VACANCY ANNOUNCEMENT - MECS PIU

 TERMS OF REFERENCE FOR PIU STAFF OF HERP 43007-023

The Project Implementation Unit (PIU) will be headed by a qualified Project Coordinator and five full-time staff, including a higher education specialist, social development specialist, procurement specialist, accountant and administrative staff for the entire implementation period of the Higher Education Reform Project (HERP).


Эх сурвалж: http://www.mecs.gov.mn/article-875.mw

The Project primarily involves capacity building of the higher education sector to improve its performance. The Project is expected to deliver the following three outputs: (i) improved quality and relevance of higher education programs; (ii) improved effectiveness of higher education governance, management, and financing; and (iii) improved equity and access.

The PIU is an executing agency and will manage day-to-day project implementation and submitting reports to the Executing Agency (Ministry of Education, Culture and Science) and ADB. The PIU will oversee and manage project implementation, including the procurement, recruitment of consulting services, report preparation including project performance monitoring system, and disbursement activities, including preparation of withdrawal applications. In addition, the PIU will be responsible for preparation of supporting documents for replenishment of imprest account, financial statements, and arrangement of the annual report in close consultation with MECS officials. The Implementation need to follow the Ministry of Finance (MOF) s Guidelines on the Implementation of the Foreign Supported Projects and various ADB s Guidelines.

One.    Project Coordinator (domestic, 60 person-months)

As the head of the PIU, the Project Coordinator ensures in close collaboration with the team unit the following: management, follow-up, monitoring, coordination of project implementation and activities; quantitative and qualitative evaluation of outputs and interface with the MECS and ADB. The overall responsibility of the Project Coordinator will be to (i) attain producing the Project outputs and attaining its objectives, and (ii) coordinate day-to-day implementation of project activities, including supervising PIU staff performance, the procuring of equipment, materials, and construction; disbursement; providing support in selecting consultants, engaging consultants, and managing their supervision and monitoring of the work program and project performance; and reporting on progress, including to prepare the quarterly and annual project monitoring and progress reports. Under the direct supervision of the Higher and Vocational Education Department, MECS in consultation with the Department of Finance and Investment and according the ADB procedures, he/she will be in charge of undertaking and supervising the tasks hereunder specified.

 
a.         Profile

The Project Coordinator must have at least three years of experience in project management (education related) and/or three years experience working with international donors. Advanced University Degree (PhD or ScD) in a relevant educational or management field is desirable. A good command of oral and written English is a must.  Working experiences of ADB or Word Bank projects is preferable. A solid understanding of relevant government policies in higher education are strong advantage.  

b.         Tasks

·         provide overall guidance to the implementation of Project activities for the attainment of Project outputs;

·         manage and provide guidance to the PIU staff on a day-to-day basis, including the distribution of responsibility within the PIU and provide clear direction    and regular monitoring and feedback to the PIU staff;

·         facilitate the recruitment of consultants approved by MECS, MOF and ADB;

·         establish strong working relationship with the Project Steering Committee, the MECS units and ADB;

·         report to the MECS/Steering Committee of the Project;

·         prepare and submit a monthly progress report to ADB;

·         effectively interface with other international partners, local governments, civil society organization and private sector involved in the higher education sector;

·         coordinate and carry out planned project activities with the Higher Education Endowment Fund and selected higher education institutions supported under the project;

·         carry-out effective monitoring and ensure proper and timely reporting to MECS and ADB;

·         arrange and provide all necessary support including logistic and translations during ADB, MECS and MOF Missions;

·         arrange for annual audits of Project activities;

·         ensure independent external monitoring of quality of civil works, working closely with Construction Client Unit.

·         Assist MECS to ensure all the covenants stated in the loan agreements.

·         participate in the Education Donor Consultative Mechanism Meeting (EDCM) to share the project experience, if needed, and actively participate in the Working Group of Higher and Vocational Education of the EDCM with  the ADB s reprentatives;

·         support the MECS in preparing a project completion report

·         maintain general good working conditions in the Project office;

·         ensure accessibility of necessary documentation and accounts detailing all expenditures related to the project.

