TERMS OF REFERENCE Public Financial Management Consultant

Transcription

1 TERMS OF REFERENCE Public Financial Management Consultant Description of the assignment: Type of contract Duty Station Post Level Category Languages required Period of assignment/services: Provide technical support to the local government of in Basra to implement the recommendations for enhancing the disbursement cycle of payments in the governorate. Individual Contract Basra International consultant Specialist Fluency in both Arabic and English languages 26 working days within 2 months Estimated Starting Date: 22 November Background Since 2003, the Government and the people of have embarked on a challenging transition in their history. Indeed, has departed from the unitary centralistic state model to a federal structure that allows for more equitable and balanced growth. The government of realized that such challenging transition requires intensive efforts to reform out dated systems and procedures in the day-to-day government work, mainly in public sector. As a result of that, the government has adopted a Public Administration Reform road-map for the period of One of the identified Implementation Strategies in this road-map, was the Modernization of Public Financial Management (PFM) which includes: - Review the financial administration bill and accelerate its legislation to enable the adoption of modern principles in the preparation of state budget. - Research current public budgeting approaches used in other countries and adopt the appropriate approach for accordingly. - Adopt modern budgeting methodologies to address current and future needs for. - Adopt advanced accounting methods. - Adopt a mechanism that provides reliable monthly data to facilitate the monitoring and evaluation of public budget. - Develop accountability systems and procedures for budget execution. On the other hand, a need was identified to prioritize the capacity development of local governments in financial management and allocation in accordance with the needs of local communities, as well as updated service delivery tools and technology to enhance the integrity, transparency and accountability at local level. Such need is directly linked with the whole of government s trend toward the decentralization approach in management and development of local communities. UNDP has supported the local government in Basra to enhance and modernize the PFM system in the governorate and transfer it from its existing structure to more efficient, transparent and modern structure through introducing a state-of-art-technology in this field. Detailed facts finding missions were performed and current shortfalls, obstacles and challenges with the PFM system were identified and documented in an assessment report that outlined set of priority recommendations that need to be implemented in order to modernize the PFM system in Basra. The priority recommendations were further developed in an action plan with two-year timeframe with shared implementation responsibility between UNDP and Basra Governorate. 1

2 2. Purpose of the Assignment and Specific Objectives The objective of the assignment is to implement the priority recommendations that are targeted for 2015 through reviewing and revising the proposed automation system, developing terms and reference to purchase the system, introducing new and simplified work procedures to the accounting and audit departments and finally developing and implement capacity development Programme for those departments. This development intervention shall be made in close collaboration and coordination with the local bodies in the governorate. In light of above, and pursuant to the preliminary objective of this assignment, the proposed intervention shall be started with series of consultative meetings with relevant local government entities and officials. Henceforth, the assignment will have the following specific objectives: Review and analyze the Automated Disbursement System Report and revise it (as needed) and verify if the suggested software solution shall significantly change the existing system to efficient, modernized and highly beneficial automated system that assure reliable and consistent financial transactions and data follow and reporting Provide technical assistance to the Accounts and Audits Department in Basra tackling the following: 1. Conduct business process re-engineering to simplify accounting and audit procedures 2. Develop a new system of budget classification and review the chart of accounts 3. Develop procedures to record and control all commitments 4. Conduct capacity need assessment Develop Terms of Reference (ToR) for purchasing the automation system and provided with cost estimate for required change that includes; 1. the software solution application and its licenses (if applicable), 2. infrastructure for the introduced solution, 3. capacity building and training programmes for the cadre that shall operate the proposed PFM system as well as those staff who shall administrate the system, 4. operation, maintenance and security, 5. development, research and technical support, Propose and design capacity building and training programmes and deliver related training sessions of such programmes. 3. Methodology The assignment shall be implemented with the support of a combined team of consultant with extensive knowledge in Public Administration and Financial Reform in post-conflict or instable settings and UNDP staff. The consultant shall be located in Basra so as to be able to provide the local knowledge and facilitate contacts in the undertaking of the assignment. The product would consist in revision and analysis report, ToRs, simplified work procedures and delivery of training courses. 4. Expected Outputs Under the leadership and direct guidance of UNDP, the consultant will be required to undertake the following deliverables in support of proposing reliable and beneficial PFM system solutions to Basra Governorate and as proposed in the Action Plan Matrix that shall be shared with the selected consultant by UNDP. Deliverable (1) Review and analyze the Automated Disbursement System Report and revise it, as needed. The consultant will need to refer to the Current Process Assessment Procure to-pay Cycle - Payment report that was developed by UNDP consultant and also the Action Plan matrix. The consultant needs to provide a revised report on the suggested software that is to be adopted by the Local Government (LG) in Basra. 2

