Job Details

Job Description

REPUBLIC OF ZAMBIA

MINISTRY OF HOME AFFAIRS AND INTERNAL SECURITY

JOB OPPORTUNITIES FOR THE ZAMBIA REFUGEE AND HOST COMMUNITY PROJECT (ZRHCP)

The Government of the Republic of Zambia, through the Ministry of Home Affairs and Internal Security, has secured a World Bank IDA 20 grant to implement the Zambia Refugee and Host Community Project (ZRHCP). The project aims to improve the social and economic inclusion of refugees, former refugees and the host community by enhancing access to essential services and economic opportunities.

To support the successful implementation of this initiative, qualified and experienced individuals are invited to apply for the following positions:

1. PROJECT COORDINATOR-LUSAKA

Accountabilities

The Project Coordinator will report to the Permanent Secretary-Citizenship, Registration, Immigration, Archives and Refugees (CRIAR) in the Ministry of Home Affairs and Internal Security, will work closely with the Commissioner for Refugees, and will lead the Project Management Unit (PMU) and supervise Satellite Project Management Unit (SPMU) in Kalumbila District.

Duties and Responsibilities.

• Steering Committee Secretariat: Assume secretariat function of the Project Steering Committee;
• Contract Management: Actively monitor implementation of all contracts for goods and services procured by the project. This includes overseeing signing of Memorandums of Understanding (MoUs) or Instructions and assisting with the development and implementation of concept notes in accordance with Government and World Bank procedures;
• Liaison and Coordination : Regularly liaise with the Commission for Refugees (COR), government ministries and agencies, local authorities, cooperating partners, and beneficiary communities to ensure successful project implementation;
• Resource Allocation and Utilization: Lead the timely preparation of annual work plans and budgets, ensuring efficient allocation and utilization of resources;
• Risk Management : Monitor day-to-day risks and ensuring effective management strategies to minimize project risks,
• Staff Development: Ensure the Project is adequately manned, with qualified experts. Oversee capacity development plans and conduct annual performance reviews;
• Knowledge Management: Integrate sustainable and inclusive approaches to management of displaced persons by aligning with national and international policies and contributing to regional discourse to influence policies, strategies, and initiatives that impact the region;
• Organize bi-annual Project implementation reviews with relevant stakeholders, including timely preparation and submission of quality reports to the Permanent Secretary, PSC and World Bank; and
• Perform such other duties as may be assigned by the Permanent Secretary.

Qualifications, Experience and Competences

• Grade Twelve (12) Certificate;
• A minimum of Master’s degree in Economics, Development Studies, Human Rights, Project Management or closely related discipline from a recognised university:
• A minimum of 8 years of experience in managing donor financed projects:
• Demonstrated experience in the planning, implementation and monitoring projects among displaced communities in Zambia or the region, good understanding of international humanitarian standards in the region and global best practises in management of displaced communities will be an added advantage;
• Proven track record in managing programme budgets, financial reporting and resource mobilisation;
• At least eight (8) years at Senior Management level with focus on risk management and quality assurance;
• Good understanding of Government procedures; and
• Computer literate with good skills in Microsoft word, power point and excel.

Key Competencies for the suitable candidate should include the following good leadership. people management, good organizational skills, conflict resolution and excellent oral and written communication skills.

2. FINANCIAL MANAGEMENT SPECIALIST – LUSAKA

Accountabilities

The role of the Project Financial Management Specialist (PFMS) is to ensure effective and proper accountability of Project financial resources by maintaining accurate financial records and providing reliable, accurate and timely financial information to the Government of the Republic of Zambia and the World Bank. The PFMS will be expected to ensure the continuing adequacy of the financial management arrangements of the project and administratively will report to the Project Coordinator and technically will report to the Director of Finance in the Ministry of Home Affairs and Internal Security.

