Assistant Financial Management Specialist

VACANCY ANNOUNCEMENT@ Ministry of Agriculture, Irrigation and Water Development

POSITION: ASSISTANT FINANCIAL MANAGEMENT SPECIALIST 

Location: Lilongwe

REQUEST FOR EXPRESSIONS OF INTEREST (CONSULTING SERVICES-INDIVIDUAL CONSULTANT)

COUNTRY: MALAWI

PROJECT NAME: SUSTAINABLE AGRICULTURE PRODUCTION PROGRAMME II

ASSIGNMENT TITLE: ASSISTANT FINANCIAL MANAGEMENT SPECIALIST.

REFERENCE No: 019/SAPP 11/AFMS/INDCO_2/2025/26

DATE OF ISSUE: 15th AUGUST 2026

1.0 Background

The Sustainable Agriculture Production Programme II (SAPP II) is a 7 years programme with a start date of 13th March, 2024 and a completion date date of 31st March, 2031 and closing date of 30 September 2031. The programme is financed by the International Fund for Agricultural Development (IFAD), European Union (EU), Adaptation Fund, United States Agency for International Development (USAID), Malawi Government, Private Sector and Beneficiaries. The total programme cost is US$53.336 million. IFAD finances USD 18.05 million (34%) of the total programme cost through a grant. The Government of Malawi (GOM) finances USD 8 million (15%) of the total programme cost through taxes, office spaces and staff salaries.

SAPP II builds on the lessons and achievements of the first phase, and will promote increased production and productivity of climate smart and nutrition sensitive smallholder farming systems (both crops and livestock), sustainable use of natural resources, and effective marketing through private sector engagement. SAPP II will focus on increasing productivity beyond subsistence levels with a commercialization drive. The programme will be implemented in Mzimba North and South, Dowa East and West, Lilongwe East and West and Balaka districts.

The Ministry of Agriculture, Irrigation and Water Development through the Sustainable Agriculture Production Programme II (SAPP II), as the implementing agency would like to engage the services of of a highly motivated and experienced Assistant Financial Management Specialist as an individual consultant.

2. Objective of the Assignment

The Ministry of Agriculture, Irrigation and Water Development through the Sustainable Agriculture Production II intends to recruit a competent, experienced and committed Assistant Financial Management Specialist who will be part of the SAPP II programme secretariat based in Lilongwe. Under the overall guidance and supervision of the Financial Management Specialist and in close cooperation with the Programme’s team, the Assistant Financial Management Specialist will provide competent and reliable financial and accounting support to the SAPP II Finance function, ensuring that all Programme financial transactions are accurately recorded, properly supported, and reported in a timely manner in accordance with IFAD/EU financial management guidelines, and Government of Malawi public finance regulations.

3.0 Responsibilities of Assistant Financial Management Specialist

The Assistant Financial Management Specialist will be responsible for updating and implementing the necessary accounting and financial management systems to address the programme’s needs in responding to the objectives. The systems to be updated and implemented, should focus on but should not be limited to budgeting, accounting, internal control, reporting and external

Specifically, the Assistant Financial Management Specialist will:

Support the maintenance of complete, accurate and up-to-date books of accounts for SAPP II.

Assist in the processing, verification and documentation of Programme payments and disbursements.

Contribute to the timely preparation of periodic financial reports, withdrawal applications and audit schedules.

Support internal control compliance and safeguard Programme financial assets and records. Review and process payment vouchers, journal entries and bank instruments in accordance with [SD1.1] IFAD/EU financial procedures.

Maintain accurate and up-to-date cash books, ledgers and subsidiary accounts for all Programme funding sources (IFAD/EU, Government counterpart funds, and co-financiers where applicable).

Post transactions into the Programme’s accounting software/system in a timely and accurate manner.

Verify supporting documentation for payments, including invoices, delivery notes, activity reports and approvals, for completeness and compliance before processing.

Prepare and process imprest and advance retirements in line with Programme guidelines.

Prepare monthly bank reconciliation statements for all Programme

bank accounts and follow up[SD1.1] on reconciling items.

