Finance Management Assistant at Ministry of Energy

MINISTRY OF ENERGY
REQUEST FOR EXPRESSION OF INTEREST (INDIVIDUAL CONSULTANTS)
COUNTRY: MALAWI
NAME OF PROJECT: ACCELERATING SUSTAINABLE AND CLEAN ENERGY ACCESS TRANSFORMATION IN MALAWI (ASCENT MALAWI) PROJECT
PROJECT ID: P502464
ASSIGNMENT TITLE: ASSISTANT FINANCE MANAGEMENT SPECIALIST
DATE OF ISSUE: 24TH FEBRUARY 2025

1.0 Introduction
The Government of Malawi is currently implementing the Accelerating Sustainable and Clean Energy Access Transformation in Malawi (ASCENT Malawi) Project with funding from the World Bank. The project development objective is to increase clean and sustainable energy access in Malawi, aligning with ASCENT’s Program Development Objective of increasing clean and sustainable energy access in Eastern and Southern Africa. The project has five components but, the Ministry of Energy (MoE) will implement components 2,3,4; Off-grid Connection through Solar Home System; Energy Access for Schools and Health Facilities; and Clean Cooking Solutions, respectively; and Sub-component 5.1, Technical Assistance and Capacity Building. The MOE intends to apply part of the proceeds of this financing to eligible payments under the contract for hiring a Finance Management Assistant.

Position: Finance Management Assistant (Individual Consultant 1 Position)
Location: Within the ASCENT Malawi Project Implementation Unit at MoE
Commitment: 100%
Reporting: To the Project Finance Management Specialist
Counterpart: Project Accountant and Assistant Accountant

1. The Objective of the assignment
The objective of the assignment is to support implementation of financial management activities under the ASCENT Malawi Project, ensuring proper financial documentation, compliance with regulations, and efficient processing of financial transactions.

2. Duties and Responsibilities
The FMA will assist in day-to-day financial operations, record-keeping, and reporting, working under the supervision of the Finance Management Specialist. Specific tasks will include the following:

1. Assist in the preparation of monthly, quarterly, and annual financial reports for the project, ensuring timeliness and accuracy.
2. Support the processing of payment requests, ensuring that payments to suppliers, energy service companies, and consultants are properly documented and approved.
3. Maintain an organized filing system for financial records, ensuring that all documents are
   securely stored and easily retrievable.
4. Assist in preparing and submitting expenditure returns in compliance with Government of Malawi and donor requirements.
5. Assist in the preparation and consolidation of Interim Financial Reports (IFRs) and annual financial statements for submission to donors and project stakeholders.
6. Support the review and reconciliation of bank statements, accounts, and financial transactions to ensure accuracy.
7. Assist in the preparation and monitoring of project budgets, ensuring that expenditures align with approved allocations.
8. Maintain records of budget utilization and financial commitments to ensure efficient financial planning.
9. Maintain records of all disbursement transactions for accountability and audit purposes.
10. Assist in preparing forecasts for project financial needs, ensuring adequate funds are available for disbursement.
11. Assist in tracking and reporting on financial variances, highlighting areas requiring attention.
12. Support the processing of loan and grant disbursement claims for the Ngwee Ngwee Ngwee Fund (NNNF) beneficiary companies, ensuring that all supporting documents are in place.
13. Assist in preparing financial documentation for internal and external audits, ensuring compliance with financial regulations.
14. Help in addressing audit queries and implementing audit recommendations in collaboration with the Finance Management Specialist.
15. Support the review of internal controls and financial management procedures, ensuring compliance with GoM and World Bank financial management requirements.
16. Assist in preparing financial data for meetings with the Technical Committee, Steering Committee, and donors.
17. Assist in any other finance-related tasks as assigned by the Finance Management Specialist or Project Accountant.

Qualifications and Experience
The Finance Management Assistant should have at least three (3) years of work experience in financial management, accounting, or auditing in World Bank-funded or donor-funded projects.

Educational and professional qualifications and attributes will include: 

1. A Bachelor’s degree in Accounting, Finance, Business Administration (Majoring Finance/ Accounting) from a recognized institution. A Diploma in Accounting or Finance, with significant experience, may be considered.
2. Familiarity with Government of Malawi Public Finance Management (PFM) systems and regulations.
3. Understanding of World Bank/IDA financial management policies and disbursement procedures.
4. Experience in using TomPro, a financial management system used in donor-funded projects.

4.0 Performance Assessment Criteria 

1. Quality and Timeliness of Technical Reports
2. Quality of Documentation Submitted for Post and Prior Reviews
3. Quality of Technical Records and Reports Filing
4. Successful deployment and reliable operation of SHS
5. Effectiveness in managing contracts with service providers,
6. Efficient Oversight of Independent Verification Agent (IVA) Reports
7. Improvement in the Capacity of Project Staff

5.0 Location of Employment
The Finance Management Assistant will be based at the PIU Office in Lilongwe which is located within the Ministry of Energy where ASCENT is implementing its activities.

6.0 Duration of Employment
The Contract is a period of five years renewable annually subject to satisfactory performance, need and availability of funding.

7.0 Reporting Requirements
As part a member of the Project Implementation Unit (PIU), the FMAS shall report to the Finance Management Specialist..

8.0 Services and facilities to be provided by the Client
The client will provide the following services and facilities to the Consultant:

1. Office space
2. Office equipment
3. Communication facilities
4. Logistics for field work

9.0 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.

10.0 A Consultant will be selected in accordance with the Individual Consultant selection method set out in the Procurement Regulations.

11.0 Further information can be obtained at the address below during office hours from 7:30hrs to 12:00hrs and from 13:00hrs to 17:00hrs except on Weekends and Public Holidays.

Method Of Application

12.0 Expressions of interest including detailed updated curriculum vitae and copies of professional and academic certificates must be delivered in a written form to the address below (in person, or by mail, or by e-mail) by 11th APRIL, 2025.

The Chairperson-Internal Procurement and Disposal of Assets Committee
Attn: The IPDC Chairperson
Ministry of Energy,
Private Bag 309,
LILONGWE 3.
Tel: +265 1 770 688

Email : info@energy.gov.mw or
E-mail: victor.lombola@energy.gov.mw; misheck.maweru@energy.gov.mw