Duties and Responsibilities

• Prepare monthly, quarterly, bi-annual and annual financial reports;
• Manage the project’s accounting system and ensure that accounting procedures are consistent with the Government and World Bank requirements;
• Monitor project cash flows and expenditures and ensure they are in line with the approved budget;
• Maintain accurate and complete financial documentation for the project;
• Maintaining the Fixed Asset inventory for any assets that may be purchased out of the project funds;
• Assist in the preparation of project budgets and budget revisions;
• Analyze budget performance and highlight variances with the view of taking appropriate actions to address adverse variances;
• Preparation of payment vouchers after careful verification of supporting documents and making timely payments;
• Implement and maintain financial controls to safeguard project resources;
• Ensure internal audit is carried out at least twice a year to assess effectiveness and efficiency of internal controls;
• Prepare on a quarterly basis, the unaudited interim financial reports (IFRS) for management use in the implementing of the project and for submission to the World Bank within 45 days following the end of the quarter;
• Prepare annual financial statements for the project and provide all necessary information required by External Auditors so as to facilitate smooth external auditing of the project’sannual financial statements:
• Fumish a copy of the project audited financial statements with management letter to the World Bank not later than six (6) months after year end;
• Prepare withdrawal applications for Advance, Reimbursement or Direct payment as appropriate;
• Manage payments to vendors, consultants and carry out Bank reconciliations;
• Support the project team with financial information and advice;
• Ensure that all records on all financial transactions are securely and properly kept, and Perform any other related duties that may be assigned by the Project Coordinator from time to time.

Qualifications and Experience.

• Grade Twelve (12) Certificate;
• A holder of CPA, ACCA, CIMA, ZICA, or equivalent;
• Master’s degree in Business Administration, Project Management, Finance or Accounting will be an added advantage;
• Should be a registered member of ZICA or an equivalent recognized professional accounting body;
• At least 5 years of experience in financial management, preferably in a project-based environment;
• Good track record of supporting the financial management (FM) of projects of a similar scale and technical nature;
• Demonstrated expertise in the management of finance in the public and/or private sector, Familiarity with processes and guidelines of financial management of the World Bank or Donor financed projects will be considered an advantage;
• Knowledge of different public financial management systems of public expenditure management, knowledge of concepts, principles, and practices of the financial management system of the Government,
• Familiarity with financial internal control systems;
• Proficiency in Microsoft Office is required; and
• Ability to analyse and evaluates facts and data to support sound, logical decisions regarding own and others’ work.

Key Competencies for the suitable candidate a strong adherence to principles of transparency, efficiency and accountability, good interpersonal skills and ability to work in a team, good communication and writing skills and strong financial and analytical skills.

3. PROCUREMENT SPECIALIST-LUSAKA

Accountabilities

The Procurement Specialist will offer support to all procurement processes starting from bidding document preparation to awarding the contract and closely monitor the contract management process of the signed contracts.

Duties and Responsibility

The Procurement Specialist will report to the Project Coordinator

• Develop procurement plan for works, goods and services under the project, and update the Plan as and when needed (at least quarterly) through the Bank’s Systematic Tracking of Procurement Exchanges system (STEP);
• Upload and update the procurement transactions using STEP:
• Guide and conduct procurement in accordance with World Bank Procurement Regulations for IPF Borrowers” (September 2023) (“Procurement Regulations”) the Bank’s Systematic Tracking and Exchanges in Procurement (STEP) system will be used to prepare, clear and update Procurement Plans and conduct all procurement transactions for the Project;
• Take part, as a member of the evaluation committees;
• Provide timely advice to the PMU in making submissions for Letters of No. Objection to the World Bank, help PMU on necessary documentation and revision of the submission as advised by the Bank officials;
• Help the PMU to address the procurement related complains which will include (a) review of the complaints vis-a-vie the respective procurement processes and documents, and (b) participation in discussions that the PMU members may have with complainants;
• Provide advise and training to PMU & SPMU members on World Bank New Procurement Framework (NPF) and procurement related matters on need basis as part of the institutional capacity building for the Ministry of Home Affairs and Internal Security:
• Closely monitor procurement activities in reference to the Procurement Plan timeline and the procurement approvals process of the Government and bring any slippage of activities immediate to the attention of the Project Coordinator,
• Prepare quarterly report on procurement status and procurement risk mitigation framework and arrange submission of the same to the World Bank;
• Assist in preparing TORS and associated documents for other consultants, as appropriate;
• Conduct diagnostic analyses on delays, inefficiency, in the system and provide recommendations to improve the same, if required;
• Conduct site visits and verify supervision consultant’s (if any) periodic reports on physical progress:
• Prepare contract management checklist and suggest improvement on contract administration by different contractors at different sites;
• Report any possibility of contract variationReport on implementation of sustainability factors in procurement and contract management, include economics, social and environmental considerations;
• Conduct procurement activities under the project using e-GP portal as applicable and
• Any Other task assigned by the Project Coordinator as and when required.

