REQUEST EXPRESSION OF INTEREST INDIVIDUAL CONSULTANT Scholarships Program for Strengthening Reforming Institutions (SPIRIT)

Transcription

1 REQUEST EXPRESSION OF INTEREST INDIVIDUAL CONSULTANT Scholarships Program for Strengthening Reforming Institutions (SPIRIT) The Government of Indonesia through Ministry of National Development Planning/BAPPENAS has received loan and credit from the International Bank for Reconstruction and Development (IBRD) Loan No.: ND, and intends to apply part of the proceeds of this loan and credit to payments under the individual contracts for the followings: Financial Management Consultant (FMC) (Reference No.: 06/SPIRITIIC-FMCf14) Main task: 1. The Financial Management ConSUltant (FMC) will support both Bappenas PIU and MoF PIU in performing and managing the financial planning, accounting and reporting of expenditures incurred during project implementation, that meet generally acceptable accounting standards, policies and guidelines and be adequate to facilitate generation of financial statements as required by the project's financial management, covering all project resources and activities; 2.. To assist PIUs finance units to ensure absolute integrity, high quality, and efficiency in executing financial transactions. The FMC will help the authorities solve any financial management problems that may arise, and facilitate smooth and speedy implementation of the program. In addition, the FMC will coordinate with the PIUs. Project Owner (PPK). Placement. Payment and Student Monitoring Provider. Project Management Specialist. including the Procurement Specialist (PS) and other relevant parties within the project to ensure overall integration of plans and reports; Selection criteria 1. Minimum Bachelors degree in Accounting. Financial Management. or related field of study. 2. Minimum 5 years of relevant experience in financial accounting or internal auditing in a large organization I firm. Acombination of audit experience and operating accounting experience would be ideal. 3. More than 3 years of working in the financial aspects of the Government of Indonesia or donor funded projects. 4. Familiarity with World Bank financial systems would be an advantage. 5. Agood understanding of financial management and controls. 6. Proven ability to resolve issues and problems with the Government and maintain atrusting relationship. 7. Should be a self-starter, highly motivated and adaptable. 8. Proven communications skills, both oral and written. 9. Computing competence in Word, Excel, PowerPoint. 10. Excellent report writing in English and Bahasa. 11. Active comunication ability in English an Bahasa will be an added advantage. 12. Ability to meet deadlines. Applicants may submit their Expression of Interest and current Curriculum Vitae to the following address by indicating the Reference Number not later than July 16, Procurement Committee Sekretariat Pengadaan Barang dan Jasa-PHLN Gedung Madiun Lt. Basement, JI Taman Suropati No.2 Jakarta 10310, Indonesia, Phone/Fax: pengadaanphln@bappenas.go.id Jakarta, July 10, 2014

2 TERMS OF REFERENCE INDONESIA Scholarship Program for Strengthening Reforming Institutions (SPIRIT) Loan IBRD No ID CONSUL TING SERVICES Financial Management Consultant JlTLY 2014 ToR Financial Management Consultant July

3 TERMS OF REFERENCE FINANCIAL MANAGEMENT CONSULTANT Scholarships Program for Strengthening Refonning Institutions (SPIRIT) BACKGROUND Government of Indonesia with the International Bank for Reconstruction and Development, World Bank Group, signed a Loan Agreement to commence the Scholarships Program for Strengthening Refonning Institutions (SPIRIT) with a project period of This scholarship program is developed to support the Bureaucracy Refonn initiative in the central government and aims at: (1) improving the agency's human resources through the development of technical, managerial, and leadership skills of civil servants working in the core functional areas of the agency; and (2) improving the internal operating environment through the enhanced ability ofthese civil servants to implement Bureaucracy Refonn within the agency as well as the impact on organizational culture and processes of sufficient numbers (or a 'critical mass') ofskilled and refonn-minded staffin the agency. PROGRAM COMPONENTS The SPIRIT program has three components with a total cost estimated at US$ million, all of which financed through IBRD Loan No. 801O-ID and each component is described below: Component 1: Degree Scholarships Program for Ministry offinance Sub-component 1.1: Competitive selection of candidates and provision of pre-departure language training to selected candidates. Sub-component 1.2: Award of scholarships for overseas and joint domestic and overseas (link) degrees to successful candidates in fields relevant to the work of the Ministry of Finance. Component 2: Degree Scholarships and non-degree training. for the Bappenas cluster of Participating Agencies Sub-component 2.1: Competitive selection of candidates and provision of pre-departure language training to selected candidates. Sub-component 2.2: Award of scholarships for domestic, overseas, and joint domestic and overseas (link) degrees and overseas and domestic non-degree training to successful candidates in fields relevant to the work ofthe respective Participating Agency. ToR Financial Management Consultant July

