SIPU International AB Stockholm

invites for submission of applications for the position of

Coordinator of Project Component 1 (Functional Reviews)

Terms of Reference

Component Coordinator

(National Expert Full Time)

General context

Improved accountability, transparency and efficiency of the administration is important both from the perspective of creating an administration that is more responsible towards its citizens and building capacities that will enable Serbia’s integration into the EU. An Action Plan 2009-2012 (AP) for the continued implementation of the Strategy for public administration reform has been updated and approved by the Government of Serbia on 2 July, 2009. The choices that are made will to some extent shape the nature of the outcomes, and will also influence the institutional policies involved in implementing the reforms. These issues can be organized around the five major dimensions of reform identified in the Public Administration Reform Strategy: decentralization, de-politicisation, professionalization, rationalization and modernization.

Principal outcomes expected from the Project

Organizational and functional capacity of the Ministry HMRPALSG has improved in accordance with the results of the Functional Analysis undertaken.
The organizational and functional capacities of the involved PA bodies are improved in accordance with the results of Functional Reviews
A strengthened role of MHMRPALSG as a coordinator for PAR implementation through coordination of the work of public administration bodies in area of PAR and provision of support for the implementation of priority reform activities defined by PAR AP.
Improved aid effectiveness through the introduction of Sector Wide Approach (SWAP) and Joint Financing Arrangement (JFA) within PAR
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Objectives of the assignment

The purpose of this ToR is to recruit a qualified candidate with experience and knowledge in project implementation to support the efficient achievement of the results of Functional Reviews Component of the Project.

The Component Coordinator will be responsible for implementation of Functional Reviews of Government bodies aiming at formulating recommendations for restructuring (Functional Analysis) and at re-designing pilot processes (Operational Analysis).

The assignment relates to Functional Reviews that are composed of a Functional Analysis and/or an Operational Analysis.

Each Functional Analysis will be realised in two phases comprising four steps:

Phase 1

1. Preparation (establish the FR need and priorities and obtain confirmation for restructuring objectives; form the restructuring team; collect and summarise all information regarding; documentary research and interviews; elaborate a strategic plan for FA ; identify functions and tasks, decisions and/or services delivered, resources available)

2. Diagnostic (establish and describe logical relationship tree; analyse and reveal deficiencies, overlaps, inconsistencies; HR quantitative and qualitative analysis; equipment, materials and consumables available; financial data – expenditures and receivables)

Phase 2

3. Organizational Design (write job descriptions and identify performance indicators for all units as proposed in the new organizational chart; draft report on FA and Action Plan for implementation of recommendations)

4. Provision of support for implementation (provide inputs for organizational development plan: strategic orientation and reformulated functions; logical framework for implementation and time plan)

A post-initiative assessment will be made by the Component Coordinator in cooperation with the Senior Advisor to assess impact on: administrative procedures, financial procedures, logistical procedures, communication lines and information tools, services to internal and external “customers” and inter-ministerial relations.

The Operational analysis of one (or more) process selected as priority by the beneficiary institution will implemented in two phases comprising four steps:

Phase 1

1. Preparation (define purpose and priorities, assess current situation, support drafting Quality Policy Statement, establish roles and responsibilities for Quality Management System)

2. Process Analysis (elaborate process map, codify documents, measure quantity and quality, describe procedures and work instructions, identify and collect all records)

Phase 2

3. Design of more efficient and effective process (including : measurable service standards, document management and if needed identify necessary legislative changes)

4. Provision of support for implementation (participate in: Change Management & Quality Management Training, drafting quality management process guidelines and action plan for development and implementation of QMS and identify training needs)

A post-initiative assessment with measurement of performance indicators will be made by Component Coordinator in cooperation with the Senior Advisor.