·         supervise all procurement and financial transactions, including the authorization of all bidding and disbursements made by the project.

Two.   Higher Education Specialist (domestic, 60 person-months)

The Higher Education Specialist will be stationed full-time in the PIU in Ulaanbaatar and report to the Project Coordinator. The Specialist will ensure the proper preparation and implementation of planning and Higher education reform activities, and the monitoring and evaluation activities of the Project. 

a. Profile



The Higher Education Specialist will be required to have at least 10 years of experience in Higher Education reform issues at the senior level. Advanced University Degree (Master or PhD) in a relevant educational or management field is desirable. A good command of oral and written English is highly desirable. Experience in managing projects of ADB and the World Bank and a solid understanding of relevant government policies in education are advantage.   

b. Tasks

·         develop plans for the Higher education activities covering specific outputs of the Project

·         arrange development of the Higher education activities in collaboration with the Higher and Vocational Education Department and Working Group of MECS;

·         implement, supervise and monitor the implementation of the project activities in lines with relevant policies and procedures adhered by MOF, ADB and MECS;

·         prepare regular, monthly, quarterly, and yearly plans and reports in liaison with ADB and the GOM;

·         guide, assist and coordinate project activities to be carried out at selected higher education institutions supported under the project

·         monitor and collect needed data for project monitoring in accordance with the project design monitoring framework

·         coordinate and monitor the use of the international and national consultants of sub-projects hired by the Project to produce timely contributions;

·         coordinate the close cooperation with relevant foreign and domestic organizations

·         develop and implement instructional materials (guides, recommendations, learning materials, teaching aids)

·         keep records of all meeting and training workshop, their participants, national, regional, local and school teacher-trainers and costs.

·         analyze quality of the trainings and materials developed under the project, and propose recommendation for the future trainings and materials.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment

Three. Social Development Specialist (domestic, 60 person-months)

The Social Development Specialist will be stationed full time in the PIU in Ulaanbaatar and report to the Project Coordinator. The Specialist will ensure the proper preparation and implementation of planning and Social Development activities, and the monitoring and evaluation activities of the Project. 

a. Profile

The Social Development Specialist will be required to have at least 5 years of experience in Social Development issues at the senior level. Advanced University Degree (Master or PhD) in a relevant field is desirable. A good command of oral and written English is highly desirable.  Experience in managing projects of ADB and the World Bank and solid understanding of relevant government education and social policies in education are advantage.

b. Tasks

·         coordinate and assist implementation of the Gender Action Plan (GAP) in the Project Administration Manual

·         ensure the GAP to be incorporated into the overall monitoring and evaluation for  Project

·         ensure the sex-disaggregated data for any data related to the Project

·         develop plans for the Social Development activities covering specific outputs of the Project

·         arrange development of the Social Development activities in collaboration with the Higher and Vocational Education Department and Working Group of MECS;

·         coordinate, implement, supervise and monitor the implementation of the gender and social development activities in lines with relevant policies and procedures adhered by MOF, ADB and MECS;

·         assess, monitor and report gender related policies and initiatives to be developed in higher education during the assignment

·         prepare regular, monthly, quarterly, and yearly plans and reports in liaison with ADB and the GOM;

·         coordinate and consult to the international and national consultants of sub-projects hired by the Project to produce timely contributions;

·         coordinate the close cooperation with relevant foreign and domestic organizations

·         develop and implement instructional materials (guides, recommendations, learning materials, teaching aids) with gender sensitive approach

·         analyze quality of the trainings and materials developed under the project, and propose recommendation for the future trainings and materials from gender and social development perspective.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment.     

