Non-Resident Procurement Adviser

Job Description

The Ministry of Finance (MoF) through the Public Finance Management Capacity Building Program (PFMCBP) is seeking applications from qualified Non-Resident Consultants to fill the position of Economic Policy Advisor, and Procurement Advisor

• To advise the government on allocating resources across regions and sectors to achieve its development, growth and fiscal sustainability objectives.
• To advice and assist the Senior Program Manager in planning and carrying out procurement activities in accordance with PFMCBP Legal Agreements and WB Procurement Guidelines.

Funded by a grant from the International Development Association and a World Bank administered multi-donor trust fund (with contributions from AusAID, EC, Irish Aid, New Zealand and Norway), the PFMCBP is a coordinated program of targeted capacity building in planning and financial management. The Program started in late 2006 provides technical assistance to sustainably strengthen planning, budgeting, public expenditure management and revenue administration for growth and poverty reduction, with emphasis on efficiency, effectiveness, accountability, integrity, service culture, and transparency. After a successful five years of operation, the program has been extended to 30^th November 2012 and is currently under negotiation for a second extension until 31 December 2013. After this point it is not envisaged that the PFMCBP project will continue in its current form but that future support will be integrated into the ongoing Direct Budget Support program to the Ministry.

PFMCBP has assisted the Government of Timor-Leste through the Ministry of Finance to take forward an important reform agenda. Key achievements include implementation of a major reorganization of the Ministry of Finance; strengthening public expenditure management through simplification and strengthening of treasury systems and processes, and increased delegation of authority to line ministries; complete overhaul of budgeting systems, documentation and financial management legislation; improved revenue management, including increased transparency in tax administration and reinforcing Petroleum Tax administration; and a gradual improvement in macroeconomic planning. There are important challenges ahead as the Ministry of Finance implements a strong reform program in a capacity constrained environment. PFMCBP itself has a challenge to build capacity and enable an increased transfer of responsibility to Timorese public servants.

The Ministry of Finance is responsible for the strategic management of PFMCBP, through its Consultative Committee on Financial Management (CCFM) chaired by the Minister of Finance. A dedicated Program Implementation Unit is part of the newly established National Directorate for Managing External Support within the Directorate General for Corporate Services of the MoF that is responsible for day-to-day program management and implementation of all external support to the Ministry. Australia, the EC and Norway continue to have bilateral programs with the Ministry of Finance as well as contributing to the multi-donor program. The Asian Development Bank and Japan also provide assistance to the Ministry.

A Supervisory Committee of donors to PFMCBP, also chaired by the Minister of Finance, provides regular oversight on program implementation and achievements. The World Bank is responsible for program supervision, to ensure it is aligned with agreed objectives and financing agreements.

APPLICATION PROCEDURE

Please visit our website at www.mof.gov.tl and go to ‘Employment Opportunity’ to learn about our recruitment process and your application requirements including how to address the Selection Criteria in your application.

Applications need to be addressed to our Resident Procurement & Contract Management Officer Lucio dos Santos, at email address, jobs@mof.gov.tl , no later than 17:00hours Timor-Leste time on Tuesday the 10^th of December, 2012.

For more information or questions please address to Sr. Jose Antonio Fatima Abilio, at email address, jabilio@mof.gov.tl

Applications should include (a) a covering letter , (b) a detailed resume of no more than 7 pages and (c) Your response to the selection criteria.

Applicants must answer clearly the selection criteria, in the attached format, delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc. Incomplete applications will not be considered.

Only short-listed candidates will be contacted.

Jose Antonio Fatima Abilio

Program Implementation Officer

Terms of Reference

Position Non-Resident Procurement Adviser

(Project Implementation Unit) PFMCBP

Objectives The consultant will advice and assist the Senior Program Manager in planning and carrying out procurement activities in accordance with PFMCBP Legal Agreements and WB Procurement Guidelines. The Procurement Adviser will ensure effective, efficient, transparent and accountable procurement of goods and works as well as selection of consultants across the full program, including timely and efficient work planning, coordination with relevant technical/work units, procurement monitoring and evaluation, and reporting. In addition, the Procurement Adviser will also provide support, advice and training to the Directorate General for Corporate Services, particularly those concerned with the procurement activities within the Ministry of Finance.

Reporting The Senior Program Manager-PFMCBP

Counterpart Procurement Technical Support Officer

Duration 31^st January 2014

Location Ministry of Finance, Dili, East Timor

I. Project Background

The Planning and Financial Management Capacity Building Program (PFMBP) is a program aimed to help strengthen the capacity in the Ministry of Finance for prudent, effective, and accountable planning and management of public finances to promote growth and poverty reduction.

Funded by a grant from the International Development Association and a World Bank administered multi-donor trust fund (with contributions from AusAID, EC, Irish Aid, New Zealand and Norway), the PFMCBP is a coordinated program of targeted capacity building in planning and financial management. The Program started in late 2006 and has since provided technical assistance to the MoF to sustainably strengthen planning, budgeting, public expenditure management and revenue administration for growth and poverty reduction, with emphasis on efficiency, effectiveness, accountability, integrity, service culture, and transparency. After a successful five years of operation, the program has been extended to 30^th November 2012 and is currently under negotiation for a second extension until 31 December 2013.

