Procurement Adviser (International) Ministry of Finance

República Democrática de Timor-Leste, Ministério das Finanças “Adeus Conflito, Bemvindo Desenvolvimento” Planning and Financial Management Capacity Building Terms of Reference Position Procurement Adviser (International) (Project Implementation Unit) PFMCBP Objectives The consultant will advise 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. Reporting The Senior Program Manager-PFMCBP Counterpart Procurement Technical Support Officer Duration As soon as possible to 15th November 2012 Location Program Implementation Unit – PFMCBP Ministry of Finance, Dili, East Timor I. Selection Criteria · A Master’s degree in a relevant field (Commerce, Accounting, Economics, Business, IT, Administration, Law, or related field). · At least ten 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. · Fluency in English and good communication skills. · Fluency in Tetun or Bahasa Indonesia would be advantage II. Project Background The Ministry of Finance of the Government of the Democratic Republic of Timor-Leste is recruiting a Procurement Adviser (International) for its Planning and Financial Management Capacity Building Program (PFMBP). The PFMCBP aims to strengthen 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 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 30th November 2012. PFMCBP has assisted the Government of Timor-Leste 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 Senior Management Committee chaired by the Minister of Finance. There is a dedicated Program Implementation Unit that is responsible for day-to-day program management and implementation which has been integrated into the Directorate General for Corporate Services. 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. III. 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 ProcurementGuidelines, Selection and Employment of Consutants 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. · Assist Senior Program Manager to compile periodic reports on consultants’ outputs. · 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 on procurement related issued within the Ministry of Finance. · Provide limited Procurement Training and Mentoring to Ministry of Finance Staff and particularly within the General Directorate for Corporate Services. · 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. IV. Key Deliverables · Assignment Work plan within four weeks of commencement. · 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 via limited Workshops for procurement staff within the PIU and the Ministry of Finance; particularly the General Directorate for Corporate Services. · End of Assignment report to the Senior Program Manager no later than 10 working days prior to the end of contract. V. 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. VI. APPLICATION PROCEDURE Please visit our website at www.mof.gov.tl/ and go to ‘Announcements/Employment Opportunities’ to learn about our recruitment process and your application requirements including how to address the Selection Criteria in your application. Applications must be sent to our Programme Implementation Officer-PFMCBP at email address, pfmcbp@mof.gov.tl, no later than Friday, 6th January 2012. Applications should include a covering letter and a detailed resume of no more than 7 pages. All Applicants must also complete the Competency Framework Matrix below 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. Only short-listed candidates will be contacted. Competency Framework for the Senior Financial Assurance Advisor (International) Competencies Please describe how you meet these Competencies A Master’s degree in a relevant field (Commerce, Accounting, Economics, Business, IT, Administration, Law, or related field). At least ten 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 and interpersonal skills and sound knowledge of project management competencies. Good communication skills, including fluency in English and some skills in Tetum and/or Bahasa Indonesia and other regional languages would be an advantage.

Job Email id:

pfmcbp(at)mof.gov.tl