INTERN (FINANCE OFFICER)

1.0 BACKGROUND

NGO Regulatory Authority is a statutory corporation mandated to register and regulate the NGOs in Malawi. To improve accountability to stakeholders the authority seeks to recruit a finance intern who will be responsible for making sure that all financial transactions have attached documentations as prescribed by auditing requirements.

2.0 PURPOSE OF THE ASSIGNMENT

The Finance Office at NGORA needs to clear a backlog of payments without vouchers and supporting documents. Payments are made through online bank transfers, and receipts for client payments are delayed due to workload pressures. To address this, two Officers will be engaged to support the Finance Office, with oversight by the Finance Officer  and weekly reporting to management.

3.0 OBJECTIVES OF THE ASIGNMENT

  1. Clear the backlog of undocumented payments.
  2. Ensure all vouchers are properly prepared and attached with required supporting documents.
  3. Record and issue receipts promptly upon presentation of proof of payment.

4.0 SCOPE OF WORK

The Intern will help in the following areas:

  1. Supplies Procurement
    1. Attach the following documents to vouchers:
      1. Local Purchasing Order (LPO) signed by the CEO
      1. Receipt
      1. Goods Delivery Note (GDN)
      1. Invoices
      1. At least three quotations
      1. Budget summary
      1. IPDC minutes signed by committee members
      1. Business registration certificate
      1. Tax clearance certificate
      1. MRA TPIN certificate
      1. PPDA supplier registration
      1. Directors’ information
      1. Declaration of non-debarment
  2. Meetings
    1. Ensure vouchers for meeting and field activities include attendance register, activity report, back to office report and minutes where necessary.
  3. Groceries Procurement
    1. attach a breakdown of items purchased
    1. Receipts
    1. LPO
    1. Invoice
  4. Authorization and Approval
  5. Ensure memos, vouchers, LPOs, GDNs, and meeting minutes are authorized, approved, and countersigned by relevant offices.

   V Records management

          Ensure that all approved documents are scanned for electronic storage

4.0 DELIVERABLES

  1. Weekly summary report of payments processed, vouchers prepared, and receipts issued.
  2. Updated payment register showing cleared backlog and current transactions.
  3. List of outstanding issues requiring management attention.

5.0 SUPERVISION AND REPORTING

  1. Intern will work under the direct supervision of the Support Finance Office.
  2. The Internal Auditor will review their work weekly before the CEO’s Review.
  3. A consolidated report will be submitted by the Internal Auditor to management every Monday.

6.0 DURATION

  1. The assignment will run for 6 months, subject to review and extension based on performance and workload.

7.0 EXPECTED RESULTS

  1. Backlog of undocumented payments cleared.
  2. Improved accuracy and timeliness of financial records. All vouchers filed sequentially

4.0 REQUIRED QUALIFICATIONS AND SKILLS

Degree in Accountancy from a recognized university or equivalent professional qualification.

  • A Membership with ICAM
  • Sound planning and coordination skills
  • Good communication skills
  • Ability to pay attention to detail.
  • Excellent analytical skills

5.0 DURATION OF INTERNSHIP

The internship is for an initial period of six (6) months and will be renewed depending on performance and NGORA’s operational needs.

6.0 DUTY STATION

The Intern will be based at NGORA Secretariat in Lilongwe

7.0 APPLICATION PROCEDURES

Interested candidates who meet the prerequisites above should submit their application letter, copy of certificates and CVs no letter than Monday, 2nd  March, 2026 (4:30 PM) to the following address:

The Chief Executive Officer

NGO Regulatory Authority (NGORA)

P.O. Box 31785

Lilongwe 3

Malawi

Strictly Via Email: ceo@ngora.mw