Consulting Services for Financial Management Specialist — Ministry of Technology and Science (Zambia)

MINISTRY OF TECHNOLOGY AND SCIENCE

Request for Expressions of Interest

Country: Zambia

Project: Skills Training for Results and Industry-Valued Employment (STRIVE) Project

Project ID: P514247

(Consulting Services – Individual Consultant Selection)

• PROJECT BACKGROUND AND INFORMATION The Government of the Republic of Zambia is preparing and implementing the Skills Training for Results and Industry-Valued Employment (STRIVE) project (P514247) with support from the World Bank. STRIVE is proposed as a US$80 million IDA Grant and will be implemented as an Investment Project Financing (IPF) operation with Performance-Based Conditions (PBCs), as Phase 3 of the Skills for Economic Transformation and Jobs (SET4Jobs) Multiphase Programmatic Approach (MPA) in Eastern and Southern Africa.

The Project Development Objective is to strengthen the skills ecosystem for increased job creation in priority value chains, with a focus on increasing access to job-relevant skills for Zambian youth. The project prioritizes mining, agribusiness, and hospitality and emphasizes employer co-design, outcomes and employability, sustainability of core financing mechanisms, and future-oriented innovations, including digital, blended learning, and AI-enabled tools.

The project will be implemented through three components:

(1) Building industry-led skills systems, including the development of a TEVET Management Information System and a strengthened Labour Market Information System, and support to sector management and coordination functions such as quality assurance, occupational standards, and instructor supply (including selected PBC-supported reforms);

(2) Preparing youth for better jobs, including performance-oriented institutional grants for TEVET institutions (including Centres of Excellence and hybrid learning for ZQF Levels 5-7), competitive grants to improve the quality of programs up to Level 4, a pilot TEVET student loan scheme, and results-based contracts for short-term skilling; and

(3) Growing employment opportunities in value chains, including support to business development services and sector-specific upskilling for firms.

• IMPLEMENTATION ARRANGEMENTS

The Ministry of Technology and Science (MoTS) will be the lead implementing agency for STRIVE. Day-to-day coordination will be carried out through a dedicated Project Coordination Unit (the 'STRIVE PCU') hosted by MoTS. Implementation will require close coordination with the Technical Education, Vocational and Entrepreneurship Training Authority (TEVETA), the Ministry of Labour and Social Security (MoLSS), the Ministry of Small and Medium Enterprise Development (MSMED), the Higher Education Loans and Scholarships Board (HELSB), and other relevant stakeholders.

The project will be supported by a high-level Steering Committee, chaired by the Minister of Technology and Science, to provide strategic oversight and ensure cross-agency and private sector coordination. The Steering Committee will include, inter alia, the Ministry of Finance and National Planning, MoLSS, MSMED, TEVETA, HELSB, and private sector representatives. Technical working groups and/or component-level committees may be established to provide technical oversight and support results monitoring.

The core functions of the STRIVE PCU will include: preparation of annual work plans and budgets; monitoring and evaluation and periodic progress reporting; coordinating Steering Committee and technical working group meetings; supporting recruitment and management of technical assistance; preparing required financial reports and disbursement documentation; facilitating internal and external audits; providing procurement planning and contract management support consistent with the World Bank Procurement Regulations for IPF Borrowers and use of STEP; coordinating implementation support missions and preparation of mission documentation; ensuring compliance with legal covenants; ensuring implementation of environmental and social risk management measures under the World Bank Environmental and Social Framework (including stakeholder engagement and grievance redress); and implementing a communications approach for internal and external stakeholders.

The STRIVE PCU will be headed by a Project Coordinator, who will provide oversight for day-to-day management and coordination of the project and supervise PCU staff and consultants supporting fiduciary, M&E, environmental and social risk management, communications, and technical implementation functions.

The Ministry of Technology and Science (MoTS) has received financing from the World Bank toward the cost of the Skills Training for Results and Industry-Valued Employment (STRIVE) Project and intends to apply part of the proceeds for ‘Individual Consulting Services’.