4 The 10 participating agencies coordinated by the Bappenas Project Implementing Unit (PIU) are: 1. Ministry of National Planning DevelopmentiNational Planning Development Agency (BAPPENAS) 2. National Civil Service Agency (BKN) 3. Investment Coordination Board (BKPM) 4. Supreme Audit Board (BPK) 5. Financial and Development Supervisory Board (BPKP) 6. National Land Agency (BPN) 7. Ministry offoreign Affairs (MoF A) 8. Ministry ofhorne Affairs (MoHA) 9. National Institute of Public Administration (LAN) 10. State Ministry for Administrative and Bureaucracy Reforms (MenP AN) These particular agencies were selected for participation in the program as they are either: (a) key government agencies that are responsible for public sector financial, economic, and human resource management (Bappenas, MenPAN, LAN, BKN, BPK, BPKP); (b) key agencies responsible for improving the investment climate in Indonesia (MoF A, BKPM, BPN); or (c) agencies that are responsible for managing and implementing Bureaucracy Reform (MenP AN, and MoHA). Component 3: Program support Sub-component 3.1: Program management - Support for scholar placement, including matching of scholars to insitutions and courses, and the payment ofliving stipends to scholars and tuition fees to institutions. - Support for project management, including administrative and financial management, disbursement, and procurement, and routine monitoring ofscholars. Sub-component 3.2: Quality assurance, and monitoring and evaluation - Carrying outof annual technical audits of the program's compliance with scholar eligibility, selection, and implementation procedures as set out in the Project Operational Manual (POM). - Provision of support for the development and implementation of a scholar re-entry and career development program. - Carrying out of an alumni and Participating Agency staff survey in relation to alumni satisfaction with the program and ofa broader Participation Agency staff assesment of program impact on agency capacity development. ToR Financial Management Consultant July

5 SOURCE OF FUNDS The source of funding for the recruitment of the Financial Management Consultant is the IBRD Loan 801O~ID. The expenditure will be funded from Category I (Goods and nonconsulting services, Consultancies, Training and Operating Cost). OBJECTIVE OF THE ASSIGNMENT The objective ofthe assignment is to provide technical advice and support to the PMUIPIU in the management of the financial resources, monitoring financial operations, and undertaking accounting and reporting; and to ensure absolute integrity, transparency, accountability, and efficiency in the conduct and reporting of financial transactions. The financial accounting and monitoring arrangements should facilitate the generation of timely and reliable financial statements for the project and its components following Government and World Bank: policies and guidelines" SCOPE OF WORK FINANCIAL MANAGEMENT CONSULTANT 1. The Financial Management Consultant (FMC) will support both Bappenas PIU and MoF PIU in performing and managing the financial planning, accounting and reporting of expenditures incurred during project implementation, that meet generally acceptable accounting standards, policies and guidelines and be adequate to facilitate generation of financial statements as required by the project's financial management, covering all project resources and activities; 2. To assist PIUs finance units to ensure absolute integrity, high quality, and efficiency in executing financial transactions. The FMC will help the authorities solve any financial management problems that may arise, and facilitate smooth and speedy implementation of the program. In addition, the FMC will coordinate with the PIUs, Project Owner (PPK), Placement, Payment and Student Monitoring Provider, Project Management Specialist, including the Procurement Specialist (PS) and other relevant parties within the project to ensure overall integration ofplans and reports; a) Assist PIUs and work together with the Placement, Payment and Student Monitoring Provider and other parties to provide a sound financial planning for the project implementation; b) Assist PIUs in maintaining internal controls in the execution of the activities under the project; c) Assist PIUs to compile on regular basis complete information on project progress and corresponding financial statements for all project resources and expenditures; maintain project financial accounts accurately and reliably; d) Assist PIUs to obtain Bank: statements for the Special Account relating to the project, and reconcile these regularly to project financial transactions as recorded in the project financial accounts; ToR Fmancial Management ConslAanI July

