Recruitment of individual consultants for financial management specialist positions/.

Source: World Bank — Ethiopia Program for Results (Hybrid) for Strengthening Primary Health Care Services.

VaCANCY: SENIOR Financial Management for crvs digitalization project (INDIVIDUAL consultant)

1.  BACKGROUND

The Government of Ethiopia has received financial support from the World Bank to improve the delivery of primary health services. A key sub-component of this new Primary Health program is to  strengthen Ethiopia’s Civil Registration and Vital Statistics Systems (CRVS) as a robust and well-performing CRVS system is essential for sound maternal and child health information and management. A CRVS system ensures the registration of all vital events, such as births, deaths, and marriages, and establishes the legal identity of a person. It also generates data for the production of vital statistics. A well-performing Civil Registration can also support the development of modern systems of identification that provides identity credentials and thus improve access to health, social protection, and banking services. The CRVS program component will support the improvement of the CRVS system across the Immigration and Citizenship Service (ICS), the Ministry of Health (MOH)  , and Ethiopian Statistics Service (ESS), and religious bodies that officiate marriages and burials.

The CRVS program aims to design, develop and implement a new digital and interoperable CRVS system in Ethiopia. Today the CRVS system is still largely paper-based. The program will also support capacity building, social and behavior change communication, coordination, monitoring and evaluation (M&E), and project management. To ensure continuous provision of civil registration services in conflict-affected areas and for refugees, internally displaced persons, and pastoralist population groups, mobile registration tools such as laptops and tablets are expected to be used by community civil status officers. It is also envisioned that civil registration services will be linked to mobile services in the health sector, and innovative ways of conducting training remotely will be established. An assessment will be undertaken to establish the needs in conflict-affected areas and the best approaches to offer the services continuously.

Immigration and Citizens Service (ICS) is responsible for administrating the project fund, which needs considerable efforts to plan, administer, and follow up. For the effective implementation of these financial activities, ICS is looking for a Senior Financial Management Consultant with solid qualification and experience in the management of International Organization Finance, specially World Bank-funded finance. The consultancy is for ONE year with the possibility of extension depending on performance.

2.  OBJECTIVE

This post is to make sure that the financial management arrangements of the projects provide assurance that the funds of the project are used for intended purposes and that the financial management arrangements continue to be adequate.  This will contribute to the success of the project as a whole. To this end, ICS wants to recruit a Senior Financial Management Specialist consultant for one year with the possibility of an extension depending on performance.

3.   SPECIFIC TASKS / ACTIVITIES/DELIVERABLES

The consultant will be responsible for the financial management of the project and will ensure the maintenance of proper financial arrangements throughout the project's life, consistent with agreements, manuals, and project documents, and will work closely with the project team and the ICS Finance department. The consultant will supervise and guide the project and ICS on financial management issues. They will be the focal person responsible for the financial management aspects of the project.

• Responsible for the financial management aspects of the project, liaising with the system of ICS; Supervise, follow up, and provide  guidance on the financial management aspects of the project;
• Maintain adequate financial management arrangements, including (a) budgeting, (b) flow of funds; (c) accounting policies to be followed; (d) accounting systems; (e) chart of accounts; (f) internal controls, (g) reporting mechanism; (h) auditing arrangements; and (i) staffing requirements aimed at producing accurate and reliable information regarding project resources;