Monitor cash flow positions and flag funding gaps or excess balances to the Assistant Financial Management Specialist.

Support preparation of cheque/electronic payment instructions and maintain a payment tracking register.

Assist in the preparation of monthly, quarterly and annual financial reports, including Interim Financial [SD1.1] Reports (IFRs), for submission to IFAD and Government of Malawi.

Compile expenditure analyses by component, category and financing source to support budget monitoring against the Annual Work Plan and Budget (AWPB).

Support the Financial Management Specialist in preparing withdrawal applications and Statements of Expenditure (SOEs), and in compiling supporting documentation packages.

Assist in tracking counterpart funding contributions and reconciling these against Government release schedules.

Support the consolidation of component-level budget inputs into the Programme’s AWPB and quarterly [SD1.1] budget workbooks.

Monitor actual expenditure against budget lines and flag variances or potential over-expenditure to the Assistant Financial Management Specialist.

Assist District-level implementing partners and Farmer Organisations with budget utilisation reporting where required.

Maintain and regularly update the Programme’s fixed asset register, including tagging and periodic [SD1.1] physical verification of assets.

Support the maintenance of an organised, complete and audit-ready filing system for all financial records, both physical and electronic.

Assist in implementing and monitoring compliance with internal control procedures set out in the Programme Implementation Manual and applicable financial manuals.

Prepare schedules, reconciliations and supporting documentation requested during internal audits [SD1.1], IFAD/EU supervision missions, and external/statutory audits.

Follow up on the implementation status of audit and supervision mission recommendations relating to financial management, and maintain an action tracker.

Support timely responses to queries raised by auditors, IFAD/EU, or Government oversight bodies.

Provide financial administration support to Programme meetings, trainings and field activities, including preparation of payment schedules for participants.

Support capacity-building of District-level finance focal points and Farmer Organisation leaders on basic financial record-keeping, as required.

Perform any other finance-related duties as may reasonably be assigned by the Assistant Financial Management Specialist or Financial Management Specialist.

4. Qualifications and Experience

4.1 Education

Degree in Accounting or Finance.

Professional accounting qualification such as ACCA, or CA, or equivalent)

4.2 Experience

At least five (5) years of relevant work experience in accounting, bookkeeping or financial administration, preferably within an EU/EDF or any similar donor-funded programme.

Demonstrated experience working with accounting software packages (e.g. TOMPRO, Navision, QuickBooks, Pastel, Sage or similar) and Microsoft Excel.

Prior experience IFAD, World Bank, EU or similarly funded programmes, and familiarity with donor financial reporting requirements, is an added advantage.

Experience working with Farmer Organisations, District Councils or rural development programmes is desirable.

4.3 Skills and Competencies

Strong attention to detail and accuracy in financial record-keeping.

Sound understanding of basic accounting principles, internal controls, and public financial management practices.

Good organisational and time-management skills, with the ability to meet reporting deadlines.

Strong integrity, confidentiality and professional ethics in handling financial information and Programme funds.

Good interpersonal and communication skills, with the ability to work collaboratively within a multidisciplinary Programme team.

Willingness to travel to district field offices as required.

5. Duration of Employment

The Assistant Financial Management Specialist shall be recruited on a one-year contract renewable annually subject to satisfactory performance.

6. Location of Employment

The Assistant Financial Specialist will be based at the Project Management Unit (PMU) for Sustainable Agriculture Production Programme II (SAPP II) in Lilongwe

7. SELECTION METHODS.

A consultant will be selected in accordance with the individual consultant selection (ICS) method set out in Module F2 section 7 of the IFAD Project Procurement Handbook.

8. Method of application

Expression of Interest with detailed Curriculum Vitae (CV) and copies of supporting qualification documents including names of three traceable references must be delivered in written form to the address below (in person or be email or by mail NOT later than 31ST August 2026

Address for submission by email is procurement@sapp.mw

The Chairperson

Internal Procurement and Disposal Committee

The Ministry Agriculture

Capital Hill

Box 30134

Lilongwe 3