Historique

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

As BRR enters the final year of its four-year mandate, the organization faces a new set of challenges. BRR intends to complete all physical construction projects by the end of 2008. During that year it will oversee the implementation of more than 3,000 parcels of work to the approximate value of US$700 million.

BRR’s capacity to complete its mandate and oversee the transition is complicated by three critical factors. First, during 2008 a number of key staff can be expected to take up post-BRR employment. Second, labour laws restrict BRR’s direct recruitment of international and short-term specialists. Third, BRR lacks the specialist skills needed to oversee transitional arrangements. Capacity limitations threaten the important recovery work that remains to be done and the legacy of the entire post-tsunami recovery programme.

Phase II of the Technical Assistance Support To BRR Project will supplement BRR capacity in the critical areas mentioned above, harnessing the expertise and resources needed for BRR to complete outstanding projects, transfer assets and documentation, and develop capacities at the local level. More specifically, Phase II will:

• mobilise flexible, short-term technical advisers and services to support BRR in completing its mandated activities before exiting in April 2009.
• provide technical assistance to BRR to support asset, project and knowledge transfer to local government, and the exercise of due diligence during the transition/handover period.
• assist BRR to implement the final stage of its ‘regionalisation strategy’, which involves the relocation of resources to regional and district offices, and assisting local government agencies on the critical receiving end of the transition.

The importance of providing technical assistance to support these three broad objectives was acknowledged at the MDF Policy Dialogue on November 8, 2007. Timely assistance will be essential to preserve the legacy of recovery work, and the establishment of a firm foundation for ongoing resource and asset management by local government.

In collaboration with the Aceh Government Transformation Programme (AGTP) - another UNDP-supported initiative, Phase II of the Technical Assistance Support to BRR Project presents an important opportunity to better structure working relationships between BRR and the provincial and local governments, paving the way for a smoother transition when BRR’s mandate expires in 2009.

Devoirs et responsabilités

A high-level team is tasked with developing BRR’s policy/implementation strategy for the transfer of assets and APBN documentation on behalf of the CFO’s office. In cooperation and consultation with BRR and relevant local government entities, the team will address four key areas for the closure of operations:

•  Asset Transfer
• Legal exit strategy that covers BRR’s responsibilities and liability management
• Financial exit strategy that ensures BRR is meeting public finance responsibilities
• Documentation, administration and reporting
  

This particular assignment deals with Documentation, administration and reporting:

BRR is a government agency with ministerial-level status. This status has given BRR a separate/special budget for its operations. It also requires that BRR follow the same procedure and regulations that apply to other central Government agencies. Applicable laws and regulations include:

• State Budget Implementation (Law No: 13/2003) 
•  Audit on State Budget (Law No: 14/2004)
• Government’s Procurement System (Presidential Decree No: 80/2003)
• All related decree of related Ministry (especially the Ministry of Finance)
  

In adherence with the above regulations, BRR has and will produce a huge amount of documentation that needs to be captured, managed and stored (physically and in digital form) for accountability purposes in accordance with Law No: 7/1971 (concerning Government’s Documents and Record Keeping). The adviser appointed to this group will take the lead in developing the vision, strategy, benchmarks, workplan and schedule for completing this work. This will also include a handover strategy to local government and identify capacity requirements of local government (both short- and longer-term) for the development of supportive MIS systems. BRR has entered into a memorandum of agreement (MoU) with the Native Archives Unit to physically complete this work and the documentation subgroup being established as part of the implementation team will coordinate with this unit.


Scope of work:

The position is part of the Policy & Strategy Group.

This position will be responsible for the documentation sub-team and will coordinate activities with the other three sub-teams

• Asset Transfer,
• Legal Exit and
• Financial Exit.

All sub-teams of the Policy & Strategy Group will have the following deliverables in common respective to their responsibilities:

• Produce an assessment that analyzes main challenges facing BRR, provincial and local government with regard to the transition process (ie. handing over assets, archiving) which will feed into the overall transitional strategic plan.
• Develop vision, strategy, benchmarks, work plan and schedule for completing tasks related to respective areas of responsibility.
• Formulate strategic actions for BRR and identify policy requirements to facilitate those actions. Draft any policy changes that need deliberation of key stakeholders.
• Liaise and work closely with BRR counterparts especially with the Deputy of Finance and Planning. Feed into communication strategies targeting various stakeholders.
• Provide any other ongoing technical support to BRR as required.
  

The documentation group will have the following specific responsibilities:

• Develop vision, strategy, benchmarks, work plan and schedule for completing document transfer.
• Produce standard operation procedures (SOP) and guidelines for document transfer.
• Develop handover strategy for transfer to the local government and/or stakeholders.
• Detail needs for document archive system (which can be adopted by local government).
• During inception period review other deliverables in conjunction with the Policy & Strategy Adviser.
• Coordinate activities and outputs with the Policy & Strategy Adviser.

Outputs from this sub-team include, but are not limited to: internal BRR policy on the collation, retention, storage and retrieval of asset documentation, standard operating procedures (SOPs), manuals, maintenance programs and other documentation to be identified. It is envisioned that once this group sets direction, it will continue to work on monitoring and evaluating the progress of work in each of the four areas until BRR’s eventual wrap-up. This work will be done to help BRR better prepare for meetings with the Joint Committee that has been proposed to oversee the transition process. Results of joint decisions will be fed back into the ongoing activities of both the strategic policy and implementation teams.

Expected Results/Final Products/Deliverables:

Meaningful contributions should be made to the BRR Transitional Strategic Plan, which is due at the end of May 2008, but which will remain a “live” document.

Output/Reporting Requirements:

• An inception report within four weeks of commencement of assignment. 
•  Monthly reports, each month after the inception in a set format covering: (1) Significant Achievements; (2) Allocation of Consultant's Efforts;
• Challenges and Recommendations;
• Lessons Learnt;
• BRR Supervisor's Comments;
• Report Approval (by BRR supervisor); and
• Attachments. The attachments include: a log frame of the Content Management Specialist's assigned tasks, activities and output; a time sheet and, if the Content Management Specialist travels outside the duty station, a Return to Station report including any travel claims. This monthly report and its attachments must be submitted by the 5th day of the following month.
  

3. A final report at the conclusion of the assignment.

Compétences

• The Consultant should be experienced in all elements of the project cycle from inception to handover conclusion. Ideally the successful candidate would have intimate knowledge of library cataloguing, recording, storage and retrieval in the treatment of Government Documents – knowledge of Indonesia Government systems and standards would be a distinct advantage.
• The Consultant should be experienced in working within a dynamic and highly demanding environment. The assignment will be subject to continual time constraints and a sense of urgency, bearing in mind that BRR's mandate is nearing completion.
• S/he should have the capacity and initiative to perform all tasks associated with the required deliverables. The Asset Transfer team is non-structural and administrative or technical support is limited.

Qualifications et expériences requises

• Masters degree in a relevant discipline (A bachelors degree can be accepted with the necessary work experience on senior level).
• At least 10 years increasingly responsible experience, in government, private sector or international agencies.
• Proficient in English language, spoken and written. Ability to write reports and make presentation.
• Knowledge of Bahasa Indonesia would be an asset.