The Government of Malawi and European Union signed a Financing Agreement to implement the Chilungamo Programme under the 11th European Development Fund to the value of Euro 48 million from 2016 to 2024. The programme’s overall objective is “to contribute to the progressive achievement of Strategic Development Goal targets through promotion of rule of law at national and international levels and ensure equal access to justice for all, develop effective, accountable and transparent institutions at all levels, and achieve gender equality and empower all women and girls thereby contributing to dignified life through accountable government, informed democratic choice, and humane and effective delivery of justice. The Ministry of Justice and Constitutional Affairs (MoJCA), as coordinator of the Chilungamo Programme, is assisted by a Project Management Unit (PMU) in the implementation of the programme which includes the provision of technical assistance and ancillary tasks relating to planning, monitoring, reporting, procurement, and financial management.
Applications are invited from suitably qualified and interested Malawian citizens to fill the following positions in the PMU.
POSITION: FINANCE OFFICER- GRADE 3 ( 1 Post)
The Finance Officer will report directly to the PMU Finance Manager.
Qualifications and Experience
• Bachelor’s degree in Accountancy or Finance with at least three
years of experience in project accounting or relevant Diploma with
minimum of ten years’ experience.
• Knowledge of computerized accounting systems;
• A good level of communication skills both spoken and written English;
• Competency in handling budgets and accounting transactions.
• Knowledge and practical experience in European Development Fund
(EDF) procedures would be an added advantage.
Main duties and Responsibilities
• Assisting the day to day financial management of the Programme
Estimates in accordance with and in strict compliance with EDF
procedures;
• Checking the correct applications of contract and contract award
procedures according to EDF procedures;
• Reviewing liquidations from Beneficiary Institutions , ensuring
expenditure is in accordance with EDF procedures
• Checking the existence of adequate reliable supporting documents for
commitments, payments and any recoveries;
• Assisting in verifying the contractual and financial details of each
invoice, payment request and interim or final itemized statement of
account submitted to the administrator;
• Preparing and drawing up requests for payment of the initial
allocation (advance/ pre-financing) for replenishment and for closure;
• Assisting In operating and maintaining an effective and transparent
finance and accounting system.
• Assisting in preparing of Programme Estimates for submission to the
NAO and EU through Project Steering Committee (PSC).
• Assisting in providing training to accounts personnel in the
institutions and ensure that funds transferred to institutions are
property accounted for;
• Provide accurate, complete and relevant documentation for audit.
• Assisting to maintain a computerized financial management system for
all Programme expenditures;
• Any other duties as assigned by Manager.
PROCUREMENT OFFICER — GRADE 2 ( 1 POST)
The Procurement Officer will report directly to the PMU Finance
Manager and will perform procurement and contract management duties in
support to the core operations of the Chilungamo Programme.
Qualifications and Experience
• A Masters Degree in a procurement related field. Those with a
Bachelor’s Degree and a professional qualification in Purchasing and
Supply Management with five year’s experience in a relevant field will
have an added advantage.
• Knowledge and experience of procurement rules and procedures of
European Development Fund (EDF) or other donors.
• Thorough knowledge and experience of procurement rules and
procedures in donor funded projects.
• Fully computer literate with proven competence in Microsoft Office Suite.
Main duties and responsibilities
• Liaison with Chilungamo Programme Beneficiary Institutions to
prepare Terms of Reference and technical specifications.
• Drafting tender dossiers for various procurements.
• Preparation of procurement and award notices, drafting contract documents.
• Preparing and monitoring the implementation of procurement plan
during the evaluation and award process.
• Secretarial support to EDF evaluation committees during the
evaluation procedure.
• Liaison with the National Authorizing Office Support Unit and EU
Delegation on procurement matters.
• Drafting contract documents, notifying successful tenderers of
contract award and publication of award.
• Maintaining an up to date Chilungamo Programme asset register with
relevant details for easy reference and ensuring that Beneficiary
Institutions correctly account for assets.
• Take measures to ensure the visibility of the EU financing.
Driver — Grade 6 (1 Post)
The Driver will report directly to the Senior Secretary.
Qualifications and Experience
• Minimum Malawi School Certificate of Education (MSCE) with credits
in English and Mathematics and at least three years experience.
• A clean and valid SADC Class B driving licence
• Must have defensive driving certificate
• Good communication skills
Main duties and Responsibilities
• Driving PMU staff and delivery of mail, Cheques and running project errands
• Conduct daily checks to ensure that all project vehicles are kept in
good running condition, and report any damage, accidents or
malfunction to the Senior Secretary in order to facilitate necessary
maintenance and repairs
• Maintain vehicle log books and keep them up to date at all times,
while monitoring fuel-consumption, mileage, services, repairs and
parts replacement in order to facilitate overall monitoring of all
project vehicle usage
• Ensure that all project vehicles are always clean, roadworthy and
all permits are valid prior to any departure
• Ensuring the safe and secure parking of all project vehicles when not in use
• Support the day-to-day administrative operations of the PMU
• Perform other duties as delegated by the Finance Manager and the PMU
Senior Secretary.