Four. Procurement Specialist (domestic, 60 person-months)

The Procurement Specialist will be part of the PIU and will be stationed in Ulaanbaatar. The Specialist needs to be in charge of both procurement of goods, civil works and consulting services all matters of the procurement activities and will report to the Project Coordinator.

a.         Profile

The Specialist will have a solid background in civil work (engineering) and at least five years of relevant hands-on-experience in working with the Government and/or contractors engaged with internationally funded projects. Solid experience in civil works and procurement of goods is required. The Procurement specialist must have experience in managing projects of ADB or the World Bank. A good command of the English language is highly desirable. Advanced University Degree (Master or PhD) in a relevant field is desirable.

b.         Tasks related to procurement

·         manage all the procurement related activities in consultation with project stakeholders and in accordance with agreed procedures of ADB and the GOM;

·         prepare annual procurement plan in accordance with the project implementation plan, in a form and manner acceptable to ADB and the GOM;

·         draft necessary procurement documentation, including bidding documents for international competitive bidding, local competitive bidding, and international shopping, prequalification documents, and contract documents;

·         prepare the budget for procurement packages by component, including the procurement list, procurement mode, and distribution list;

·         prepare and manage pre-qualification, short-listing, tender enquiry and bid evaluations of contractors for works and suppliers of goods including all necessary reporting thereon;

·         arrange supply of goods to ensure timely availability for users and establish reception procedures and secure compound storage of all items;

·         control the quality of procured items by collecting data related to output indicators in relation to procurement;

·         guide, advise and assist the Higher Education Endowment Fund and the higher education institutions supported under  the project, that all the procedures and documents related to procurement are in line with the requirements of ADB, and the GOM.

·         ensure that payments are made for contracts entered into by the PIU;

·         manage the procurement filing system in a systematic manner;

·         coordinate and consult to the international and national consultants of sub-projects;

·         monitor and report the procurement implementation status and progress to the PC, ADB and MECS as required.

·         maintain a detailed record of the status of all procurement activities;

·         coordinate, implement, supervise and monitor the implementation of the procurement activities in lines with relevant policies and procedures adhered by MOF, ADB and MECS;

·         ensure general conformity of the conducted work with administrative, procedural and legal requirements of the ADB and GOM;

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment.

c.Tasks related to civil works

·         assist the international civil works specialist in reviewing current infrastructure situations and standards to confirm facilities for improvement under the Project;

·         assist in the preparation of master plans to rehabilitate priority facilities;

·         assist in the prequalification of local contractors;

·         review contractor s proposed work-plan and methodology for undertaking the construction works and issue instructions as necessary to modify such plan;

·         assist in the tendering process (including preparation of technical specifications, bid evaluation criteria, and other technical requirements)

·         develop guidelines for operations and maintenance of completed civil works

·         assist MECS to ensure implementation of the simplified environmental management plan (project administration manual) working closely with the construction client unit, consultants and engineers.

·         ensure contractors undertake construction works strictly in accordance with the general specifications, specific instructions under the contract and set up procedures for the supervision and inspection of construction works; 

·         in conjunction with the MECS monitor civil works for compliance with performance and workmanship specifications, environmental protection requirements and health and safety measures;

·         prepare notices of non-compliance for the project manager of PIU to issue to the contractor;

·         prepare quarterly, annual and final progress reports;

·         coordinate and consult to the international and national consultants of sub-projects;

·         coordinate, implement, supervise and monitor the implementation of the procurement of civil works in lines with relevant policies and procedures adhered by MOF, ADB and MECS;

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment.

Five.    Accountant (domestic, 60 person-months)

The Accountant will be stationed full time in the PIU in Ulaanbaatar and report to the PIU Project Coordinator. The Accountant must have experience in managing projects of ADB or the World Bank.  Advanced University Degree in a relevant field is desirable. The Accountant will ensure the implementation of proper financial procedures as required by the GOM and ADB. 

a. Profile

The Accountant is required to have at least 3 years of hands-on accounting experience working with MECS and ADB and proven experience in accounting of a large project. A good command of the English language is a requirement.

b.         Tasks

·         provide overall financial oversight of the Project, including developing, guiding, and directing financial management and accounting systems to support deployment of funds with the objective of ensuring efficiency and effectiveness in the delivery of outputs required to achieve the objectives of the Project.