PFMCBP has assisted the Government of Timor-Leste through the Ministry of Finance to take forward an important reform agenda. Key achievements include implementation of a major reorganization of the Ministry of Finance; strengthening public expenditure management through simplification and strengthening of treasury systems and processes, and increased delegation of authority to line ministries; complete overhaul of budgeting systems, documentation and financial management legislation; improved revenue management, including increased transparency in tax administration and reinforcing Petroleum Tax administration; and a gradual improvement in macroeconomic planning.

The Ministry of Finance is responsible for the strategic management of the PFMCBP, through its Consultative Committee on Financial Management (CCFM) chaired by the Minister of Finance. There is a dedicated Program Implementation Unit (PIU) integrated into the Directorate General for Corporate Services of the MoF which is responsible for the day-to-day program management and implementation of all external support to the Ministry. A Supervisory Committee of donors to PFMCBP, also chaired by the Minister of Finance, provides regular oversight on the Program implementation and achievements. The World Bank is responsible for program supervision, to ensure it is aligned with agreed objectives and financing agreements

The work identified in the MOF Strategic Plan and explained in detail in the Ministry 5 Year Plan will form the basis for the Advisor Work Plans and guide the reform agenda in the Ministry

II. Scope of Services

The Procurement Adviser will assist the Senior Program Manager in managing and implementing the procurement functions of the PIU-PFMCBP as well as support the Director General, Corporate Services, in procurement activities within the Ministry of Finance. The position will:

• Interact with all technical units and provide support in preparation and update of the Implementation Action Plan (IAP) and Procurement Plan (PP).
• Advise on appropriate procurement procedures that best suit the Program’s needs within the agreed Procurement Plan and in accordance with PFMCBP Legal Agreements.
• Help prepare Terms of Reference; Specifications; Requests for Proposals/bidding documentation for all procurement activities and selection of consultants and firms.
• Ensure timely publications of Specific Procurement Notices, Expressions of Interest and Request for Proposals when required.
• Coordinate the Evaluation Committee’s meetings and record minutes.
• Monitor implementation of the PFMCBP Procurement Plan and update as required.
• Ensure that all PIU procurement is carried out in accordance with PFMCBP legal agreements, World Bank/IDA Procurement Guidelines, Selection and Employment of Consultants Guidelines, Government regulations.
• Review and update the section on Procurement of the PFMCBP Operations Manual, with the concurrence of the World Bank.
• Establish and maintain within the PIU a procurement filing system, ensuring that appropriate documentation is included in each procurement file.
• Work in coordination with the Financial Management Adviser (International) in managing all contractual payments, disbursements, and internal and external audits and help prepare quarterly reports to the World Bank.
• Assist the Senior Program Manager in the negotiation of contracts with selected consultants and in the preparation of required documents based on WB sample or standard bid docs/ evaluation reports that will be submitted to the World Bank for their clearance and “no objection” (NOL).
• Advice the Director General Corporate Services and staff of the National Directorate of General and Financial Management on procurement related issued within the Ministry of Finance.
• Provide Procurement Training and Mentoring to Ministry of Finance Staff and particularly within the General Directorate for Corporate Services.
• Provided mentoring and guidance to National Advisers in the Ministry involved in procurement activities
• Assist the Program Manager with facilitating supervision missions undertaken by the donors of the Program.
• Provide backup to the PIU’s Financial Management Adviser when necessary and take the lead for the procurement module in FMIS.

III. Key Deliverables

• Within four weeks of commencement, develop an Assignment Work Plan that is consistent with the relevant activities and performance indicators of the Ministry’s 5 Year Plan
• Coordinated and up to date Procurement Plan for PFMCBP.
• Quarterly updates on the implementation of the Procurement Plan.
• Contribution to report against performance management system for consultants every three months
• Quarterly and Annual Progress Reports to Senior Program Manager reporting against agreed Work Plan
• Assist in the recruitment of consultants including posting and dissemination of vacancy post announcements using available media forms
• Prepare Consultants’ Selection reports that will be submitted to the World Bank for their clearance and approval (NOL).
• On-demand report on Procurement work and status, as will be required by the Program, the Ministry of Finance and/or the PFMCBP donors, including the World Bank
• Updates to the Procurement section of the PFMCBP Operations Manual for the use by the PIU-PFMCBP
• Simplified and user-friendly Procurement filing system for use by the PIU-PFMCBP.
• Development and implementation of a Procurement Training Program for procurement staff within the PIU and the Ministry of Finance; particularly the staff and advisers involved in procurement in the Ministry
• End of Assignment report to the Senior Program Manager no later than 10 working days prior to the end of contract.

IV. Performance Evaluation

Performance of the Procurement Adviser will be assessed by the Senior Program Manager in accordance with the performance review framework for advisors in place in the PFMCBP.

There is a probation period of three months.

RESPONSE TO THE SELECTION CRITERIA By JOB TITLE: Non-Resident Procurement Advisor

Selection Criteria

My Response

• A Master’s degree in a relevant field (Commerce, Accounting, Economics, Business, IT, Administration, Law, or related field).

• At least ten (10) years progressive experience in procurement, including experience in selection and hiring of consultants and procurement of goods based on standard bidding documents as applicable.

• Familiar with the World Bank/IDA procurement guidelines and procedures or demonstrated capacity to rapidly gain familiarity.

• Previous procurement experience with an international development agency will be an advantage

• Good interpersonal skills. Strong collegial spirit and demonstrated ability to work well as a member of a multicultural team

• Experience in working with senior officials

• Good analytical skills and sound knowledge of project management competencies