Ministério da Educação-National Management Strengthening Project Coordinator-CD 26 November 2013.


Ministério da Educação de Timor-Leste

Ministério da Educação de Timor-Leste

 

REQUEST FOR EXPRESSIONS OF INTEREST

(CONSULTANT SERVICES)

Democratic Republic of East Timor

Management Strengthening Project

CONSULTING SERVICES

Grant Nos: TF012495

Expressions of interest

The Democratic Republic of East Timor has received financing administered by the World Bank under the Global Partnership for Education Fund toward the cost of the Management Strengthening Project (MSP), and intends to apply part of the proceeds for consultant services regarding National Management Strengthening Project Coordinator.

A key function of the National Management Strengthening Project Coordinator is to assist the Ministry in the startup of a national capacity building program that aims to strengthen the leadership at national, district and school level and to improve the planning, budgeting, implementation, procurement, quality control of activities and the monitoring skills of leading officers in the education sector. Other important tasks are to assist the Ministry in recruiting international, national consultants working in MSP and SCEP, managing their contracts and expected outputs, monitoring the implementation of MSP and Second Chance Education Project (“the SCEP”) and reporting quarterly against an agreed results framework for MSP and SCEP, so that the Minister, Vice Ministers and DGCS can be regularly updated and can take informed decisions on MSP if necessary and closely align it to the needs of the Ministry. The responsibilities of the International Financial Management Adviser will include, but not limited to:

  1. Coordination, implementation, monitoring, reporting and review of the MSP-capacity building programme for directors at national, district and school level

The National Project Coordinator for MSP is to assist the Minister, Vice Ministers and Director General Corporate Services in, but not limited to, the following tasks:

  1. Producing draft annual work plans for the coordination and implementation of the national capacity building programme in the first year (2013) within the first month of assignment. This should be done in consultation with the DGCS and National Strategic Sector Adviser.

  2. Establishing a management strengthening coordination structure (e.g. through a Capacity Development Reference Group) in collaboration with the DGCS firstly at national level and thereafter also at the district level. Clear Terms of Reference for these groups should be in place;

  3. Facilitating the recruitment of all international and national consultants for MSP;

  4. Coordinating the implementation and quarterly reporting on the progress of the MSP, results, challenges and recommendations in collaboration with the DGCS and consultation with Vice Ministers;

  5. Developing a monitoring, evaluation and reporting system for MSP (based on an agreed results framework) that is aligned and consistent with the Performance Assessment Framework (PAF) of the Ministry that reports about progress in the implementation of the NESP, in consultation with DGCS and key Ministry staff;

  6. Collecting, reviewing, commenting on and consolidating monthly and annual reports from all (international and national) consultants who work in the MSP and urge them to report on expected results and agreed indicators in the MSP-results framework and get feedback from the National Directors;

  7. Producing quarterly and annual financial reports about the MSP-budget execution in collaboration with the International Financial Management Advisor and the National Finance Officers;

  8. In collaboration with the National Strategic Sector Adviser, encouraging those national directors assisted by MSP to manage their consultants towards expected and agreed outputs;

  9. Ensuring in close collaboration with all consultants that skills transfer takes place to national directorates, district offices and schools that are included in the MSP, in order that the capacity building programme is effective and can be sustained by national staff after a period of 3 years without external technical assistance;

  10. Organizing and leading monthly technical coordination meetings for all consultants in order to increase coordination, encourage harmonized approaches in reporting, capacity building and skills transfer, to learn from each other and to improve impact of capacity building and reporting on results;

  11. Organizing monthly management coordination meetings about project progress, challenges and successes with all national directors that are involved in the programme with the goals respectively of information sharing about MSP-progress, learning from each other (‘organizational learning’) and improved preparation for project steering committee meetings;

  12. Organizing Executive meetings for MSP on demand from the Minister, Vice Ministers or DGSC or when deemed necessary by the MSP project coordinator or task team in Washington. This includes the preparation of consolidated progress and financial reports about the components of MSP against the agreed MSP-monitoring/reporting framework and inclusion of minutes and recommendations for programme review(s), if necessary and agreed upon by the Minister. It also includes the production of short minutes on the actions agreed;

  13. Coordinating the preparation of Project Completion Report for MSP in 2015.

  1. Coordination of SCEP

During the implementation of MSP the project coordinator is expected to assist the Minister, Vice Ministers and the DGSC to coordinate the project funded by WB such as SCEP, which means:

  1. Coordinating the monitoring and reporting against agreed results frameworks for SCEP in close collaboration with the Director DNER, advisers for SCEP and Ministry staff;

  2. Coordinating monthly technical and management meetings for SCEP involving management staff at the district level;

  3. Collaborating in all efforts to establish one national database for the education sector that is managed by the EMIS-department and actively encouraging that all specific data in SCEP is shared and merged into the EMIS in order to improve longer term planning and reporting systems. This should happen in 2013;

