This activity will support hiring of a Financial Management specialist to support the Project Delivery Team (PDT).

Tender Overview

The Government of Botswana is undertaking the Promoting Participation and Enhancing Learning (PROPEL) (P513800) project supported by the World Bank. The Project Development Objective (PDO) is to increase participation in preprimary and senior secondary education and improve learning conditions in supported schools, particularly at the junior secondary level. The Project consists of the following four components: Component 1: Increasing participation in education Component 2: Enhancing the learning environment Component 3: Strengthening system capacity for quality education service delivery Component 4: Project management and implementation support The Ministry of Child Welfare and Basic Education (MCWBE) is the implementing entity for the Project. A Project Delivery Unit (PDU) (or Program Coordinating Unit) is being established within MCWBE to support the effective implementation of project activities, including procurement and contract administration; monitoring, evaluation and reporting of progress under the project; fiduciary management; and environmental and social risk management. Specifically, the PDU will be responsible for ensuring that financial management aspects under the Project are conducted in an efficient, transparent, and compliant manner. To strengthen implementation capacity and support timely delivery, the Client seeks to engage an Individual Financial Management Consultant as a core member of the PDU. The objective of this assignment is to provide financial oversight, maintain a financial management system and prepare financial statements in accordance with consistently applied accounting standards acceptable to the Bank and the Government of Botswana. Specifically, the consultant is expected to handle and provide support for all the financial and accounting components of the Project including the timely processing of payments, submitting disbursement requests and documentation of expenditures, monitoring expenditures re-imbursement from the Bank, submitting financial reports and audits (external/internal), and following up on audit findings. The Financial Management Consultant will perform duties that include, but are not limited to, the following: Budgeting and Planning Provide oversight to the overall Project’s financial management functions including recording, reporting, budgeting, accounting and banking and treasury activities ensuring full compliance with the LA and the Project Operations Manual (POM). Support the project team in preparing annual work plans for the Project. Prepare project’s annual cash plan on the basis of the work plan and related procurement plan. In accordance with the Government of Botswana’s budgeting rules and regulations, prepare annual budget estimates and revise estimates based on work plan/cash plan. Submit the estimates to MCWBE for inclusion in the annual budget in accordance with the annual Ministry of Finance budget call circular for the relevant year. Follow-up and periodically report on the release of funds for the approved budget. Prepare timely annual and quarterly disbursement forecasts for all components of the Project in line with the Project’s procurement plan. Ensure adequate funds are allocated in the MCWBE budget for Project activities supported through Performance Based Conditions (PBCs) and timely releases to associated parastatals. Funds Management Ensure compliance with the internal control framework (Operations Manual and the Bank’s fiduciary guidelines, etc.) and Government of Botswana’s rules and procedures when processing payments. Analyze, plan, design, implement and monitor GABS to augment internal controls in line with best practices in the process of payment and expenditure management. Ensure compliance with accounting policies and practices as stipulated in the accounting regulations and procedures agreed for the Project. Manage financial aspects of the contracts under implementation, including payment terms, purchase orders and variation orders. . Executing comprehensive bank reconciliations and conducting timely follow-up on all identified reconciling items. Liaise with MCWBE officials and World Bank in overseeing and managing Project bank accounts established for the implementation of activities under the Project. Expenditure/Payment Processing Ensure that only eligible payments are forwarded for the Project Coordinator’s approval and drawing funds from the designated accounts. Apply pre-audit checks on all payments before payment from designated accounts including budget availability, sanction of competent authority and compliance with applicable financial rules and regulations. Facilitate issuance of a “No Objection Letter” by the Bank as necessary. Prepare monthly bank reconciliation statements of designated accounts in Pula and United States Dollars (USD). Prepare monthly payroll and submit to the Project Coordinator for approval, prior to making any payment under salaries. Ensure that payments for all Project related expenditures are made in a timely manner. Accounting and Records Management Maintain all project accounting books and records strictly on a cash basis. Record all transactions timely and accurately in the books of accounts in the local currency and ensure that no expenditure remains unaccounted for. Process monthly project payroll, enforcing proper payroll controls, and executing direct bank account transfers for eligible employees. Ensure that the fixed assets records are maintained for the project, identifying the location and the user of each asset and arrange for the annual and periodical inventory of the assets and updating the records. Ensure the safe custody of all financial records for review by Bank Missions, third party monitoring agents and external and internal auditors. Financial Reporting Prepare and submit to the Bank, no later than 45 days after the end of each calendar quarter, interim unaudited financial reports (IFRs) for the Project covering the quarter in form and substance acceptable to the Bank. The IFRs will include quarterly cash forecasts, prepared in coordination with the project team and submitted to the World Bank for advance and replenishments of advance. Prepare and process withdrawal applications in accordance with the Bank’s Disbursement Guidelines. Ensure that all government financial reporting requirements are complied with. Prepare monthly financial reports based on standard accounting principles with all necessary qualification documentation (invoice, bank drafts, bank reconciliations etc.) Audit Arrange for annual external audit of program accounts in accordance with provision in the Loan Agreement and World Bank requirements and ensure that the report produced is in compliance with the audit requirements of the Bank. Attend entry and exit meetings with external auditors, facilitate timely completion of audits by arranging timely submission of annual financial statements in the appropriate format, supply information and documents in response to queries, initiate actions for holding tripartite meetings and coordinate with various units in meeting audit objectives. Ensure audit matters are resolved on timely basis. Prepare audit schedules and files. Collaborate with the World Bank and Government of Botswana to improve Project financial management, particularly in terms of following up on the action points agreed to in the project’s legal documents, during the Bank’s supervision missions, aide memoires and the recommendations of external and internal auditors. Perform any other procurementrelated tasks assigned by the supervisor within the scope of the assignment. The Consultant will work as an integral member of the PDU and report to the Project Coordinator. The Consultant will work in close coordination with PDU and MCWBE staff and liaise with the World Bank task team, as required. The duration of the assignment is an initial period of 2 y

Eligibility Criteria & Mandatory Certifications

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Tender Rules & Bidder Preparation Checklist

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• Confirm the tender is still open and check the exact closing date, time and timezone.
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• Submit before the deadline and retain the submission receipt or proof of delivery.

Submission Instructions & Documents

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