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Zambia Ministry of Finance Jobs

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BACKGROUND

The Rural Finance Expansion Programme (RUFEP) is a follow up of the Rural Finance Programme that completed its implementation on 30th September, 2013. The Financing Agreement for the Rural Finance Expansion Programme (RUFEP) between the Government of the Republic of Zambia, the International Fund for Agricultural Development (IFAD) and the Spanish Food Security Facility Trust Fund (SFSFTF) was signed on 22 July, 2014.
The Ministry of Finance now invites applications to fill the following positions.

(1) Job Title: Procurement Officer
Duration: Aligned to programme duration
Recruitment: National
Contract: Two-year contract , with six months probation period, renewable based on agreed performance targets and deliverables
Reports to: Programme Coordinator
Purpose
The Procurement Officer reports directly to the Programme Coordinator, and is responsible for managing procurement processes and contract administration aspects. As head of the procurement unit, the incumbent will be tasked to ensure compliance with Zambia Public Procurement Act and its regulations and ensure due diligence to comply with IFAD Procurement Guidelines and handbook.
Key Responsibilities and Duties

  • Installation of appropriate procurement systems and procedures for effective planning and monitoring of procurements under the project:
  • Oversee preparation and consolidation of inputs to the Annual Procurement Plan;
  • Finalize, within three months after start of duty, a draft manual on procurement by partners (under component 1) and grant recipients (under component 2), which sets the minimum standards of compliance for the procurement of goods and services under RUFEP financing;
  • Continuously train (on the job) implementers in the preparation of terms of reference, specifications and proactive follow-up of these inputs in the bidding processes;
  • Prepare bidding documents based on acceptable bidding standards;
  • Ensure all prior review requirements such as obtaining of the No Objections from IFAD are complied with in a timely manner:
  • Ensure that all the due tendering processes are adhered to: sufficient publications, strict adherence to deadlines, transparency in communications with bidders, publication of bid results. etc.;
  • Ensure acceptable record keeping in procurement with at least a complete procurement file for each procurement from start to contract finalisation, Maintain all procurement records in a form appropriate for regular auditing and spot checks by supervision missions;
  • Communicate to all implementing entities and service provider their responsibilities and requirements with respect to procurement in keeping with prevailing government practices which are acceptable to IF&D;
  • Oversee the contracting process, including ensuring that evaluation Committees have people with appropriate expertise;
  • Monitor implementation of contracts: report status and problems to the Project Coordinator on a monthly basis; and intervene to address problem upon request by the Coordinator
  • Ensure that goods and services financed have been procured ¡n accordance with the loan agreement and the Zambia Public Procurement Act;
  • Work with the Financial Controller to ensure that tax exemptions for the procurement of goods for the project are secured at the appropriate time:
  • Prepare quarterly reports of progress with implementation of the Procurement Plan, and regularly inform the Programme Coordinator of problems and make proposals to overcome bottlenecks:
  • Carry out any other activities that are assigned by the Programme Coordinator.

Minimum Qualifications

The candidate should have a Bachelors degree in procurement and supplies or a full CIPS (Chartered Institute of Purchasing and Supply diploma and must be a member of the Zambia Institute of Procurement and Supply or equivalent.

Skills and Experience

  • At least five years of relevant work experience, preferably including experience in procurement in government donor projects or large institutions;
  • Appreciation of the evolution of the public sector procurement reforms in Zambia;
  • Ability to work well in teams and to interact with a wide range of private sector partners and government representatives;
  • Knowledge and experience of matching grant processes;
  • Knowledge of work planning and reporting;
  • Excellent quantitative and analytical skills:
  • Computer-literate and well-versed in the use of Excel and Word

(2)Financial Controller

Duration: Aligned to programme duration
Recruitment: National
Contract: Two-year contract , with six months probation period, renewable based on agreed performance targets and deliverables
Reports to: Programme Coordinator