Qualification, Experience and Competencies

• Grade Twelve (12) Certificate;
• Master’s degree in Procurement, Supply Chain Management, Chartered Institute of Procurement and Supply (CIPS);
• Should be a member of the Zambia Institute of Purchasing and Supply (ZIPS);
• At least 5 years of general experience or responsibilities with a substantial content of his/her position in the procurement area;
• Specialized knowledge of procurement of goods, various forms of construction contracts; selection/contracting of consultant services, preparation of bidding/contract documents for international procurement of goods, works, services, public procurement policies, sustainable procurement and advanced contract management;
• Basic knowledge and understanding of e-Government Procurement (e-GP); and
• Knowledge and experience in technical, commercial and legal aspects of procurement of the World Bank

Key Competences for the suitable candidate should include good communication skills, be able to work effectively in multidisciplinary team, adherence to process, transparency, accountability, good interpersonal skills, good team player and good writing skills.

4. PROJECT MANAGER – KALUMBILA

Accountabilities

The Project Manager will provide oversight and strategic direction in project implementation for the satellite project management unit ensuring the achievement of project goals and outcomes.

Duties and Accountabilities

The Project Manager will report to the Project Coordinator.

• Develop a comprehensive project implementation plan outlining activities, timelines and resource allocation:
• Establish project goals, objectives and performance indicators in line with Government and World Bank expectations;
• Lead the day-to-day implementation of project activities, ensuring adherence to established work plans and budgets in Kalumbila
• Supervise project staff, providing guidance, support and performance management to ensure high standards of work;
• Facilitate capacity-building initiatives and foster a collaborative and results-oriented team environment;
• Lead the monitoring of project performance against objectives and indicators, making adjustments to the work plan as needed;
• Build and maintain strong relationships with government agencies, donors, Traditional leadership, refugees, host communities and other key stakeholders; and
• Conduct regular project reviews to assess progress, identify challenges and recommend solutions.

Qualifications, Experience and Competencies

• Grade Twelve (12) Certificate;
• Master’s Degree in the field of Project Management, Business Administration, Development Studies or related discipline from a recognised university.
• Excellent organizational and management abilities;
• Minimum of 7 years of project management experience in the development sector, including budget management and stakeholder coordination and engagement;
• Proven Experience in leading high-level missions at field level; and
• Good in Microsoft Office

Key Competences for the candidate should be excellent oral and written communication skills, good interpersonal skills and ability to work in diverse cultural environments, good management skills, good team player, good management skills, accountability and proactive approach to problem solving.

5. CIVIL ENGINEER – KALUMBILA

Accountabilities

The Engineer will supervise, monitor and coordinate the construction of all infrastructure activities planned under Components 2 (a) 2 (c) and 2( d), in an effective and timely manner in liaison with the built environment technical staff in relevant line ministry and the consultant. In addition, the Engineer will represent the Ministry of Home Affairs and Internal Security (MOHAIS) in procurement and project inspection for Component 2 (b) managed by the Rural Electrification Authority (REA).