SENIOR SECRETARY — GRADE 4 (1 POST)
The Senior Secretary will report directly to the Project Management Unit Finance Manager and will perform secretarial and office administration duties in support of the core operations of the Chilungamo Programme.
Qualifications and Experience
- A Diploma in secretarial management with seven years experience or Advanced certificate with a minimum of ten years of relevant experience
- At least seven (7) years secretarial experience, preferably in donor funded projects or international organizations.
- Proven competence in the setting up and maintenance of an office filing and administrative system.
- Fully computer literate with proven competence in Microsoft Office Suite.
- Knowledge of modern office practices, procedures and equipment.
- Experience in the planning and coordination of events, meetings and workshops.
- Typing speed of 120 words per minute.
The Office Assistant will report directly to the Senior Secretary.
Qualifications and Experience
- Minimum of Malawi School Certificate of Education (MSCE) with credits in English and Mathematics and at least three years experience in a similar position in a project oriented organization
- Good communication skills
- Honesty and Integrity
- Provide messengerial services in relation to the delivery of project mail, cheques and running project errands
- Cleaning, on a daily basis, the PMU Office complex (inlc. meeting rooms, kitchen) and its surroundings
- Provide tea/coffee making services to PMU staff/visitors/guests and advise the PMU Senior Secretary regarding relevant supplies to be procured
- Provide photocopying/duplication/binding/filing/scanning/faxing services in support of PMU core operations and advise the PMU Senior Secretary regarding the condition/maintenance of basic office equipment
- Ensuring the safe and secure locking of all project equipment/offices on a daily basis
- Support the day-to-day administrative operations of the PMU;
- Perform other duties as delegated by the Finance Manager and the PMU Senior Secretary.
The Task Manager will report directly to the PMU Team Leader.
Qualifications and Experience
- A Masters Degree in Development or any Social Science related field. At least 10 years’ experience in programme development and management of donor funded projects.
- Demonstrable experience in participatory project planning, appraisal of detailed activity proposals and management of complex projects.
- Knowledge and practical experience in budgeting of project activities.
- Team player and facilitator with ability to maintain cooperative working relations with implementing partners and varied stakeholders.
- Should have excellent inter-personal, and communication skills.
- Excellent computer skills, especially word processing and spread sheets.
- Ability to work under challenging conditions and manage multiple tasks.
- Knowledge and practical experience in European Development Fund (EDF) procedures would be an added advantage.
- In conjunction with the PMU Team Leader, support Beneficiary Institutions to prepare detailed annual programme estimates that are consistent with the overall project Financing Agreement.
- Appraise individual activity proposals submitted for funding by Beneficiary Institutions and advise institutions on the improvement of such proposals as required.
- Coordinate, supervise and ensure the timely implementation of the activities of the project and ensure timely delivery of all project results.
- Provide overall secretariat services to the bi-monthly Project Steering Committee meetings, including minute taking and timely dissemination of minutes.
- Monitor and follow up the beneficiaries’ implementation of their activities to ensure adherence to their schedules.
- Provide training to activity coordinators in the institutions on issues related to the programme.
- Organize specific technical and thematic meetings as required.
- Produce quarterly and annual reports on activities.
- Prepare project visibility activities.
- Represent the PMU in meetings/consultations with Bls and other stakeholders in relation to Programme Estimate activity implementation.
- Support the PMU Team Leader with the technical coordination and implementation of Short Term Expert (STE) Missions;
- Perform any other duties as assigned by Management.
The successful candidate(s) will be offered an initial contract whose duration will be linked to Chilungamo Start-Up Programme Estimate subject to renewal upon satisfactory performance and endorsement of multi- annual Programme Estimate for the Chilungammo Programme.
LOCATION
All the above positions are located in the Project Management Unit PMU) at the Ministry of Justice and Constitutional Affairs, Capital Hill, Lilongwe.
APPLICATION PROCEDURES
Applicants should submit their applications to the address below together with detailed curriculum vitae, proof of qualifications and contact details of three traceable referees. The deadline for receiving applications is Monday, 24th April, 2017 at 16:30 p.m. Any applications received after this date and time will not be considered.
Only short listed applicants will be acknowledged. Applications with reference number (FED/2017/384 -814) should be sent to: Imprest Administrator, Room No. 56, Chilungamo Programme Ministry of Justice and Constitutional Affairs, Private Bag 333, Capital Hill
Lilongwe 3
Attention. Mr. Chipiliro Thombozi
Applications with reference number (FED/2017/384 -814.) may also be submitted via e-mail to the following address:
chilungamoprogramme@justice.gov.mw.
E-mailed applications must be accompanied by scanned copies of relevant qualifications and supporting documentation.
Note: Women are encouraged to apply as the Chilungamo Programme
(Justice and Accountability) is an equal opportunity employer.