  4. Training and capacity development, including transferring skills in coordination, project management to national directors and staff within the Ministry, The training should be in line with the general MSP capacity building program. Training should be in different or combined approaches such as continuous, on the job training as well as more structured, modular or seminar based activities focusing on project management best pratices;

  5. Organizing combined Executive meetings for SCEP and MSP in accordance with the agreed project management structure and on demand from the Minister, Vice Ministers or DGSC. This includes the preparation of consolidated progress and financial reports about the components of SCEP against the agreed monitoring/reporting frameworks and inclusion of minutes and recommendations for programme review(s) agreed upon by the Minister. It also includes the production of short minutes on the actions agreed;

  6. Production of Project Completion Report for all World Bank supported projects in close collaboration with the key Ministry staff and advisers working in these projects;

  7. Coordinating with the World Bank project teams in providing implementation support to the Ministry of Education, through continuous communications, and ensuring that the Projects meet all requirements of respective Financing Agreements.

  1. Training and Capacity Building for relevant staff

  1. Organise and undertake series of training in form of seminars and workshops as well as on-the-job training for relevant education staff, mainly from General Directorate for Corporate Services in project and program management, including planning, budgeting, and monitoring skills;

  2. In collaboration with relevant MoE staff assist in preparation of Planning, Budgeting and monitoring Manual describing procedures, approaches, reporting formats, responsibilities of concerned directorates, bodies and individuals, etc. Carry out workshops to train the staff to use the Manual.

Expected outputs

  1. Annual work plans for the coordination of MSP to be shared with the Minister Vice Ministers and DGCS and upon their approval with the World Bank;

  2. Quarterly and annual narrative/technical reports and financial reports collected from consultants/national directors and consolidated against expected outputs and agreed reporting frameworks for MSP and SCEP;

  3. Demonstrable skills transfer in management and leadership to National and District Managing staff;

  4. Monthly technical coordination meetings for all consultants in MSP and SCEP;

  5. Monthly management coordination meetings involving all National and District directors for all three projects;

  6. Executive meetings (if possible combined for MSP and SCEP) organized professionally in accordance with project management structure and on demand from the Minister, Vice Ministers or DGSC;

  7. Completion meeting minutes produced timely on agreed decisions;

  8. End of the project reporting for World Bank supported Projects.

The assignment is planned for 21 months and expected to commence ASAP.

The Ministry of Education of the Democratic Republic of East Timor now invites eligible individual consultants to indicate their interest in providing the services for this position. Firms are not invited to propose individual consultants. Interested consultants must provide information indicating that they are qualified to perform the services (CV, description of similar assignments, experience in similar conditions, availability of appropriate skills, etc.). Qualification requirements are:

  • University level degree in Project Management//Planning, Administration, Education, Human Resources Management or another relevant area;

  • Demonstrable experience of at least 5 years in managing and coordinating complex projects;

  • Experience of at least 5 years working in different positions such as managing, coordinating, implementing and monitoring projects on behalf of senior management in Ministries or other national institutions in Timor-Leste;

  • Experience in transferring of knowledge and skills to national staff and in coaching on the job, in particular in the area of management strengthening;

  • Experience in database management, monitoring, review and reporting;

  • Professional reporting skills and full proficiency in utilizing MS-or Apple software;

  • Fluency in Tetun and Portuguese both oral and writing. Good knowledge of English is an advantage;

  • The position is open to Timorese Nationals only;

The following criteria will be considered strong advantages if met:

  • Experience in the education sector, in particular at regional, district or school level;

  • Experience in leading and/or working in a team of national and international advisers;

  • Strong communication and negotiation skills;

  • Experience with management of and procurement for WB-funded projects;

  • Experience with exit strategies.

The successful candidate shall be offered a standard remuneration package according to rates for this level of specialization.

Interested eligible consultants may obtain further information and a copy of the Terms of Reference from the Management Strengthening Project at the address given below or visit Ministry’s website atwww.me.gov.tl/recrutamento—anuncio-de-vagas.

The email subject heading must be: National Management Strengthening Project Coordinator.

A consultant will be selected in accordance with the procedures set out in the World Bank’s Guidelines: Selection and Employment of Consultants under IBRD Loans and IDA Credits and Grants by World Bank Borrowers (January 2011).

Interested consultants may obtain further information at the address below during office hours 09:00 to 17:00 hours of local time.

The Expression of Interest together with your latest curriculum vitae must be delivered to the email address given below by 26th November 2013.

 

Attn: Mr. Danino da Cunha

National Director of Procurement

Ministry of Education

Democratic Republic of East Timor

Vila Verde, Dili

Tel: +670 3311035

E-mail: danino.cunha@email3.me-tl.org and essp.procurement2@me-tl.org

 

 

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