Multiple Positions at 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).

1. PROGRAMME MANAGER – Grade 1

Objective of the Assignment

The main objective of the Programme Manager shall be to provide overall operative, management and technical guidance to ensure the achievement of programme objectives and delivery of outputs.

Scope of the Assignment

The Programme Manager will provide the required technical and administrative support to guide the programme actions and outputs and ensure effective management of programme resources under the guidance and in close collaboration with the Team Leader and the European Union.

Key duties shall include

1. Providing technical and management guidance to Activity Coordinators, identifying and addressing key issues, harmonizing technical objectives and approaches for the Programme Implementation and coordinating all Implementing Partners on the execution of the programme to ensure quality and timeliness of project work.
2. Coordinates the preparation and monitoring of annual Work Plans and budget for the Programme, based on proposed annual work plans and budgets, and adhere to approved processes.
3. Timely submission of programme implementation reports and submission to the Team Leader, and the EU including needed monthly, quarterly, semi-annual and annual status reports as well as other programme related documents
4. Maintaining records, with the support of other experts like Finance Managers on technical and financial aspects of programme operation, including monitoring of project activities and their outcomes; as well as minutes, decisions and recommendations of meetings and workshops.
5. Acting as Secretariat for the Programme Steering Committee Meetings.
6. Planning, organizing, implementing and reporting on Technical Committee and Implementation Team meetings.
7. Ensuring effective liaison and maintain good communication with implementing Partners, development partners and other stakeholders

Qualifications, Experience and Competencies

The successful candidate for the assignment shall have the following attributes:

Qualifications:

• At least Masters’ Degree in Economics, Public Policy, and any related field.

General Professional Experience

• At least 10 years of professional experience at management level.

Specific professional experience

• A minimum of Eight (8) years’ experience in donor funded related projects.
• Experience working with or in international and donor organizations with implementation of participatory projects.
• Demonstrable experience in the management of complex programmes at national or regional levels while experience with EU funded projects is a distinct advantage.
• Proactive problem solver, self-starter, and results-oriented.
• At least 6 years’ working experience with Malawi democratic governance sector.

Competencies

• Strong management skills including ability to provide strategic guidance, technical oversight, mentor staff, build strong teams, develop work plans, and manage budgets and project expenditures.
• Good multi-cultural and interpersonal skills with experience in networking with partners at all levels (ministry, donors, private sector, NGOs and local community based organizations);
• Proven written, analytical, presentation and reporting skills and demonstrated computing skills.
• Good computer skills and proficient in the use of Microsoft Office (Excel, Word and
• PowerPoint, etc.);
• Proactive problem solver, self-starter, and results-oriented.
• Fluency in spoken and written English,

2. 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

3. MONITORING AND EVALUATION OFFICER – Grade 2

Objective and scope of the assignment

The Monitoring and Evaluation (M&E) Officer plays a critical role in ensuring effective monitoring, evaluation, and learning processes within Chilungamo Program. The M&E Officer will be responsible for designing and implementing M&E activities, collecting and analysing data, and providing insights to support evidence-based decision-making.

Key duties shall include

• To design, implement, and manage the monitoring and evaluation framework of Chilungamo II programme.
• To ensure the quality and reliability of data collection, analysis, and reporting processes,
• To provide timely and relevant information to support project planning, implementation, and decision-making.
• To facilitate learning and knowledge among PMU and
  Implementing Partners

Development of M&E Framework:

• Develop and maintain the M&E framework, including indicators, data collection tools, and reporting templates.
• Ensure alignment of M&E activities with project objectives and donor requirements.

Data Collection and Analysis:

• Oversee data collection activities, including baseline surveys, mid-term reviews.
• Analyse quantitative and qualitative data to measure progress against project indicators and targets.
• Identity trends, patterns, and lessons learned from M&E data.

Reporting:

• Prepare regular M&E reports for internal and external stakeholders.
• Ensure timely submission of reports according to donor requirements.
• Present findings and recommendations to project management and stakeholders as needed.

Capacity Building:

• Provide training and technical support to project staff and Implementing Partners on M&E methodologies and tools.
• Build the capacity of project staff and Implementing Partners in data collection, analysis, and reporting.

Learning and Knowledge Management:

• Facilitate learning workshops and reflection sessions to capture lessons learnt and best practices.
• Document and disseminate success stories, case studies, and other knowledge products.
• Contribute to the development of knowledge management systems within the organization or project.

The ideal candidate for M&E Officer position should possess the following qualifications, experience and competencies:

Qualifications

Master’s degree in a relevant field (e.g., Economics, statistics, any other related filed).

