Sustainable Energy and Economic Development (SEED) Terms of Reference
TOR Name: KP Project Implementation Policy
Log-frame: Output 2
Duration: December 2021 - February 2022 (3 months)
Location: Peshawar
Programme Background
Sustainable Energy and Economic Development (SEED) is a £37.5 million programme that aims to support provincial economic development and sustainable energy in Pakistan. It will support the province of Khyber Pakhtunkhwa (KP), to plan and finance the infrastructure and investment it needs for growth, jobs and prosperity. The programme will also address Pakistan’s energy crisis by providing innovative financial solutions to industry for the adoption of sustainable energy practices. Within SEED, ASI has been contracted to deliver the first component - Improved Economic and Urban Planning in Khyber Pakhtunkhwa – with a budget of £15 million. The programme’s longer-term outcomes include generating higher levels of public and private investments, enhancing public investment management efficiencies and ensuring that investments made produce greater economic, social, and environmental returns. The programme will be managed by the UK’s Foreign Commonwealth and Development Office (FCDO).
Context
The existing project policy promulgated under section-25 of Khyber Pakhtunkhwa Civil Servants Act governs appointments to post in approved development projects. In addition, there is a recruitment policy for market-based talent. However, there is a realization that recruitment of project staff is only one component of project implementation. Successful implementation of project implementation needs a holistic approach that goes beyond recruitment of staff and addresses the full cycle of project management with the objective that ‘projects are effectively managed within the scope, quality, resources (time and budget) and risks.
In this regard, the Planning and Development (P&D) Department of Government of Khyber Pakhtunkhwa intends to formulate a comprehensive ‘Project Implementation Policy (PIP)’ that captures all the elements of project management with detailed guidelines (Refer Figure below).
Assignment Deliverable:
D1. Consolidated Report on Project Implementation Policy
D1.1 Report on component 1 of Project Implementation Policy
D1.2 Report on Component 2 of Project Implementation Policy
Resources:
To successfully complete the formulation of Project Implementation Policy, a team of 2 specialist consultants will be hired who will be working collaboratively to delivering different components.
- Project Management Specialist
- Accounts/Finance Specialist
The roles, functions, qualifications and deliverable for each are defined below.
Component 1:
Project Management Specialist
In addition to coordinating, tracking progress and consolidating the activities outlined against component 2 of the Project Implementation Policy, the Project Management Specialist will be responsible for formulation of following tasks:
1.1 Project Management Unit:
a. Identify the criteria and parameters for establishing a Project Management Unit (PMU) for development projects – for example cost, nature of project etc;
b. Propose the structure of the PMU and the responsibilities;
c. Review of the existing project policy along with ancillary hiring policies with the objective of identifying the gaps in hiring; propose alternate modes of hiring – for example the personnel whose services could be procured through outsourcing etc. Inter alia, this section should cover:
i. Need for Pay Revision and/or Incentivizing project posts for civil servants
ii. Creating a balance between Experience and Youth, defining selection criteria
iii. Ensuring Fixed Tenure for Project Directors
iv. Defining circumstances for additional charge, Deputation and hiring from market for PD and all other posts
v. Housing the policy in P&DD
d. Propose transitory arrangements after administrative approval has been granted
1.2 Technical requirements:
a. Identify the situations where resident supervisors will be required
b. Identify the criteria for engaging a design consultant
c. Identify the circumstances in which transaction advisory services are required
1.3 Risk analysis
Provide a detailed account of the risks associated with the implementation of the projects, including but not limited to:
a. The tools – risk register
b. Mitigation plans
1.4 Monitoring & Evaluation:
a. Suggest monitoring mechanism – e.g. steering committee for oversight – and tools; the different stages and reference points for monitoring.
b. Evaluation criteria – ex-ante and ex-post
c. Role of DG M&E
d. Provision and circumstances for Third party evaluation/ validation.
1.5 Project Closure:
a. Final project report
b. Project handover
1.6 Special Provisions:
To be included in PIP for carrying out project implementation as categorized below:
a. PPP projects
b. Foreign assisted projects
c. NHP projects
d. Any other
The Project Management Specialist may be supported by Accounts & Finance Specialist for completion of the components/deliverables as required. The consultant should demonstrate flexibility and ability to incorporate feedback/inputs received from government counterpart and SEED Team Lead.
The Project Management Specialist will have to undertake following tasks/activities for satisfactory fulfillment of overall assignment
- Conduct assessment based on primary/secondary/tertiary research tools and sources
- Identify past projects and gaps in existing policy for lesson learning on implementation issues
- Engage relevant government counterparts/stakeholders to form better understanding of existing policy/systems/processes and source of required information
- Collect/collate/compile data and analyze issues at departments level and on-field challenges for project implementation
- Conduct KIIs/FGDs for formulation of recommendations for the new policy
- Identify various reporting mechanisms/requirements and stakeholders to be involved in new policy for each component
- Consult web resources for international best practices/case studies regarding development project implementation
- Quality assures data and write-ups
Qualification:
- Master’s/MBA from a reputable institution in management sciences or relevant field
- Certification in specialist project management course (PMP etc.) will be given preference.
- 8-10 years’ experience working in/with public sector or donor funded projects. 4-5 years’ experience in a leading position (project/unit head etc.)
- Familiarity with government reporting requirements, especially monitoring and evaluation
- Familiarity with existing laws/policies, processes and systems for implementation of development projects
- Good data analysis, presentation, research and writing skills
- Good IT skills
- Fluent in English and Urdu. Pashto may be given preference
Duration of Assignment
The project is expected to be completed within 3 months from the date of signing of contract
Deliverables:
Deliverable
Description
Weightage in remuneration
D1.1
Draft Report on Component 1 of Project Management Policy (tasks 1.1- 1.6) as outlined above
40%
D1.1.1
Presentation of the draft report to the Planning & Development (who may also invite representatives from Finance Department, Establishment Department and Law Department)
10%
D1
Consolidated Report (Combining D1.1 and D1.2) on Project Implementation Policy that addresses the comments from SEED team and the government - with cogent recommendations for new PIP
40%
D1.1.2
Presentation of the consolidated report to the forum identified against deliverable D1.1.1
10%
The consultant will closely coordinate with the Accounts & Finance specialist so as to ensure the latter’s availability for the presentations
Compensation will be made on approval of each deliverable by the government and SEED Team.
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