6 e) Assist PIUs to prepare Interim un-audited Financial Report (IFR) and draft Withdrawal Applications for replenishment of the Special Accounts for submission to the Bank through Ministry of Finance; t) Compile such other information and analysis on project progress and financial reporting as may reasonably be requested by PIUs from time to time; g) Assist PIUs in getting the financial statements audited by independent auditors appointed for the project. Take all steps necessary to have the audits completed within the time targets stipulated in the Loan Agreement and/or agreed by the World Bank; h) Providing overall tecchnical guidance to the PIUs in matters pertaining to project financial management, incl. Accounting and reporting. i) Assist PIUs to ensure compliance with applicable World Bank policies and procedures with respect to financial management, and with relevant provisions of the Loan Agreement; j) Assist PIUs finance units to maintain a properly organized filing system for all relevant financial and accounting documents, including payment requests (SPP), payment instructions (SPM) and underlying supporting documents to allow easy retrieval in the Project; k) Assisting the PIUs in preparing materials for the preparation of the budget (DIPA) ofthe different project components each fiscal year. 1) Providing guidance to PIUs staff, in reviewing and verifying bills received and processing payment requests (SPP) for expenditures incurred under the project, in particular ensuring that payment requests initiated by project management are adequately supported and authorized before payment, and that they conform with duly authorized procurement contracts; m) Providing guidance to PIUs staff, to conduct third party confirmation on project expenditures. Every quarter FMC will review whether PIUs conduct third party confirmation (at least 10% sample) n) Providing guidance to PIUs staff in determining compliance by contractors/consultants with the output/deliverables as specified in the contract, as a basis for payment ofcontract's bills. 0) Advising PIUs in maintaining adequate internal controls in the execution of project activities; every quarter FMC will review whether PIUs has adequate internal control p) Preparing data and information for audit purposes that are related to financial control/oversight, procurement, internal supervision by the auditors (BPK, BPKP, Internal Bappenas Inspectorate), financial reviews performed by the World Bankand preparing the necessary follow-up steps in relation to the findings of the audit/control. 3. Perform other related tasks as requested by the PIUslPCU. ToR Flnanciai ManagementConsullant July

7 DELIVERABLE AND REPORTING 1. Prepare monthly financial report. The report should be submitted to PCU/SC and the Bank, a week after the period closed 2. Prepare a quarterly report on internal control system, including sampling whether PCUIPIU conduct third party confirmation. The report should be submitted to PCU/SC and the Bank 30 days after the quarter closed 3. Assist PCU to prepare a quarterly IFR and submit it to the Bank 45 days after the quarter closed. The IFR format acceptable by the Bank would cover the following: Financial Report; I-A I-B l-c review; l-c2 I-D IFR-l IFR-2 (ii) Special Account Activity Statement; Summary Statement Expenditures for Contract subject to prior review; Summary Statement Expenditures for Contract NOT subject to prior Statement ofexpenditures for those NOT subject to prior review; Project Cash Forecast; Project Sources and Uses offunds; and, Project Uses offunds by Category. Project Technical Progress; (iii) Procurement Management Report. 3-A Procurement Process Monitoring (Goods and Works); 3-B Procurement Process Monitoring (Consultants' Services); 3-C Contract Expenditure Report (Goods and Works); and, 3-D Contract Expenditure Report (Consultants' Services). 4. Assist PCU to prepare annual financial report has prepared and submitted to the auditor at least 3 months after fiscal year closed 5. Assist PCU to prepare Withdrawal Application has submitted to the Bank through DG Treasury every quarter timely. The application has submitted to DG Treasury at least 30 days after the quarter closed. WORKING COORDINATION 1. The FMC will coordinate directly to the Team Leader of Project Management Unit (Project Management Specialist) to develop the project report (annual, mid tenn, and final), which will be delivered to the PCU, SC and also WB. 2. Monthly Progress Report to the PPK and Head of Centre for Planner's Development, Education, and Training, Bappenas as Kepala Tim Pelaksana Kegiatan ofspirit; 3. The FMC together with the PIUs will maintain close liaison and coordination with the World Bank project's Team; ToR Financial Management Consultant July

8 QUALIFICATIONS OF FINANCIAL MANAGEMENT CONSULTANT Minimum Bachelor's degree in Accounting, Financial Management, or related field of study. Minimum 5 years of relevant experience in financial accounting or internal auditing in a large organization / firm. A combination ofaudit experience and operating accounting experience would be ideal. More than 3 years of working in the financial aspects of the Government of Indonesia or donor funded projects. Familiarity with World Bank financial systems would be an advantage. A good understanding of financial management and controls. Proven ability to resolve issues and problems with the Government and maintain a trusting relationship. Should be a self-starter, highly motivated and adaptable. Proven communications skills, both oral and written. Computing competence in Word, Excel, PowerPoint. excellent report writing in English and Bahasa. Active comunication ability in English an Bahasa will be an added advantage. Ability to meet deadlines. LENGTH OF ASSIGNMENT The consultant will be offered approximately 4 (four) year contract ( ), with annual performance evaluation. The project may terminate the contract at any time the Consultant deemed to be unperforming. ToR Financial Management Consultant July