3 Deliverable (2) Provide technical assistance to the Accounts and Audits Department in Basra as follows: a) Conduct business process re-engineering to simplify accounting and audit work procedures to minimize the time and efforts pertaining to payments processing. The simplification process needs to take into consideration the applied rules and regulations that are being used by those departments. It includes also policies enhancement within the departments; b) Develop a new system of budget classification and review the chart of accounts, so that the Chart of Accounts meet the requirements for reporting under International Public Sector Accounting Standards (IPSAS) and the Government Financial Statistics (GFS); c) Develop procedures to record and control all commitments against available budget appropriation or contract authorization to avoid over spending and misuse of allocated funds; d) Conduct capacity need assessment and develop a comprehensive capacity development plan that prioritizes and recommends targeted training and awareness-raising activities; Deliverable (3) Deliverable (4) Deliverable (5) Develop and finalize Terms of Reference for purchasing a reliable software solution (computerized system) as proposed under deliverable (1). This shall include provision of cost estimate for proposed software and all other hardware and networking requirements, so that the system can work properly. Provide technical assistance to design capacity building and development programme and deliver training sessions of 4-5 days in Basra targeting staff from Accounting and Audit departments. This is linked to d) of deliverable (2), but shall focus on urgent training needs for the staff from those departments, especially as related to the newly introduced budget classification, chart of accounts, record and commitments control as mentioned in b) and c) of deliverable (2). Prepare and submit an end-of-assignment report that is expected to document the implementation of the assignment, achievements, shortfalls, challenges, lessons learned, and recommendations. Note: All documented materials and reports need to be provided in Arabic & English and shared with LG and UNDP for review, feedback and approval 3

4 5. Anticipated Deliverables by the Consultant Deliverables Output Targeted date 1. Review and analyze the Automated Disbursement System Report and revise it, as needed 2. Provide technical assistance to the Accounts and Audits Department in Basra as follows: a) Conduct business process reengineering to simplify accounting and audit procedures b) Develop a new system of budget classification and review the chart of accounts c) Develop procedures to record and control all commitments d) Conduct capacity need assessment 3. Develop and finalize Terms of Reference for purchasing a reliable software solution (computerized system). This shall include provision of cost estimate for proposed software and all other hardware and networking requirements - Full analysis is provided on the identified PFM system software solution(s) (computerized system) alternatives that is suggested in the Automated Disbursement System report - Revised report is shared with LG and UNDP for their review and feedback (Arabic and English) - Simplified accounting and audit work procedures are made and tested - Enhanced chart of accounts system is finalized and tested 4 WD Home-based 2 WD in Basra 2 WD in Basra 1 WD in Basra - Commitment system is completed 2 WD in Basra - Capacity needs assessment is completed 1 WD in Basra - Terms of Reference is completed - Hardware, networking and all other requirements to ensure reliable operation of the computerized system, is provided - Cost estimate is provided 4 WD Home-based 2 WD in Basra 4. Provide technical assistance to design capacity building and development programme and deliver training sessions including all related curriculums and guiding principles; - Capacity building and development programme is designed and submitted - Curriculums and guiding principles are provided 3 WD Home-based 4 WD in Basra - Training sessions are delivered 5. Final assignment report; - final assignment report is completed Dec 2015 Total: 1 WD Home-based 26 working days 6. Time and Method of Payment Payments shall be made upon satisfactory completion of the deliverables outlined in the table above. Payment requests submitted by the consultant must be certified by the supervisor specified below in 8. Reporting Payments related to travel costs including tickets, lodging and terminal expenses shall be paid on reimbursement basis. In the case of unforeseeable travel, it should be agreed upon, between UNDP Project Manager and the consultant, prior to travel. 7. Key Performance Indicators during implementation of Services Overall, the consultant s performance will be evaluated based on the following key criteria: 4