• Monitor the project performance from the financial management point of view, including the fund flow mechanisms of the Project,
• Carry out prudent accounting and reporting on the use of financial resources in compliance with the requirements of the Government of Ethiopia and the World Bank,
• Use government internal control procedures as well as the FM manual of the project indicated in the Project Operations Manual. Design and install internal control systems with gaps to help guide project management to achieve program objectives. Adhere to or follow up the adherence there of the internal control procedures,
• contribute to the updating of the financial manual prepared by MoH as needed by the guidelines and procedures of the World Bank, 
• Liaise with the World Bank Office in Ethiopia as well as with other funding agencies,
• Introduce a computerized accounting system, develop code classifications, and prepare periodic financial reports.
• Implement government financial system( IFMIS),
• Develop a contract management system and follow up on contracts signed with suppliers and consultants on payments,
• Support the project in budgets and budget monitoring (Reviewing, justifying, strengthening, and approving budget utilization reports). Support the project in the preparation of revised project cost estimates by project categories, components, and activities,
• Understand and implement World Bank disbursement procedures for the Project; Follow up on disbursement issues timely with the World Bank;
• Ensure that proper Withdrawal applications are prepared and submitted to the Bank; Reconcile regularly with the World Bank’s and the project’s records; Monitor and control all disbursements to ensure effective project implementation,
• Review designated accounts and other bank accounts and ensure that Bank reconciliations are on time for all funds;
• Review the World Bank disbursement database “client connection” for the project’s disbursement activities,
• Prepare monthly and annual cash flow projections and monitor the effective disbursement of funds. Prepare all relevant financial reports to the government and the World Bank. For the government based on the requirements of government procedures (IFMIS). For the Bank, as per the agreements signed. The World Bank requires quarterly interim unaudited financial reports, which must be submitted to the Bank within 45 days end of the quarter. The Financial Management Specialist will ensure that acceptable quality reports are presented to the Bank on time;
• Have project accounts audited- Make sure that all accounting information is made available to internal and external auditors and answer queries regarding accounting and financial records and statements; deliver audit reports on time to the World Bank,
• Maintain relevant documentation, including Project documents like PAD, PIM, financing agreements, disbursement letters, etc.; In addition, the availability of accounting documents like Payment Vouchers, Cash Receipt Vouchers and Journal Vouchers, Goods Receiving  Vouchers,  Goods/Store  Issue  Vouchers, and Goods Return Vouchers; Working formats like store control cards, bin cards, Fixed Assets registers, etc.,
• Ensure that outstanding audit issues (as per audit findings) and recommendations are well taken and the appropriate corrective actions are taken,
• Carry out any other tasks on financial management as may be required by the CRVS Project Manager,
• Provide assistance as required by other projects and regular government work.

Deliverables for the 1st year

• Prepare and submit a quarterly and annual financial plans for the project,
• Prepare and submit monthly financial progress reports highlighting both challenges and progress,
• Prepare and submit quarterly IFR report including challenges and possible solutions taken,
• Develop and submit Project Financial Operational Manual within two months,
• Regular monthly update the project Manager on code classification, cash flow projection, signed contracts and budget monitoring,
• Submit reports on financial supervision and guidance provided to the project,
• Submit quarterly monitoring reports on project performance from the financial management point of view,
• Submit a status report for actions taken on audit findings, if any.

RB: Submission of report on the overall financial management of the project should be with agreements, government and WB financial manuals, and the project operational manual.

4.   REPORTING

• The consultant will report to the CRVS Project Manager at ICS.
• The consultant will be based in the Project Implementation Unit in Addis Ababa. When necessary, may travel to regional CRVS offices.

5. QUALIFICATION AND EXPERIENCE

• MA/BA degree in Accounting or Finance,
• At least eight years of working experience for graduate degree holders or six years for postgraduate degree holders with more than four years of experience in the areas of internationally financed development programs, especially on  World Bank financial guidelines and procedures,
• Good knowledge of IFMIS, client connection, Peachtree, and Microsoft (word, excel) is advantageous.
• Must have good demand in written and spoken in Amharic and English.

6. CONTRACT DURATION AND REMUNERATION

• The contract will be for one year but extendable depending on satisfactory performance and the need for business continuity.
• Salary will be negotiated and based on qualifications and experience.

7. HOW TO APPLY

Interested applicants should submit their application letter and a recent CV within ten working days of this advertisement via e-mail: project@ics.gov.et.  Please, state the post applied in the subject line of your e-mail.

So that you know – only shortlisted applicants will be contacted. Note that applications received after the deadline shall not be considered.