Ministry of Justice
CHILUNGAMO (ACCESS TO JUSTICE) PROGRAMME
EXPRESSION OF INTEREST FOR RECRUITMENT OF PROGRAMME STAFF
TERMS OF REFERENCE
A). BACKGROUND
European Union will fund a Direct Grant to the Government of the Republic of Malawi in their implementation of the Chilungamo II Programme, which is continuity for the Chilungamo I, implemented between 2018-2022. The Chilungamo I Programme’s main objective was to contribute to dignified life through accountable Government, informed democratic choice, and human and effective delivery of justice.
Chilungamo II Programme builds on previous interventions in the justice sector and will continue to support justice reforms that aim at long-term and sustainable solutions to systemic issues with accessibility and effectiveness of key justice institutions. To this end the project will support institutional capacity building, gradual decentralisation of services and introduction and scaling up of innovative solutions which include alternative sentencing. Seven key justice institutions will be implementing partners of this fund namely; Ministry of Justice, the Malawi Judiciary, the Malawi Police Service, the Prisons, the Malawi Human Rights Commission, the Office of the Ombudsman and the Legal Aid Bureau.
To fulfil the objectives of the Programme, Ministry of Justice seeks to recruit Programme staff to fill the positions at the Programme Management Unit (PMU).
FINANCE MANAGER – Grade 1
Objective of the Assignment
The main objective of the assignment is to provide the strategic financial leadership in the implementation of Direct Grant actions for Chilungamo Il Programme. This includes timely preparation of accurate financial statements in accordance with consistently applied accounting standards acceptable to the Malawi Government and the EU. This would be done in a manner to adequately reflect operations, resources and expenditures related to the Programme.
Scope of the Assignment
The Finance Manager will be responsible for maintaining accurate financial records, providing timely financial information to the Team Leader and to ensure compliance with Government of Malawi Financial Management Rules and the EU fiduciary requirements as referred to in the Direct Grant Proposal. To satisfy this role, the Finance Manager shall, among others, be responsible for the following tasks:
Key Duties shall include
Leadership and strategic management
- Provide the overall financial management oversight for the Programme by providing the strategic financial and management leadership to ensure the programme achieves its strategic objectives
- Provide professional leadership to finance staff by ensuring the department delivers effective support to the strategic goals of the Programme
- Develop and implement a financial and accounting management systems
- Conduct regular assessment of financial procedures and periodic review on their effectiveness
- Submission of Budgets, financial progress reports, Addendum and budget re-allocations to EU Delegation for further actions and approvals
- Supervision of finance and administration staft which includes setting up of individual Key Result Areas (KRA) and conducting periodic performance appraisals.
- Offer training to Programme finance personnel including Implementing Partners’ finance coordinators as part of capacity building
- Preparing annual budgets drawn from the Direct Grant contract
- Reporting to the Team Leader matters relating to Financial and Management performance of the Programme
Finance and Accounting Functions
- Daily supervision of financial management of Direct Grant in line with the provisions in the Direct Grant Contract
- Regular monitoring of budgets against expenditures
- Collaborate with the Programme managers in the preparation of activity budgets for activity implementations exercise by providing support and guidance.
- Consolidate budget figures from the Implementing Institutions
- Investigating variances and discuss with budget holders seeking explanations and justifications on the budget overruns
Regulatory Compliance
- Ensure that accurate and traceable schedules for Pay As You Earn (PAYE), Value Added Tax, With-holding Tax (WHT) are maintained and timely remitted to MRA
- Verify correct applications of contracts and contract award procedures in accordance with EDF procedures
- Check payment requests against supporting documents and ensure they comply with the relevant conditions and rules of donor’s agreement to be eligible for disbursements
- Ensuring compliance with pension Act regarding management of staff pension scheme.
Audit Management
- Preparing and overseeing the annual audit and ensuring all findings are addressed.
Human Resource Management
- Ensure the Programme Human resource policies are applied consistently
- Supervise in the delivery of a range of Human Resource Services.
Information Systems Management
- Supervise the development of information and communications technology strategy to ensure the system delivers the expected communication flow
- Supervise and maintain all computer systems within the programme to ensure these services run smoothly by monitoring their efficiency as well as securing measures taken against any vulnerability in software programme used on a day-to-day basis.
Administration functions
- Supervise the Administrative functions to ensure compliance with all statutory requirements.
Procurement Functions
- Supervise the procurement functions in ensuring that procurement of goods, works and services are done according to the provisions in the financing agreement of the Direct Grant Contract, Procurement procedures and in accordance with the specific provisions in the public procurement Act
Qualifications, Experience and Competencies
The successful candidate for the assignment shall have the following attributes:
Qualifications:
- Professional qualification in ACCA/CPA/CIMA;
- A Master’s Degree in Business Administration from a recognized institution.
General Professional Experience
- At least ten (10) years’ experience in financial management, or accounting in European Union and/or donor funded and public sector projects;
- Membership with Institute of Chartered Accountant in Malawi (ICAM)
Specific professional experience:
- At least eight (8) years’ work experience in EU Projects/ Programmes
- Experience in EU Grant Management is a MUST
- Previous experience in Audit assignments
Competencies
- Knowledge of Democratic Governance sector will be an added advantage
- Excellent writing and communication skills;
- Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
- Knowledge of PRAG
- Fluency in spoken and written English
WOMEN ARE ENCOURAGED TO APPLY
B). Location of Employment
The recruited officers shall be based at the PMU, Ministry of Justice, Lilongwe but would be required to travel to fields where the Programme shall be implementing activities.
C). Duration of the Assignments
The initial contract duration is 24 months, but further renewal shall be based on performance.
D). Evaluation
Performance evaluations will be conducted annually based on the agreed-upon key performance indicators (KPIs) and job responsibilities outlined in this ToR.
Applications attaching CV and copies of certificates should be sent to:
The Solicitor General and Secretary for Justice,
Private Bag 333,
Lilongwe 3.
ATTENTION: THE DIRECTOR OF HUMAN RESOURCE AND DEVELOPMENT
To be received not later than 7th June, 2024.