·         ensure accounting of resources received and reporting on receipt and use of expenditures, in compliance with the requirements of the GOM and ADB.

·         make arrangements for the audit of project funds and ensure that financial reports are produced and in compliance with the audit requirements of the GOM and ADB.

·         maintain and update the project financial management system to track and report on project resources and expenditures, and generate the necessary reports.

·         prepare monthly reconciliation statements for all bank accounts on a timely basis, including preparation of withdrawal applications to ensure steady flow of funds.

·         manage the financial aspects of the contracts under administration, including payment terms, purchase orders, variation orders.

·         install accounting systems to be used by the Project that are satisfactory to the GOM and ADB;

·         manage financial accounting of all Project expenditures and ensure Project accounts are properly documented and accurate;

·         prepare withdrawal applications;

·         establish effective financial and accounting controls;

·         compile and prepare Project financial progress reports and any other activity required to manage financial operations as required by the ADB and the GOM;

·         prepare the PIU budgets and monitor expenditure and funds flow;

·         assist in the day-to-day management of the Project;

·         maintain administrative and financial files;

·         guide, advise and assist the Higher Education Endowment Fund and the higher education institutions supported under  the project, that all the procedures and documents related to disbursement are in line with the requirements of ADB, and the GOM.

·         ensure coordination between the PIU and the MOF and ADB and other project stakeholders such as economy, commercial banks, and other agencies and local authorities involved in project implementation.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment

Six.      Administrative staff (domestic, 60 person-months)

The Administrative staff will be stationed full time in the PIU in Ulaanbaatar and report to the Project Coordinator. A University Degree (Bachelor) in a relevant field is desirable. The administrative staff will ensure the proper preparation and implementation of planning and Higher education reform project activities, and the monitoring and evaluation activities of the Project. 

a. Profile


The Administrative staff will be required to have at least 2 years of in managing projects of ADB and the World Bank with strong organizational skills are strong advantage. A good command of oral and written English is must.

b.  Tasks

·         register and deliver all the outgoing, incoming letters, faxes and emails;

·         keep records and copies of contracts, plans, proposals and other project related official documents;

·         responsible for printing the advertisements, announcements on newspapers and keep records and copies;

·         responsible for document scanning and copying;

·         develop drafts of official letters and faxes for PC;

·         responsible for record keeping and archiving of project documents including digital photos taken during any review missions of PIU, MECS and ADB;

·         manage the petty cash in the office;

·         monitor costs for car service and petrol oil;

·         purchase office supplies and distribute to the staff;

·         monitor proper maintenance of office furniture and other equipments;

·         make the necessary arrangements and provide support for ADB review missions;

·         provide and share information with MECS, MOF, partner institutions, stakeholders as necessary

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment


Instructions for submission of applications

Candidates must submit the following information in Mongolian and English:



1.      Curriculum Vitae.

2.      Cover letter (maximum three pages). The letter need to contain the full information on your ability how you will suit best the position s requirements etc.

3.      Reference or recommendation letters from current and /or previous employer.

4.      A copy of all Diplomas and Certificates

5.      Police clearance

6.      Deadline of the application will be 4 pm., Wednesday, 1st February 2012. 

7.      Hand delivery by yourself: Ministry of Education, Culture, and Science, Baga toiruu 44, Zasgiin gazriin III bair, Sukhbaatar duureg, Ulaanbaatar, Mongolia, room # 404.

8.      All documents should be sealed in an envelope and indicated the applied position. The submitted documents should not be returned to the applicants.

9.      Selection process: Only short-listed candidates will be contacted (i) to take a written examination (ii) to have a job interview (iii) to provide proof of work experience and original copies diploma and certifications.