General Professional Experience

• At least 8 years of experience in monitoring and evaluation, preferably in the governance Programmes.
• Proficiency in M&E methodologies, data collection techniques, and statistical analysis software.
• Strong analytical and problem-solving skills, with the ability to interpret complex data sets.
• Excellent communication and presentation skills, with the ability to convey technical information to non-technical audiences.
• Experience working with NGOs, international organizations, or donor-funded projects.

Specific Professional Experience

• A minimum of Eight (7) years’ experience in donor funded related projects.
• Experience working with or in international and donor organizations with implementation of participatory projects.
• Demonstrable experience in the management of complex projects at national or regional levels while experience with
  EU funded projects is a distinct advantage.
• A good conversant with Malawi’s democratic governance sector.
• Good multi-cultural and interpersonal skills with experience in networking with partners at all levels (ministry, donors, private sector, NGOs and local community based organizations);
• Proven written, analytical, presentation and reporting skills and demonstrated computing skills.
• Good computer skills and proficient in the use of Microsoft Office (Excel, Word and
• PowerPoint, etc.)
• Proactive problem solver, self-starter, and results-oriented.
• Fluency in spoken and written English,

4. 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

5. ADMINISTRATIVE ASSISTANT – Grade 5

The Objective of this Assignment:

The Administrative Assistant shall provide support to the smooth and effective operation of the Programme by performing secretarial, logistical and administrative support duties to ensure effective delivery of services and achievement of objectives.

Key Duties shall include:

• Provide a full range of administrative support to the Programme, including scheduling and calendar management, managing travel arrangements, preparing routine correspondence, assisting with the preparation and distribution of reports, documents and meeting materials, receiving/distributing mail;
• Provide event management coordination including planning and managing several tasks, preparing communications, arranging catering and technology services, space planning and set-up; and taking notes and minutes during meetings;
  Maintain and update Outlook distribution lists, phone lists,
• Order office supplies; maintain and update the stores register and ensure the office supplies are replenished timely;
• Manage fuel, procure and issue fuel and record fuel transactions in the fuel register;
• Facilitate maintenance and insurance of Project motor vehicles and other assets;
• Arrange appointments/meetings both internal and external officials and stakeholders;
• Establish and maintain documentation and filing system, hard and electronic office files and records; classify and code material relating to a variety of topics;
• Provide and facilitate administrative formalities and processing of documents in relation to official travels, leaves and movements of staff;

• Support staff with processing personnel related documentation;
• Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administrative procurements of Chilungamo II Programme are done and recorded accurately;
• Provide logistic and administrative arrangements for events, meetings, seminars, workshops and brietings that may be required the Programme;
• Any other duties that may be assigned by the Finance Manager from time to time.

Key Qualifications, Experience and Competencies

The candidate should meet the following minimum qualifications:

• A Diploma in Business Management or Secretarial Studies or related field.
• A minimum of Eight (8) years’ experience in administrative and secretarial functions and at least five (5) years’ work experience in a donor funded-project such as those funded by the EU, World Bank or African Development Bank or other international donors;
• Excellent written and verbal communication skills;
• Strong organization and planning skills;
• Excellent time management skills and ability to multi-task and poetizes work;
• Computer literacy is a must for this position. Proficient in MS Office; and
• Highly motivated with excellent planning, analytical, communications and interpersonal skills as well as a high level of diplomacy.

6. DRIVER – Grade 6

 

Objectives and scope of the assignment

The Programme driver will be responsible for offering transportation services to Chilungamo staff within the city and for field trips. In addition, he/she will be assisting the Administrative Assistant with logistical and clerical assignments. He/she shall be reporting to the Programme Administrative Assistant.

Key duties shall include:

• Driving staff in the course of duties
• Delivering mails and other official documents
• Maintain Programme vehicles in good running conditions by scheduling services with the dealers and prompt arrangement for repairs and maintenance
• Carrying out the responsibilities of ensuring that vehicles are meeting statutory requirements such as COF, insurance covers
• Maintain vehicle log books at all times
• Ensure the safe and secure parking of all project vehicles when not in use
• Support the day to day administrative and clerical operations of the PMU
• Perform other duties as delegated by an Administrative Assistant

Qualifications, Experiences and Competencies

The candidate should meet the following minimum qualifications:

• MSCE Certificate
• Driver’s Licence CI – PG Category
• Defensive Driving licence from DRTS
• Minimum of 10 years’ work experience in a busy institution, 5 of which should be in a donor funded project/ programme such as those funded by the EU, World Bank, USAID etc.
• Good written and verbal communication skills
• Those with certificate in shipping and logistics will have an added advantage

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.

Method Of Application

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.