5 Provision of detailed analysis report on the proposed software and provide suggestions for enhancement, if needed Provision of simplification of work procedures and relationship mapping of disbursement processes and recommendation of processes re-engineering Provision of ToR for software purchasing Provision of comprehensive capacity building and development plan for the employees who shall use the new solution(s) Provision of comprehensive reports and strong reporting skills. Timely and successful coordination with relevant parties. 8. Reporting The Consultant shall report directly to -Public Sector Modernization (I-PSM) Project Manager 9. Institutional Arrangement The consultant is expected to liaise, interact, collaborate and meet with in the focal point of the Council of Basra Governorate, the Committee on Economic Development and Investment, in addition to, but not limited to the legal and financial Departments in the Governorate Diwan and Council, and any other governmental entities as required and guided by the governorate and UNDP project management team. The consultant shall be supported by UNDP, Basra office as necessary in regard with coordinating meetings with the counterparts whenever possible. The participating entities shall provide needed data to the consultant to perform his/her assignment effectively. 10. Timeframe and Estimated Workday Duration The duration of the consultancy assignment is expected to need 26 working days over two-months period; to commence upon selection of the consultant. It shall include the following implementation phases: (i) Perform analysis on identified PFM system software solution 6 WD (ii) Simplify accounting and audit work procedures 2 WD (iii) Enhance chart of accounts system 1 WD (iv) Complete Commitment system 2 WD (v) Complete Capacity needs assessment 1 WD (vi) Complete Terms of Reference 6 WD (vii) Capacity building and training sessions 7 WD (viii) final assignment report 1 WD Total number of days 26 days 11. Proposed travel plan # Country / City Total No. of Trips Total No. of Working Days Total No. of Travel Days 1. Home-Based NA 12 NA 2., Basra Total Facilities UNDP will provide the following facilities: office supplies and printer facilities communications facilities required for the use of project related work transport facilities to travel to work sites as necessary. 5

6 13. Competencies Corporate competencies: Demonstrates integrity; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Treats all people fairly without favoritism. Functional competencies: Excellent interpersonal skills; Focuses on impact and results and responds positively to feedback; Consistently approaches work with energy and a positive, constructive attitude; Builds strong relationships with clients and external actors, at the senior levels; Remains calm, in control and good humored even under pressure; Demonstrates openness to change and ability to manage complexities; Oral and written communication skills. Ability to work under pressure and to meet deadlines; Ability to develop innovative solutions encourage and contribute creative solutions to address challenging situations; 14. Required Skills and Qualifications a. Education Master degree or Equivalent in Public Financial Management or Public business administration, Finance, Accounting, Certified Public Accountant, or other related fields. b. Experience Minimum 5 years of experience in public administration systems and/or public financial management, preferably within the i system Proven experience in process re-engineering and simplification of work procedures, preferably with public financial processes and software. Proven track record in undertaking complex and comprehensive field assessments, including national consultations; Proven ability to coordination with a team of international organizations and senior national stakeholders; High level of communication (verbal and written) and interpersonal skills and working effectively within a multi-cultural environment; 15. Language Fluency in both English and Arabic 6