Purpose

  • The Financial Controller reports directly to the Project Coordinator, and is responsible for financial management of the Programme and for maintaining all project accounts in good order. As head of the finance unit, the financial controller will take charge of all matters in the Programme accounting cycle. The Programme accounting cycle to be overseen by the Financial Controller starts from financial-related inputs in AWPB preparation and budget control, committing funds, disbursements and cash flow management in an effective and efficient manner, financial reporting to ensuring smooth audits and facilitation for supervision missions on all financial management aspects.
  • Key Responsibilities and Duties
  • Installation of appropriate accounting/reporting systems to ensure that the PCO and especially the Project Coordinator are regularly informed of on-going financial activities and transactions. Ensure the RUFEP structure in terms of its components, sub-components, categories, activities, approval limits are accurately profiled in the GRZ Integrated Financial Management System.
  • Ensure timely capture of RUFEP in the GRZ budget yellow bock as required by the GRZ budgeting processes and calendars.
  • Communicate to all implementing partner institutions, service providers and grantee recipients their financial responsibilities, the funds available and how to access it, and the requirements of reporting and record keeping in accordance with prevailing government practices which are acceptable to FAD.
  • Maintain all accounting records in a form appropriate for regular auditing (at least once a year).
  • Ensure that all project funds are used in accordance with the conditions of the loan agreements, with due attention to economy and efficiency, and only for the purposes for which the funds were provided;
  • Ensure that counterpart funds have been provided and used in accordance with the conditions of the loan agreements, with due attention to economy and efficiency, and only for the purposes for which they were provided,
  • Ensure that all necessary supporting documents, records and accounts are kept in respect of all project activities, with clear linkages between the books of account and the financial statements presented to the financiers
  • Ensure that designated accounts are maintained in accordance with the provisions of the loan agreement and in accordance with the financiers rules and procedures;
  • Ensure that the financial statements are prepared in accordance with International Public Sector Accounting Standards as adopted in Zambia;
  • Liaise with external auditors to audit the Programme accounts to meet the required submission dates by IFAD;
  • Oversee tax matters of the Programme, ensuring that tax exemptions for the procurement of goods for the Programme are secured at the appropriate time
  • Process documentation and follow up on disbursements from the government and IFAD to ensure that releases are not delayed. Ensure that funds for Programme implementation are disbursed in a timely manner to enable Programme interventions to be carried out on time,
  • Prepare and submit regular withdrawal applications to FAD and follow up to ensure that the Programme does not run short of liquidity;
  • Follow upon all project funds released to implementing partners for timely retirement and proper utilization,
  • Ensure that statements of expenditure (SOEs) are careful compared for eligibility with relevant financial agreements and the disbursement handbook and with budget control discipline;
  • Ensure that fixed assets are well accounted for and annual verification ¡s undertaken of the condition of assets and their location.
  • Prepare informative management accounts in the form of monthly, quarterly, semi annual and annual reports regarding aspects of Programme financial monitoring bringing out variances and advising implementers as to the limits of expenditure,
  • Act as a counter-signatory to Programme fund releases as required for Programme financial transactions and also sign as witness to contracts as much as possible
  • Carry out any other activities that are assigned by the Project Coordinator.

 

Minimum Qualifications

The candidate should have a Bachelor’s degree in accounting and must be certified chartered accountant (ACCA/CIMA).

Skills and Experience

  • At least eight years of relevant work experience, including at least four as a financial manager or accountant in government/donor projects or large institutions;
  • Strong managerial skills and demonstrated capacity to manage people and interact with a wide range of private sector partners and government representatives;
  • Knowledge of work planning, budgeting and reporting:
  • Excellent quantitative and analytical skill:
  • Computer-literate induding accounting packages and well versed in the use of Excel, Word and basic data base set-ups.

(3)Programme Coordinator

Duration: Aligned to programme duration
Recruitment: National or international, National preferred
Contract: Two-year contract , with six months probation period, renewable based on agreed performance targets and deliverables

Reports to:

  • Programme Steering Committee (on matters related to the Financing Agreement with IFAD)
  • Head, Financial Sector Development Plan, BoZ (for technical matters)
  • Director, Investment and Debt Management Department, Ministry of Finance (MoF) on administrative matters

Purpose

As a member and head of the Programme Coordination Office (PCO). the Programme Coordinator (PC) has the overall responsibility for the smooth, timely and high-quality management and implementation of the Rural Finance Expansion Programme (RUFEP). As head of the PCO, the PC is in charge of the day-to-day management of the Programme and the coordination of all its activities and partnerships. The PC liaises with relevant stakeholders in the government sector, financial sector (ranging from community-based finance to commercial banking) and agricultural and agribusiness sectors, the donor community as far as it supports or is interested in rural and agricultural finance, or financial systems development, and the International Fund for Agricultural Development as regards all matters pertaining to the Financing Agreement signed between the GRZ and the Fund. The PC ensures coordination with the Rural Finance Unit under the MoF and maintains close ties with the Technical Advisory Group for programme implementation, the successor to the Programme Design Group.

