1. Programme Background
Malawi Value Chains (MVC), implemented by Adam Smith International (ASI), is one of three components of the Malawi Trade and Investment Programme (MTIP), a five-year FCDO-funded initiative which aims to break Malawi’s cycle of low growth through driving exports. The overall objective for MVC is to implement the value chain component of MTIP with the goal to increase the productivity, quality, production and export performance of the macadamia and mango value chains, as well as support increased mining investment and ultimately exports. Other complementary MTIP components are focused on increasing access to patient capital and cutting the time and costs of trade and logistics (the latter implemented by TradeMark Africa (TMA]).
Under the programme, ASI intends to procure irrigation equipment and macadamia processing machinery from South Africa for delivery to Malawi. A tax waiver has been granted by the Ministry of Finance and the Malawi Revenue Authority (MRA). Due to the volume, complexity, and high value of the equipment being procured, we seek the services of a reputable Clearing Agent to facilitate the customs clearance process and ensure timely, safe, and complete delivery of the equipment into Malawi.
2. Objective of the Assignment
The objective of this assignment is to:
- Efficiently clear imported goods at the borders and designated ports of entry.
- Ensure all equipment arrives intact, with no missing or damaged components.
- Coordinate with South African and Malawian authorities to facilitate timely customs clearance and adherence to all regulatory requirements.
- Handle all documentation and approvals associated with the clearance and transportation of the goods.
3. Scope of Work
The Clearing Agent will be responsible for the following:
Pre-Clearance Activities:
- Review all shipment documentation and advise on any missing or incomplete information.
- Confirm alignment with the approved blanket tax waiver.
- Liaise with the Malawi Revenue Authority (MRA) and Ministry of Finance to ensure all necessary permits and clearances are in place.
- Communicate and coordinate with ASI team and the equipment suppliers in South Africa to obtain accurate shipping schedules, packing lists, invoices, and any certificates required for customs processing.
Customs Clearance and Border Coordination:
- Process all import declarations and facilitate customs clearance at relevant border points.
- Ensure smooth coordination between South African and Malawian customs authorities.
- Organize and oversee inspections as required.
Transport and Logistics:
- Supervise offloading and reloading of cargo to avoid losses or damage.
- Monitor and report on the safe transit of goods from port of origin to final destination in Malawi.
- Provide secure storage or warehousing (if necessary) until final delivery.
Reporting and Communication:
- Provide weekly progress updates to ASI.
- Immediately report any incidents, delays, or anomalies during the clearance or transportation process.
4. Timeline and Deliverables
The assignment is expected to run over a 1-month period (subject to extension based on volume and shipping schedules), starting from the signing of the contract.
Key Deliverables:
- Pre-clearance plan
- Weekly progress reports
- Final delivery report, including inventory verification
- Incidents reporting, where deemed necessary
5. Qualifications and Experience
Interested clearing agents should demonstrate the following:
- Valid registration and licensing with MRA and other relevant authorities.
- Proven track record of handling large and complex cross-border imports, particularly from South Africa.
- Familiarity with MRA’s procedures and exemptions relating to tax waiver imports.
- Strong logistical network and capacity to coordinate transportation and storage.
- Minimum 5 years of experience in the customs clearance and freight forwarding industry.
- At least 3 contactable references from previous similar assignments.
6. Submission Requirements
Applicants should submit the following documents:
- Company profile and proof of registration
- Technical Proposal outlining the approach, methodology, and capacity
- Financial Proposal (cost breakdown in British pound £ and MWK)
- Copies of valid licenses and accreditations
- CVs of key personnel (At most three individuals)
- At least two references with traceable contact details
7. Payment Terms and Schedule
Payment will be based on deliverables, subject to satisfactory performance:
All payments will be made within 30 days of invoice submission and deliverable acceptance.
8. Ready to Apply?
Submit your Technical and Financial Proposals via email to MalawiMGF@adamsmithinternational.com no later than 25th July 2025 with the subject line:
“Proposal for Clearing Agent – MTIP MGF”