Job Description
MINISTRY OF HEALTH
REQUEST FOR EXPRESSION OF INTEREST (CONSULTING SERVICES- INDIVIDUAL SELECTION)
FINANCE MANAGEMENT SPECIALIST (FMS)
Country: Malawi
Name of Project: Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)
Procurement Reference Number: MW-MOH-431718-CS-INDV
Issue Date: 29th July 2024
1. Background
The government of Malawi is implementing the Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP) funded by the World Bank (IDA). This is a five-year project. The Project aims at strengthening health system resilience and multisectoral preparedness and response to health emergencies in Malawi.
The Ministry of Health intends to source consultancy services Finance Management Specialist (FMS) for to work for the project. The position is tenable at the Ministry of Health Headquarters, Capital Hill, Lilongwe, Malawi.
2. Project Development Objective (PDO)
The Project Development Objective (PDO) is to strengthen health system resilience and multisectoral preparedness and response to health emergencies in Malawi. The Project will strengthen the preparedness and resilience of the health system and improve early detection and response to Health Emergencies (HEs) through multisectoral approach. Therefore, the services of FMS are required to support financial Management under the Project in accordance with World Bank and Government of Malawi’s financial regulations and policies.
3. Objective of the Assignment
The overall objective of the assignment is to manage project financial management activities and maintenance of project accounts in accordance with World Bank’s Financial Regulations and other requirements stipulated in the Project Implementation Manual and Financial Agreement. FMS will be responsible for all accounting, internal control and other financial management
4. Duties and Accountabilities
The FMS will be tasked with the responsibilities and ensuring that appropriate finance systems are maintained, and that all procedures and controls are implemented. His/her responsibilities will include but are not limited to the following:
- Liaise with appropriate Government offices and IDA in overseeing and managing the special and project bank accounts established for the implementation of activities under the Project;
- Establish and maintain the financial management system for the project to ensure the smooth flow and constant availability of financial resources to the Project
- Prepare and maintain the project financial procedures manual, including the manuals for Ministries and Department activities
- Ensure compliance with accounting policies and practices as stipulated in the accounting regulations and procedures agreed for the Project;
- Periodically review the performance of control functions to ensure that internal controls are sufficient and functioning correctly:
- Supervise and conduct in-house financial management and accounting training for project staff;
- Provide necessary support to the line ministries in carrying out their responsibilities, and devise routines and controls to ensure timely accountability from recipients of funds- where applicable (line ministries, districts, etc.) and compliance with project accounting requirements and procedures;
- Establish the project secretariat central accounting filing system, and ensure all project documents are properly retained in accordance with Government of Malawi and World Bank requirements;
- Prepare, analyze and consolidate reports in accordance with the agreed reporting schedules ensuring correlation between implementation progress and financial performance
- Prepare project financial reports, including AFRs and withdrawal applications for the replenishment of the Designated Account, for submission to the Project Coordinator and the World Bank;
- Review the bank reconciliation statements and other controls necessary to monitor financial and non-financial assets of the project;
- Work closely with the PC during the preparation of the project’s AWPB
- Manage the Project’s cash flow requirements
- Supervise the activities of the project secretariat finance unit;
- Coordinate as necessary with Internal and External Audit, Government of Malawi and Bank implementation support missions, including attending to and follow up on findings and recommendations and ;
- Advise the Project Coordinator on all financial and control considerations of the project
5. Duration of the Assignment
The FMS position is available for contract period of five years, with every year contract being renewed with possibility of extension dependent on satisfactory performance, need and availability of funding.
6.0 Performance Criteria
The FMs performance will be evaluated using pre-established performance criteria metrics. The results of this evaluation will be used to determine whether the Project’s contract will be renewed or terminated which include the following:
- Establish and maintain the financial management system for the project to ensure the smooth flow and constant availability of financial resources to the Project.
- Routine compliance with accounting policies and practices as stipulated in the accounting regulations and procedures agreed for the Project
- Quarterly project financial reports, including IFRs and withdrawal applications for the replenishment of the Designated Account, for submission to the Project Coordinator and the World Bank.
- Monthly bank reconciliation statements and other controls necessary to monitor financial and non-financial assets of the project.
- Manage the Project’s cash flow requirements.
- Coordinate Internal and External Audit, Government of Malawi and Bank implementation support missions, including attending to and follow up on findings and recommendations.
7.0 Deliverables
The FMS shall be responsible for the following deliverables: –
- Quarterly Financial Expenditure Progress Reports
- Quarterly FMR produced
- Monthly financial accounting reports and reconciliations at the end of each month prepared
- Contribution to Financial Annual Reports
- Adhoc and Special Reports
- Fiduciary performance report
8.0 Qualifications and Skills Required
8.1. Qualifications and Experience
- Bachelor’s Degree in Accounting and Finance and completed CPA or ACCA or CIMA. Post Graduate Degree in Accounting and Finance, Business Administration will be an added advantage.
- A minimum of 5 years of experience in a similar finance team in a donor funded project
- High level knowledge of and efficiency with Microsoft Excel and Word, as well as knowledge of QuickBooks Pro, Tompro, and other financial management accounting software
- Proven knowledge of budgeting, accounting and cash control processes.
- Experience in working in a World Bank financed project an added advantage
- Strong organizational, communication and ethical skills in conducting duties in procurement experience is preferred.
8.2 Required Competences
- Exceptional writing and communication skills, demonstrated through their experience in report writing.
- Proficiency in computer skills, including advanced knowledge of Microsoft Office applications such as Excel, Word, and PowerPoint
- Strong attention to detail and thoroughness in work product.
- Strong interpersonal, communication and facilitation skills
- Proficiency in both written and verbal English communications
- Strong attention to detail and thoroughness in work product
- Ability to work in a team and independently with minimal supervision
- Ability to multi-task work with tight deadlines and deliver exceptional results
9. Reporting
The FMS will report directly to the PC.
10.Location
FMS will be based at the Ministry of Health, Capital Hill. The following shall be provided by the Client: office space, furniture, and office equipment, and internet facilities.
11. The attention of interested consultants is drawn to Section Ill, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” dated September 2023 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.
12. A Consultant will be selected in accordance with the Individual Consultant (INDV) selection method set out in the Procurement Regulations.
13. Further information can be obtained at the address (a) below during working hours from 08 – 12 and 13 – 16 hours’ local time (Monday to Friday) except National Public Holidays.
14. Expression of Interest, including updated curriculum vitae and copies of academic and professional qualifications must be delivered in written form to the address (b) below (in person or by mail) by 15th August 2024
15. Address for information and clarifications:
a) The Project Coordinator
Ministry of Health
Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)
P.O Box 30377, Lilongwe 3
Attention: The Project Coordinator
Email: recruitment@health.gov.mw
copy; woffen@yahoo.co.uk, mercykulima@yahoo.com, emmiewaya@yahoo.com
b) For Expressions of Interest
The Chairperson, Internal Procurement & Disposal Committee
Ministry of Health
Malawi Health Emergency Preparedness, Response and Resilience
Program (MHEPRRP)
P.O Box 30377, Lilongwe 3
Malawi
Email: recruitment@health.gov.mw
copy; woffen@yahoo.co.uk, mercykulima@yahoo.com, emmiewaya@yahoo.com