Description of Responsibilities

The component coordinator will:

Be responsible for the implementation of activities within Component 1 of the Project -implementation of the functional reviews within public administration bodies
Work closely with the civil servants of the MHMRPALSG who are responsible for these reviews and work as a coach/advisor for this subject matter
Support MHMRPALSG in coordinating functional reviews with other government bodies, and
Be responsible for coordination of Sida and EU funded project in the area of functional reviews

Activities and expected deliverables

The Component Coordinator will administrate, organise, supervise and control the quality, and contribute to the drafting and re-drafting of all deliverables produced under the Component. The main deliverables expected from the FR are: Work plan, templates and questionnaires for FR completed, Diagnostic Report, Functional Analysis report, Organisational Development Plan, Change Management & Quality Management Training, Operational Analysis report. The Component Coordinator has full responsibility for ensuring the quality of all outputs of the FR Component and is bound to submit all outputs before delivery to the beneficiary for approval to the Team Leader and Senior Advisor.

S/he will be responsible for ensuring efficient, cost effective and timely implementation of planned activities.

Specific ongoing responsibilities include:

Draft work plans and progress reports for FR Component and provide other inputs to the Team Leader for the Project Work Plans and Reports
Draft Terms of Reference for consultants and procurements within Component 1 and organise a transparent recruitment of National and International Short-Term consultants, in close cooperation with the Senior Advisor and the Team Leader
Facilitation of interaction between local and international experts and civil servants/government officials for the purposes of effective implementation of activities (including organizing meetings and consultations, mediation, information sharing)
Provide support in coordination and organization of meetings, training sessions and conferences;
Preparation of communication documents and continuous involvement in promotion of the component and the overall project
Cooperation with other members of the Project Team in regard to financial, logistical and operational matters relevant for the implementation of the component
Establish and develop partnerships with existing and potential stakeholders, and maintain regular professional contacts with partners, beneficiaries, consultants, etc.
Keeping the Team Leader and Senior Advisor fully informed on the activities, potential risks and issues (Team Leader shall be in CC for all e-mail communication with the beneficiaries, partners, donors, etc.);
Support the Team Leader in preparing reports, briefs and inputs for the SIPU management, National Project Director, Project Steering Committee members, donors, etc.
Produce periodic and ad-hoc narrative reports to the Team Leader as well as reports to the SIPU management, according to the reporting standards and requirements
Participate at Internal Project Meetings and other meeting as requested by Team Leader
Support the Project Team and SIPU International AB in ensuring that implementation of project adheres to agreed expectations and standards (reviewing other relevant reports and documents, support in preparation of evaluation missions, support in preparation of analytical reports assessing the impact of the project and strategic opportunities for further capacity development activities, etc.)
Participate and assist in implementation of other Project activities and tasks as requested by Team Leader

The Expert will closely cooperate with the Senior Advisor and the International and Local Short-Term Experts. The Expert will report to the Team Leader.

Duration of the assignment:

Eighteen (18) calendar months

Period of the assignment:

July 2012 – February 2014

Expert requirements

Qualifications: minimum University degree (4 years of study)

Knowledge – very good knowledge required of:

Organisation and functioning of Public Administration on central, regional and local levels in Serbia
Organisation Theory
Management and Organisation of public institutions
Quality Management Systems
Development assistance in general and donor coordination and harmonisation in transition economies
The key issues of public administration reform in Serbia, as well as understanding of policies and priorities of the administrative reforms

Minimum 5 years of experience in project implementation, preferably including:

Experience in supporting implementation of public administration reform in Serbia
Experience in providing technical assistance to central and/or local governments in Balkan and/or EU countries
Experience in assessment of capacities (institutional, financial and macroeconomic) of the Government institutions in transition economies
Confirmed coaching and training skills having delivered management or academic level training/seminars
Experience in European countries especially new member states will be considered an advantage
Thorough knowledge of modern office procedures
Internet literacy and proficiency in MS Word and Excel

Personal skills:

Ability to work independently and within team
Good team building skills
Excellent organiser, energetic and proactive, reliable, self-motivated and result oriented;
Superior communication and interpersonal skills, particularly for building networks and partnerships with Government institutions
Hard worker able to cope with stress and multitasking activities
Excellent administrative and drafting skills
Capable of working in an international environment with colleagues from different cultural and professional backgrounds

Language requirements:

Serbian and excellent English language skills (spoken and written)
Excellent drafting skills in Serbian and English

Important Notices for Applicants:

Applications, which include Application Letter, CV and 3 professional references, shall be sent no later than 30.05.2012. at 12pm. Biographies and Reference Letters shall be prepared in the templates available on the Project web-site or any other form which include all the same information
4 months probation period will be organised
Additional information about the Project can be found on the project web-site www.par-profid.rs

Selection procedure:

Pre-selection on the basis of CVs submitted (template provided) and minimum three professional references
Interviews with short listed candidates will be organise in the week 24 (11-15 June, 2012)
Professional knowledge written tests for short listed candidates may be organised if the Recruitment Panel considers it necessary

Senior Assistant to the Management of the Project Fund for Institutional Development

Terms of Reference

PROFID Assistant

(National Expert Full Time)

General context

Project Fund for Institutional Development

The Government of the Republic of Serbia and Swedish International Development Cooperation Agency (Sida) agreed to establish a fund to provide means and expertise to enable timely and adequate support to strategically important areas in the PAR Action Plan. The Fund has a high degree of flexibility in the design which is responsive to emerging needs as the PAR process and EU integration proceeds. The Fund should be seen as a pool of resources for supporting implementation of the Public Administration Reform Action Plan (2009-2012) and enables smaller, but no less strategic, interventions to be implemented as needs arise.

Principal outcomes expected from the Project

Organizational and functional capacity of the Ministry HMRPALSG has improved in accordance with the results of the Functional Analysis undertaken.
The organizational and functional capacities of the involved PA bodies are improved in accordance with the results of Functional Reviews
A strengthened role of MHMRPALSG as a coordinator for PAR implementation through coordination of the work of public administration bodies in area of PAR and provision of support for the implementation of priority reform activities defined by PAR AP.
Improved aid effectiveness through the introduction of Sector Wide Approach (SWAP) and Joint Financing Arrangement (JFA) within PAR

Principal outcomes expected from the PROFID

The Project Fund is intended to support institutional development of state bodies mainly through technical assistance to policy making, management procedures, capacity development and transparency and accountability. Initially, app. 700.000 Euro has been allocated for the Project Fund over the period 2011-2014. For the three years of project implementation, six calls for proposals are projected to be organised - October 2011, February 2012, June 2012, October 2012, February 2013 and June 2013.

Objectives of the assignment:

The purpose of this ToR is to recruit a qualified candidate with experience and knowledge in project administration and logistics to support the management in the achievement of the PROFID objectives.

The PROFID Assistant will closely cooperate with the Team Leader and Senior Advisor. The PROFID Assistant will for certain tasks coordinate and work with the Project Assistant. The PROFID Assistant will report to the Team Leader/Fund Manager.

Activities and expected deliverables:

The PROFID Assistant shall provide administrative and logistic support to the PROFID Management

S/he will be responsible for ensuring efficient and timely implementation of the tasks agreed with the Team Leader/Fund Manager. She is bound to submit all outputs before realise to the beneficiaries for approval of the Team Leader/Fund Manager:

In particular, s/he will be responsible for and/or perform duties as follows:

Calls for proposals - draft calls for publishing on the PROFID web-site
PROFID Info-days - drafting training invitations, creating lists of participants, participate in adjusting training programs, providing logistics details for Project Assistant, interpretation at training events when needed; drafting training evaluation reports, etc.
PROFID Help-desk - organisation of consultative meetings of Senior Advisor and Team Leader with beneficiary institutions and interpret at meetings, organization of LSTE technical assistance to beneficiary institutions, provide clarifications of PROFID procedures to beneficiary institution in close cooperation with the Team Leader
Evaluation of PROFID proposals – drafting minutes of meetings of the Evaluation Committee, preparing letters to beneficiary institutions, organizing presentation of projects, interpreting at meetings of the Evaluation Committee and translating key documents; support the Project Assistant in organizing PROFID signing ceremony
PROFID tenders – participate in drafting parts of tender documents, translation of tender documents and control quality of documents translated by interpreters, liaise as required with external translators, drafting answers to questions of bidders in close cooperation with the Team Leader, preparing minutes of meetings of the Tender Committee, drafting letters to bidders in cooperation with the Team Leader
Implementation of PROFID projects – focal point for operational activities within projects of beneficiary institutions, providing logistics information for organization of events within PROFID projects to the Project Assistant, monitoring implementation of service contracts within PROFID projects, organization of field visits of PROFID Project Team, participate in drafting monitoring reports and preparing progress reports for PROFID projects
Maintain regular professional contacts with beneficiaries, consultants, etc.
Keeping the Team Leader and Senior Advisor fully informed on the activities, potential risks and issues (Team Leader shall be in CC for all e-mail communication with the beneficiaries);
Support the Team Leader in preparing reports, briefs and inputs for the SIPU management, National Project Director, Project Steering Committee members, donors, etc.
Produce periodic and ad-hoc narrative reports to the Team Leader as well as reports to the SIPU management, according to the reporting standards and requirements
Participate at Internal Project Meetings and other meeting as requested by Team Leader
Provide support in coordination and organizationof meetings, training sessions and conferences
Cooperation with other membersof the Project Team in regard to financial, logistical and operational matters relevant for the implementation of the PROFID activities and project as whole
Support the Project Team and SIPU International AB in ensuring that implementation of project adheres to agreed expectations and standards (support in preparation of evaluation missions, support in preparation of analytical reports assessing the impact of the project)
Translate parts of the documents and interpret at other meetings when necessary
Participate and assist in implementation of other Project activities and tasks as requested by Team Leader.

The Expert will closely cooperate with the Senior Advisor and the International and Local Short-Term Experts, as well as the Project Assistant. The Expert will report to the Team Leader.

Duration of the assignment:

Eighteen (18) calendar months.

Period of the assignment:

July 2012 – February 2014

Expert requirements

Qualifications: minimum University degree (4 years of study)

Knowledge of:

Organisation and functioning of Public Administration on central, regional and local levels in Serbia
Understanding of policies and priorities of the administrative reforms
Thorough knowledge of modern office procedures

Minimum 3 years of experience in project implementation:

Experience in assisting implementation of public administration reform project/s in Serbia
Experience in cooperating with PA bodies
Experience in organising meetings, trainings, workshops, conferences, etc.
Experience in drafting official letters, meeting minutes, etc.
Experience in translating documents/reports and interpreting at official meetings
Internet literacy and proficiency in MS Word and Excel

Personal skills:

Team player
Excellent organiser, energetic and proactive, reliable, self-motivated and result oriented
Excellent communication and interpersonal skills
Hard worker able to cope with stress and multitasking activities
Capable of working in an international environment with colleagues from different cultural and professional backgrounds

Language requirements:

Serbian and excellent English language skills (spoken and written)
Excellent drafting skills in Serbian and English.

Important Notices for Applicants:

Applications, which include Application Letter, CV and 3 professional references, shall be sent no later than 30.05.2012. at 12pm. Biographies and Reference Letters shall be prepared in the templates available on the Project web-site or any other form which include all the same information
4 months probation period will be organised
Additional information about the Project can be found on the project web-site www.par-profid.rs

Selection procedure:

Pre-selection on the basis of CVs submitted (template provided) and minimum three professional references
Interviews with short listed candidates will be organised in the week 24 (11-15 June, 2012)
Professional knowledge written tests for short listed candidates may be organised if the Recruitment Panel considers it necessary

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