MoTS now invites suitably qualified and experienced individuals (“Consultants”) to indicate their interest in providing the Services for the consultancy position of STRIVE Financial Management Specialist.

Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services.

• MAIN DUTIES OR ACCOUNTABILITIES The Financial Management Specialist will be responsible for the following duties and responsibilities:

• Lead the establishment and day-to-day operation of STRIVE’s financial management arrangements within the PCU, in line with Government of Zambia requirements and World Bank financial management policies for IPF operations.
• Support (and where required, help update) the project Financial Management assessment and implement the agreed FM action plan, including capacity building for MoTS and participating agencies.
• Develop and operationalize the project FM procedures within the Project Operations Manual, including funds flow, authorization and approval workflows, accounting policies, and supporting documentation requirements.
• Prepare the project’s annual work plan and budget (AWPB) financial inputs, including cash forecasts and periodic budget execution reports; support budget revisions as needed.
• Maintain accurate and complete accounting records for all project transactions, ensuring expenditures are recorded by component, activity, category, and funding source; ensure timely posting and safe record-keeping (physical and electronic).
• Manage project funds flow, including the Designated Account (DA) and any project bank accounts, and ensure timely bank reconciliations, cash management, and appropriate segregation of duties.
• Prepare withdrawal applications and supporting documentation (including Statements of Expenditure where applicable) in line with the Disbursement Letter and Financing Agreement, and coordinate submission through the Bank’s disbursement channels.
• Prepare and submit Interim Unaudited Financial Reports (IFRs) and any other financial reports required by the Financing Agreement and the World Bank, ensuring accuracy, completeness, and timeliness.
• Strengthen internal controls, including payment controls, commitments tracking, asset management, inventory controls, and compliance checks for contracts, grants, and results-based payments.
• Provide FM oversight for key implementation instruments supported under STRIVE (including institutional grants, competitive grants, results-based contracts, and the student loan pilot), including financial due diligence, disbursement controls, and monitoring of financial reporting by implementing entities.
• Coordinate with the Procurement Specialist to ensure adequate contract financial management, including payment verification and proper documentation for goods, works, and services.
• Support tracking and documentation for Performance-Based Conditions (PBCs), including the financial aspects of PBC-linked disbursements and coordination with M&E and technical teams on evidence packages.
• Coordinate external and internal audits of the project, including preparation of annual financial statements, timely submission of audited financial statements, and follow-up on audit recommendations.
• Support fraud and corruption risk mitigation through strong controls, documentation, and transparent reporting, and promptly flag any suspected irregularities in accordance with applicable procedures.
• Provide on-the-job training and structured capacity building to PCU and counterpart staff on World Bank FM and disbursement procedures, financial reporting, and internal controls.

• REPORTING RELATIONSHIPS The Financial Management Specialist reports to the Project Coordinator and works closely with the MoTS Finance Directorate and participating agencies to ensure effective financial management across all project components.

Contacts: The Financial Management Specialist will maintain close working relationships with the Project Coordinator, Procurement Specialist, M&E Specialist, safeguards staff, MoTS Finance Directorate, and designated finance focal points in TEVETA, MoLSS, MSMED, HELSB, and other participating institutions, as required.

• OUTPUTS AND REPORTING OBLIGATIONS The main deliverables for the assignment are:

• Project FM procedures integrated in the Project Operations Manual (including templates for approvals, documentation, and controls).
• Annual work plan and budget (AWPB) financial inputs, cash forecasts, and periodic budget execution reports prepared.
• Quarterly Interim Unaudited Financial Reports (IFRs) prepared and submitted on time and to required quality.
• Withdrawal applications prepared and submitted with complete and well-organized supporting documentation.
• Monthly bank reconciliations and updated cash position reports prepared and filed.
• Up-to-date accounting records, ledgers, and supporting documentation maintained and readily available for review.
• Updated fixed asset register and inventory records maintained; periodic spot checks conducted.
• Annual financial statements prepared and external audit facilitated; audit recommendation