Lot 9 Eritrea Expert in management education

Job Description

EUROPEAID/ 119860/C/SV/multi

LOT N° X: Lot 9

REQUEST N°

SPECIFIC TERMS OF REFERENCE

• 1. DESCRIPTION OF THE ASSIGNMENT

Global objective

To train and mentor on a day to day basis all relevant staff in the PMU of the MoE, to effectively implement the EC Support to the Education sector in Eritrea project (ECSEE) with the aim of assisting the PMU in the establishment of systems for planning, monitoring, reporting adjusting contracts through timely addendums, financial management and procurement.

Specific objective(s)

• Improve the capacity of PMU staff in the preparation of timely addendums and re-budgeting of Programme Estimates
• Improve the capacity of PMU staff to meet EC financial management standards
• Improve the capacity of PMU in applying EC procedures for the effective closure of Programme Estimate 1 and the transition to Programme Estimate 2
• Improve the capacity of PMU staff in the drawing up of detailed rolling implementation plans
• An effective financial management and procurement system established
• Improve the capacity of PMU staff in the preparation of closure reports in relation to the EC project

Requested services, including suggested methodology

The expert will be expected to assist the staff in PMU with Project Implementation in the areas of Procurement, Financial Management, Addendums to PE contracts and Reporting. The assistance will be through a day to day mentoring approach augmented by training and workshops where appropriate thereby building the capacity of the staff and the systems in PMU (planning, monitoring and evaluation, procurement and financial management) so that the unit and staff are able to operate independently and effectively in the future.

Required outputs

Improved capacity of the PMU and MoE through day to day mentoring and on the job training in achieving the following:

• Preparation of timely addendum and re-budgeting of PEs
• Preparation of detailed implementation plan for PE2
• Preparation of detailed implementation plans
• Preparation of closing report for PE1
• Assessment of implementation progress of PE2 and its revision
• Establishment of system for effective financial management and procurement during implementation

• 2. EXPERTS PROFILE

Number of requested experts per category and number of man-days per expert

• One expert of category I is required for this assignment for 120 man-days (6 months)

Profile required (education, experience, references and category as appropriate)

• § Specific Experience
• - At least five years practical experience of EDF procedures and the preparation and implementation of programme estimates

• § General Experience
• - At least ten years work experience in planning in a relevant sector
• - Experience of working in development projects
• - Experience in providing technical advice on capacity development
• - Experience in training, mentoring and development of manuals on applying guidelines and procedures in project planning

• § Qualifications and Skills
• - Postgraduate qualification in management, education or another relevant field
• - Good communication skills and fluency in English
• - Computer literate

Working language(s)

The working language for the provision of services under this contract will be English. Knowledge of local language (Tigrynia) will be of advantage.

• 3. LOCATION AND DURATION

Starting period

The assignment will start on 18 of March 2009 and will proceed as specified below.

Foreseen finishing period or duration

• The foreseen duration of the services is 120 man-days (6 months).

Planning

The assignment will consist of three visits as follows:

1^st visit: 18 March to 10 June 2009

Activities

Duration

Participants

Assist in development of an addendum / budget re-allocation for PE#1 where necessary,

3 weeks

PMU and Focal people

Assist in development of detailed implementation plan for PE#2 June to November 2009,

4 weeks

PMU and Focal people

Training in development of a detail implementation and procurement planning,

1 week

PMU and Focal people

Assisting and training in closing the PE#1 including the final report for PE1

Develop a monitoring system for assessment of progress against planned activities and budget and development of a progress report for 6 months of PE#2

Training in use of the monitoring system

2 Weeks

2 Weeks

PMU and Focal people

PMU and Focal people

2^nd visit: 16 November to 11 December 2009

Activities

Duration

Participants

Mentoring input during the use of the assessment of progress against planned activities and budget and development of a progress report for 6 months of PE#2

1 weeks

PMU and Focal people

Train, mentoring and assist in development of detailed implementation plan for activities from December 2009 to May 2010,

3 weeks

PMU and Focal people

3^rd visit: 31 May to 23 July 2010

Activities

Duration

Participants

Follow up training and mentoring in assessment of progress against planned activities and budget and development of a progress report for 6 months of PE#2

3 weeks

PMU and Focal people

Follow up training/mentoring and assist in develop of first addendum / budget re-allocation for PE#2,

3 weeks

PMU and Focal people

Mentoring in development of detailed implementation plan for the remainder of the project

2 weeks

PMU and Focal people

Location(s) of assignment

The expert will be based in the PMU, Asmara, Eritrea. The expert will report to the Imprest Administrator in PMU, working closely with the Imprest Administrator and the Imprest Accounting Officer.

• 4. REPORTING

Content

The expert will present monthly progress reports on progress against the proposed outputs and any proposed variation in the original plan, during his inputs.

At least three working days before the completion of the assignment, the expert will prepare and present a short written summary of achievements against the ToR and an outline of the proposed draft report. The consultant will incorporate feedback from the MoE and the EC and submit a draft report in Microsoft Word, within three weeks of the completion of the assignment.

Language

All reports shall be written in English.

Submission/comments timing

The expert will present monthly progress reports at the end of each working month (20^th calendar day of each working month) and a final report within three weeks of the end of the assignment. Comments have to be provided within 2 weeks as of submission of the respective reports. For the final report, Art 27.2 of the General Conditions on Framework Contracts applies.

Number of report(s) copies

For each report, the expert will submit a hard copy and an electronic version in Microsoft Word to the EC Delegation, the PMU, the MOE, and the NAO.

6. ADMINISTRATIVE INFORMATION

Fees

As stated in the Global Terms of Reference of the Framework Contract, the Contractor will make available appropriate management and backstopping mechanisms, quality control systems, secretariat and any other support staff (editors, proof readers etc.) that it considers necessary in order to implement the Framework Contract. The support team will provide all the necessary logistical support both prior and during the assignment to allow the experts to concentrate on their primary responsibilities.

Regarding the specific assignment, all secretariat/office renting costs both in Headquarters and in Eritrea, which may include rental, communications (fax, phone, mail, internet, courier etc.), report production and secretarial services both in the Contractor's home office and for the experts in the beneficiary country are considered to be included within the fee rates of experts. The costs of these services are considered as an overhead and integrated in the fee rates of the experts.

The expert shall be fully equipped with portable computers, the necessary software and a portable printer. He/she should purchase the paper necessary for the printing of reports, and other documentation. For guidance on local conditions and logistical advice, the support team can liaise with the EC Delegation and the NAO Office.

Per Diem

Accommodation, subsistence and all intra-city travel inside Asmara are covered by the maximum per diem as indicated on Europe Aid's website.

Reimbursable expenses

International airline tickets (economy class) and visas are to be considered as reimbursable costs and will be paid for on submission of the original supporting documents (ticket stubs, boarding passes, invoices, evidence of payment etc.). The expert is entitled to a return ticket for each of his visits during the mission (in total a maximum of three return tickets).

Assistance to be provided

Assistance to the consultants by the MOE/PMU and the NAO will be ensured, including:

• o Making available all relevant documents, reports and data
• o Facilitation of entry and exit visas and travel permits in the country
• o Facilitation of import and export of personal belongings and equipment for the mission.

Tax and VAT arrangements

Under no circumstances can VAT be paid by a Community programme. However, framework contractors are invited to obtain information from the EC Delegations in the beneficiary countries concerning reimbursement procedures or possible exemption from VAT.

Interim payment(s) modalities, if any (only for a rider)

Not applicable.

Others

No equipment will be supplied under this contract. Saturdays and Sunday will not be considered as working days for the provision of services under this contract.