Key Responsibilities and Duties

  • Develop an implementable programme of activities in accordance with the Financing Agreement and the Programme design documents;
  • Ensure timely submission of Annual Work Plans and Budgets (AWPRS), activity reports, financial reports, audit reports and others in accordance with the stipulated requirements;
  • Ensure the smooth management of the Programme in all facets and dimensions:
  • Coach, guide, mentor, inspire, monitor and supervise all staff in the PCO:
  • Ensure proper funding of activities all the time, and adequate use and absorption of funds as allocated;
  • Ensure that proper systems and procedures are established, contained in the respective manuals and fully adhered to by all respective persons and units.
  • Ensure updating of manuals, systems and procedures as required:
  • Maintain excellent relationships with partners and key actors in the government, financial and private sectors as well as with the relevant donor community, and coordinate activities with these as needed:
  • Assist potential and actual partners to conceptualize their projects, proposals and visions;
  • Introduce innovations generated inside and outside Zambia to other possible actors and replicators:
  • Guide and inspire the national dialogue on rural and agricultural finance, and on Financial systems development, n particular as regards the ability of the financial sector to better serve the rural poor:
  • Provide oversight over the implementation of components 1 and 2;
  • Manage the knowledge management and technical assistance activities under component 3.1:
  • Provide guidance and expertise ¡n the process of establishing the Rural Finance Unit in the MoF;
  • Ensure a proper set-up and functioning of the Planning, Monitoring and Evaluation system and procedure, and that PMRE is properly anchored in all project run by partners and grant recipients;
  • Prepare an annual report on the evolution of rural finance in Zambia and the progress made by the financial sector to improve the quality, outreach and depth of financial services to the IFAD target groups, including an overall assessment of the development 01 the financial sector: this report shall be published annually on the website managed by the PCO;
  • Prepare the AWPB in accordance with the Financing Agreement and IFAD procedures:
  • Contribute actively to the knowledge management activities of FAD within the Eastern and Southern Africa Division:
  • Conceptualize all knowledge management activities under the RUFEP and ensure their proper Implementation and most widespread dissemination;
  • In collaboration with the Financial Controller, ensure effective management and accounting cf the RUFEP financial resources;
  • Participate in and lead the technical review and appraisal process of grant and partnership applications;
  • Ensure the most efficient and effective use of the financial resources provided by the GRZ and IFAD;
  • Adequately prepare, guide and assist all incoming supervision, evaluation, backstopping etc. missions deployed by either GRZ or FAD:
  • Serve as secretary to the PSC;
  • Implement all written directions by the PSC, FAD and MoF as required;
  • Ensure that proper financial management and procurement systems are set up, and the full compliance of all persons concerned with the respective regulations;
  • Excel in transparency and accountability or all activities and duties performed, and set the standards for transparency and accountability in programme implementation:
  • Ensure that a website on rural finance will be established in the first five months after programme start and regularly updated;
  • Ensure that the Mid Term Review ¡s prepared and conducted as scheduled:
  • Agree with the Financial Sector Deepening Zambia (FSDZ) project funded by the DFID, and other projects or programmes similar in nature to the RUFEP and FSDZ, on mechanisms and procedures of exchange of information, applications, reviews and approvals, concentration of work, joint initiatives and co- or parallel financing, as required;
  • Assume full responsibility over the assets received by the PCO and the prudent use of Programme-funded assets and resources

Minimum Qualifications

  • MSc, MBA or MA in economics, banking and finance, social sciences, agricultural economics, law or similar discipline;
  • At least 10 years of professional & experience in relevant fields,
  • Practical banking experience gathered n a leading or middle management position over at least three years in a developing environment;
  • Excellent leadership qualities;
  • Practical experience in leading and managing teams:
  • Good understanding of accounting practices;
  • Excellent communication skills;
  • Excellent interpersonal skills
  • Full proficiency in English

Skills and Experience

  • Proven technical leadership in banking and finance, micro and macroeconomics, and agriculture;
  • Good understanding of agriculture, value chain development value chain finance, and rural development Issues:
  • Experience in the provision of technical assistance, supervision or evaluation of projects and programmes, n the private and/or public sectors;
  • Good understanding of networking principles, lobbying and advocacy mechanisms, and the creation of alliances for joint initiates
  • Good understanding of PM&E. planning approaches, results-based management, and similar
  • Proven capacity In the formulation and production of high quality written material, including among others research studies, impact assessment reports, publications for media, etc.;
  • Demonstrable capacity to work with private sector, civil society, media and government sectors on evaluation and monitoring programs at a national scale, and to develop appropriate communication strategies and be an effective communicator in working with a diverse range of stakeholders;
  • Strong people management skills, willing and able to foster cross-sector collaboration and partnerships to enhance program results.

How to Apply

Interested qualified applicants are hereby invited to submit their application letters and CVs in English and including contact details and current references to the address below.
The envelopes should be sealed and deposited in the Tender box at the Ministry of Finance HQ, Chimanga Road, located on ground floor reception area at or before Friday, 13th March, 2015, Time: 14:30 hours local time
Director — Human Resources and Administration
For Permanent Secretary – EMF
Ministry of Finance
LATE PROPOSALS WILL NOT BE ACCEPTED.