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 OFFICER – Grade 3
The Finance Officer will support the Finance Manager in developing and delivering effective and efficient finance and administration services to the Programmes’ Direct Grant actions by ensuring proper planning, managing, and controlling accounting and financial Information.
Key Duties shall include:
Under the overall supervision and direct management of the Finance Manager, the Finance Officer will have the following specific responsibilities:
Finance and Accounting functions
- Contribute to the development of financial systems in areas such as contractual procedures, time tracking and reporting management, budget development and reporting.
- Ensure the maintenance of up-to-date financial and administrative data in the accounting systems including grant budgets, internal agreements, implementing partner agreements, etc.
- Reviewing liquidations from Implementing Partners, ensuring expenditure is in accordance with EU Practical Guide procedures
- Checking the existence of adequate reliable supporting documents for commitments, payments and any recoveries;
- Review and accept financial reports from the Implementing Partners in collaboration with programme technical staff.
- Ensure that all donor contractual requirements in respect of finance and reporting are respected through sound monitoring matrixes
- Ensure that regular tasks are performed to meet Programme’s internal procedures;
- Assist in reviewing and assessing the budgets of grant applicants in collaboration with programme technical staff.
- Track and follow up on reporting deadlines/submissions with Activity/Finance Coordinators in the Implementing Partners
- Supervise and ensure timely and efficient contract clearance processes (implementing partners, consultancy, and internal agreements).
Grant Management with Implementing Partners
- Assist the Partners in filling of Value Added Tax dossiers for claims
- Assist the Implementing Partners in managing and reconciliation of the Withholding Tax and ensure timely remittance to MRA
- Support the Implementing Partners’ procurement processes
- Provide training and support to Programme assigned staff in the area of grant finance management and budget development, including support on the use of financial systems and procedures.
- Assist the Implementing Partners in maintaining inventory and non-current assets procured under the grant.
Qualifications, Experience and Competencies
Qualifications
- Bachelors Degree in Accounting or Finance form a recognized University plus (10) years’ experience; or
- Diploma in Accounting or Finance with (15) years’ demonstrated experience
General Professional Experience
- Experience in Public Financial Management systems
- Experience in Donor funded projects/ Programme such as EU, World Bank USAID etc.
- Experience with or demonstrated working knowledge of governance sector in Malawi
Specific Professional Experience
- Experience in EDF GRANT management procedures is a MUST
- Previous track record of audit experience
- At least eight (8) years’ work experience in EU Projects/ Programmes
- Excellent writing and communication skills;
- Good computer skills and proficient in the use of Microsoft Office (Excel, Word and PowerPoint, etc.);
- Previous experience in Audit assignments
- 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.