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

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