Financial Management Specialist for Sidama Region

Source: World Bank — Ethiopia Resilient Landscapes and Livelihoods Project

Terms of Reference

Regional Financial Management Specialist  for Sidama RLLP Coordination office

Number of position: 1

1. Tasks Summary  

The Regional financial management specialist will be responsible to ensure sound financial management system for the successful implementation of the RLLP following the government’s public financial management systems and the World Bank’s financial management procedures consistent with the RLLP legal agreements between the GoE and the World Bank. The Financial management specialist will be responsible for the overall management of the project financial transactions and will work closely with project team and BoA Finance Department.

1.  Specific Tasks

• 1. Ensuring the availability of working manuals, documents and approved financial management staff positions at regional and woreda levels including:
• Financial Management Manual
• Accountable 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 and Fixed Assets registers;
• Computers in a safe condition from virus and unauthorized access (and free from unnecessary interaction with external medias including flash disks and CDs); and
• Complete contact list of Regional and Woreda accountants

1. 1. Recording and reporting functions including maintaining books of accounts in accordance with RLLP Financial Management Manual, he/she is responsible to:

• Ensure that all implementing agencies have installed the required FM accounting system acceptable to the World Bank;
• Install, implement, and advise o Resilient Landscapes and Livelihoods n accounts control and other accounting systems for the Project;
• Maintain an up-to-date and reliable financial management system;
• Monitor the performance of fund flow mechanisms of the Project;
• Check payment sheets and formats before approval by authorized body
• Prepare fund transfers letters from regional to woreda level
• Follow up receipt of quarterly reports from project implementing agencies;
• Ensure compliance of budgetary and internal control procedures;
• Ensure that  internal auditors are involved in the project audit as required;
• Make sure that all accounting information is made available to internal and external auditors and answer queries regarding accounting and financial records and statements;
• Preparation of IFRs and year-end financial statements accurately and timely as indicated in the Financial Management Manual of RLLP. This includes: Accounting transaction processed at the Regional level and Consolidation of the Woreda reports.

• Ensure that quarterly reports are sent to the NPCU according to the FM manual and PIM

1. 1. Conducting monitoring and financial management activities including:

• Ensuring monthly bank statements are received and reconciliations are prepared immediately;
• Preparing payrolls to contract RLLP employees;
• Ensuring the timely preparation of vouchers and payment to Vendors and other payees;
• Ensuring that payment of tax obligations including income taxes, withholding taxes, VAT and cost sharing deduction to the government;
• Monitoring the reconciliation of advances and prepayments;
• Reviewing and approving Monthly and quarterly financial report;
• Making sure that all fixed assets acquired are provided with identification number and recorded on the fixed asset registers;
• Following up on receipt of quarterly Balance Sheet and Revenue expenditure statements from woredas.
• Ensuring count of cash in hand balance at least once a month to confirm existence of recorded cash balance, and other assets at least once a year.

1. 1. Planning and budgeting including:

• Participating in the annual budgeting process at the Regional level and implementing the same when approved;
• Ensuring that the budget for the project is approved through normal government procedures;
• Monitoring every payment is supported by budget and that there is no overspending;
• Reviewing, strengthening and approving the monthly budget utilization report;
• Ensuring recording of commitments payable at the end of the fiscal year; and
• Ensuring that unused budgets left over at the end of the year are re-budgeted for the subsequent year.

• 1. Ensuring appropriate corrective actions are taken on audit findings
• Developing audit action plans that clearly define the actions to be taken, responsible body, and the timeline to address the findings;
• Following up audit action plans and preparing status reports for actions taken (to be submitted to the Regional Project coordinator and to the NPCU then after);
• Visiting woredas and providing the necessary support to ensure closure of outstanding findings.

• 1. Facilitation and dissemination of financial management information including:
• Coordinating and supervising accounting and financial management related activities at Regional, and Woreda levels;
• Facilitating the annual and interim audit of regional and woreda project financial statements by availing necessary information and documentation to the External Auditors ;
• Assisting the various teams visiting the public bodies or seeking information including External Auditors, Rapid Response Team, regional information centres and other higher level finance offices;
• Ensuring timely replenishments are made to project implementing agencies and the required funds are received from National PCU ; and
• Supporting and supervising the Regional and Woreda Finance Officers.

• 1. Communication (Having a strong working relationship) including:
• Overseeing the overall acquaintance with bank officers for follow-up on fund arrival and availability, advice, and bank statements;
• Networking with the woreda and regional offices in the Ethiopian Government structure and relevant sector offices within the public body;
• Reading and keeping full understanding of Project Implementation Manual and Financial Management Manual; and
• Liaising with the Government institutions and external financiers and ensuring that accounting records are maintained and financial reports are prepared on schedule, delivered to the Government and to financiers as per legal agreements

• 1. Handing over report including:
• Handing over report including the action plan and status report as to the overall activities of finance before he leaves the office for leave more than 3 days; and
• Preparing comprehensive handover report when he/she resigns according to the handing over procedure indicated in the financial management manual of RLLP.

• 1. Training and coaching including
• Planning structured training for accountants at woreda level;
• Designing the needed training and arranging the pre-requisites;
• Overseeing and delivering training and coaching support to Woreda level accountants ;and
• Planning and conducting regular financial management supervisions and reviews at woreda level.

1. 1. Other RLLP financial management activities as directed by the Regional Project Coordinator.
2. Deliverables

• The Regional Financial Management Specialist timely submits quality quarterly unaudited Interim Financial Report (IFR) to NPCU; and monthly, quarterly & yearly financial status reports of the Project.
• Prepare various reports as required (Region and Woreda review/supervision reports, action plans, audit findings status reports

1. Required Qualification      

• She/he should have a minimum of First Degree in Accounting, Business Administration and other relevant fields from recognized university;
• At least six years of practical experience;
• The candidate should have demonstrated experience in projects financed by external donors, and preferably also required to have knowledge of financial policies and procedures of the World Bank.
• Proficiency in computerized financial management systems is required.
• Communication and training skills are essential

1. Reporting Line/Communication

• The Regional Financial Management Specialist will report to the Regional Program Coordinator and work closely with BoA Finance Directorate, regional project implementing Bureaus, Woreda Finance Office, and development partners mainly with World Bank Financial Management staff.

1. Duration of the Assignment

• The duration of the assignment will be for one year, but extendable depending on the satisfactory performance until the project period.

1. Work plan

• Based on the main and specific tasks in the ToR and overall targets of the project, the Regional Financial Management Specialist is expected to prepare detail annual plan with quarterly and monthly break down.

1. Performance Appraisal 

• In line with Biannual Joint Implementation support mission of the project and based on the detail work plan of the specialist & the project; performance appraisal and rating will be conducted every six months.

1. Place of Work

• RLLP Project Implementing Region with frequent travel to project woredas

1. Salary

• As per the scale of projects of the Ministry of Agriculture