Duties and Responsibilities

The Civil Engineer will report to the Project Manager.

Pre-construction Stage

• Lead preparation of Terms of Reference for the Design Firm to review all engineering designs, specifications and drawings;
• Participate in the selection of the design firm by reviewing the Request for Proposal, and participating in the evaluation of proposals:
• Review and evaluate the consultant’s technical reports, including designs and drawings safety in collaboration with the relevant line ministry;.
• Review the bidding documents, including technical specifications, Bills of Quantities and draft condition of contracts to ensure they meet the standards prior to floatation;
• Participate in the selection of the contractor in liaison with the relevant ministerial procurement committee by reviewing the bidding document to ensure its completeness and readiness prior its floatation and by participating in the evaluation of the contractor’s bids; and
• Link between the project focal person for technical matters linking the Project, consultant and the contractor.

Construction Stage

• Coordinate all the preconstruction activities such as pre-contract signing (negotiation) meeting, site handover/possession in liaison with the consultant;
• Ensure that all the works performed by the contractor conform to the contract and specifications;
• Oversee the compliance of all relevant regulations, standards, specifications and best practices to develop climate resilient community infrastructure; and
• Attend monthly progress review site meetings and prepare monthly progress/technical reports and do regular briefs on progress and challenges while providing sound solutions to overcome implementation difficulties.

Quality Control.

• Conduct regular on-site visits for design and construction verification and validation;
• In liaison with the consultant perform quality assessments on all works performed by the contractor and sub-contractors to ensure the meet the minimum standard and specifications under the contract.
• This may include laboratory testing or investigations at accredited entities as appropriate;
• In liaison with the consultant, inspect and approve materials to be used in the construction of the works;
• Ensure right equipment and staff are deployed and in use at the sites; and
• Ensure that Environmental, Social Health and Safety requirements are being adhered to by the contractor by following the project specific ESHSMP.

Time Control

• Ensure that the contractors prepare and keep at site an up-to-date Schedule (Program) of works;
• Working with the consultant ensure that as much as is practicable the contractor works according to the schedule (program) of works.
• Ensure that construction activities are completed in a timely manner in order to keep the project on schedule,
• Ensure that all the causes of delays and the period of delay are documented for future reference in an event of the contractor claims extension of completion period; and
• Assess the time effect of any works variation order.

Cost Control

• Verify the invoices and certificates for payments to the contractor and consultant and submit to the SPMU;
• Ensure the project is executed with minimum or no cost overruns by monitoring how variation orders impact the contract amounts;
• Ensure that for advance payments securities are issued from credible sureties and are valid until full recovery, and
• Ensure that Performance securities are from credible sureties and are valid up to 30 days after Defects Liability Period.

Qualifications, Experience and Competencies

• Grade Twelve (12) Certificate or equivalent;
• Bachelor’s degree in civil engineering, Construction Management or closely related discipline from a recognised university;
• At least 7 years’ experience in planning, design, supervision and management of infrastructure construction project including management of contractors;
• Registered with the Engineering Institute of Zambia (EIZ) and Engineers’ Registration Board (ERB) at professional membership level and with a valid Practicing licence;
• Good in AutoCAD, Civil 3D, or other design software; and
• Relevant experience with projects of international financial institutions will be considered as an advantage.

Key Competencies for the suitable candidate should include the following: good management skills, good communication skills, good writing skills, adherence to processes, professionalism and creativity

Application Process:

Interested candidates should submit their application letter, detailed CV and relevant supporting documents to: [email protected] or drop physical applications in the tender box on the ground floor at the Ministry of Home Affairs and Internal Security Block A, no later than 29th April 2025 at 17 hours.

The Application letter should be addressed to the:

Permanent Secretary-CRIAR

Ministry of Home Affairs and Internal Security

P.O. Box 50997

LUSAKA

Note: Only shortlisted candidates will be contacted.