project: Global AIDS Interfaith Alliance/Ana Patsogolo Project

Location: Mulanje

Job Summary

The Finance and Administration Assistant will provide support to the Finance and Administration Officer so as to ensure that the ANA Patsogolo Program is compliant with Donor regulations and that donor funds are safeguarded and used for intended purposes.

Key Result Areas Specific Responsibilities and Duties
  • Assist Finance the Finance and Administration Officer in reviewing partner financial reports and supporting document to ensure that they are accurate and comply with (1) good accounting practices (2) WELICSAID rules and regulations
  • Raise voucher review queries with program staff and follow up responses
  • Draft liquidation covers
  • Updating all program files.
  • Assist Finance and Administration Officer to address field link queries.
  • Ensuring that programs comply with all set provisions of sub award agreements and program policies and procedures.
  • Reporting comp once issues and activities on a regular is to the Supervisor
  • Preparing formal and informal responses to investigations, inquiries, and requests with guidance from the Supervisor.
Administrative duties.
  • Assist in arranging and facilitating meetings, training, workshops and other events through timeIy venue bookings and coordination of logistical support services.
  • Make formal bookings for staff accommodation.
  • Assist in transport and logistics of the program.
Procurement & Logistical functions.
  • Carry out day to day procurement duties for the program which involve:
    1. Reviewing purchase requisitions for completeness. accuracy and specification as they arrive.
    2. Solicit for Quotes from prequalified suppliers and identify new vendors whenever need arises.
    3. Prepare bid analyses and share with the Finance and Administration Officer /IPC for review and approval of recommendations
    4. Prepare ion of Local Purchase Orders and issuance of approved orders to approved bidders
    5. Raise Procurement Requisition Form (PRF) as directed by Finance and Administration Officer.
    6. Awarding Preferred Supplier Agreements and supervising contractor’s performance
    7. Ensure all purchasing activities are done according WEI/Bantwana policies and USAID rules and regulations
  • Ensuring that are within the stipulated timeframe.
  • Ensure payment for goods and services upon delivery and invoicing by vendors is done in a timely manner
  • Vendor Contract Management, track contracts delivery timeframe and end period and payment dues and consult with the Finance and Administration Officer on the next step of action
  • Act on behalf of the Finance and Administration Officer in trouble shooting problem as they arise in his absence.
  • Perform any other duties assigned by the Finance and Administration Officer.
Specifications Qualifications, Skills and Knowledge 


  • A minimum of one-year accounting experience preferably in an auditing environment with a Bachelor of Accountancy degree or Auditing/ Finance.
  • Relevant university study, preferably in accounting or finance.
  • Ability to present complex information in a compelling manner:,
  • Ability to pay attention to detail;
  • Ability to work effectively with diverse groups of people and
  • Advanced excel knowledge required.
  • Monthly review of vouchers,
  • Voucher review Queries resolved and liquidation covers prepared
  • Filed link queries resolved
  • Any other tasks as may be assigned by the supervisor.

Means of Application

All those interested in the vacant positions and are meeting the minimum requirements should send their curriculum Vitae, cover letter and copies of certified certificates to:

The Country Director,
Global AIDS Interfaith Alliance,
P.O. Box 51428


Email to: gaiarecruitment31@gmail.com

The subject of the email should be titled the position being applied for. Only shortlisted candidates who have suitable requirements for the job will be invited for interviews . Closing date for receiving applications is Wednesday on 28 October 2020.

Skills Required

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Job Detail

  • Location
  • Company
  • Type
    Full Time
  • Positions
  • Apply Before
    29 Oct, 2020

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