Program/Project Management Consultant


Location : Dili, Timor Leste
Application Deadline :28-Aug-18 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English   Portuguese
Starting Date :
(date when the selected candidate is expected to start)
01-Sep-2018
Duration of Initial Contract :60 days
Expected Duration of Assignment :September - November 2018

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

As part of cooperation between UNDP Timor-Leste and the Ministry of Planning and Strategic Investment under the Infrastructure Development Support Project (IDSP), the Infrastructure Fund (IF) and the Major Project Secretariat are interested in project management expert for drafting a Project Administration Manual (PAM) for infrastructure programs/projects required for essential administrative and management arrangements to implement projects on time, within a budget and focusing on project preparation, implementation and monitoring.

The Infrastructure Fund was established in 2011 based on the Decree-Law 8/2011 of 16 March and in 2016 it was transformed into the autonomus Fund according to the Decree-Law ? 13/2016 of 18 May. And the Major Project Secretariat provides an overall technical and administrative support to the management of the Fund. The role of the Infrastructure Fund is to support implementation of the Strategic Development Plan of Timor-Leste 2011-2030. Currently, under IF there are 22 Programs for roads, water and power supply, ports and airports, agriculture, social infrastructure and some other sectors, including loan projects from the World Bank, ADB and JICA.

The expert is expected to analyze existing workflows and regulation frameworks, documents for current arrangements and existing projects to prepare recommendations for the best project management arrangements and to provide suggestions to improve the existing procedures.

Project management documents/ guidelines to be reviewed includes but not limited to:

  • Regulation and Institutional Frameworks/arrangements and Workflows (CAFI, IF/MPS);
  • Roles and responsibilities of a project owner (line ministries/agencies), functions of relevant agencies in coordination of the project implementation (LMs, ADN, NPC, MPS);
  • Contract administration, payment system and timeline for key procedures;
  • Monitoring & reporting and arrangements for project implementation;
  • Evaluation of objectives/outcomes/outputs and ex-post evaluation;
  • Management of risk template/matrix.


Duties and Responsibilities

The objective of this assignment is to support the Infrastructure Fund and the Major Project under supervision of the Project Manager in reparation of manual for operations and procedures during a project preparation, implementation and monitoring.

Scope of Work

Based on deep assessment and in-line with

  1. Review the current project management practices, operations and procedures of the Infrastructure Fund and the Major Project Secretariat focusing on:
  • Problem analysis / gaps;
  • Lesson learnt extraction;
  • Best practices.
  1. Interview with key stakeholders and collecting information for all cross functions activities;
  2. Prepare Check-list with timeline for key operations and procedures & Calendar for key processes;
  3. Conduct a workshop to present PAM and overall results at the end of the assignment.

 

3) EXPECTED OUTPUTS AND DELIVERABLES

The product/output: Project Administration Manual (PAM)/Guidelines to be produced for project implementation arrangements and operations for the Infrastructure Fund/Major Project Secretariat.

Deliverables/ Outputs

Estimated Duration

Target Due Dates

Review and Approval Required

Breakdown of the payment

  1. Inception Report with identification of key stakeholders for interview and structure of PAM

5 days

Sept 14

MPS, UNDP

10%

  1. Problem analysis and challenges for current implementation of projects, supported by              Lessons learnt Report with the best practices

15 days

Oct 5

MPS, UNDP

25%

  1. Workflows for procedures and operation for IF projects and draft of roles and responsibilities. Check-list and timeline for operations with Calendar and cross functional flow chart for IF

15 days

Oct 26

MPS, UNDP

25%

  1. Project Administration Manual (PAM) with recommendations for IF/MPS for improvements

20 days

Nov 23

MPS, UNDP

30%

  1. Final Report and the Workshop with presentation of the Project Administration Manual (PAM)

5 days

Nov 30

MPS, UNDP

10%

TOTAL

60 days

 

 

100%

 


Competencies

4) INSTITUTIONAL ARRANGEMENTS

The Consultant will be based at the Major Project Secretariat (MPS) of the Infrastructure Fund. The Consultant will report to the Project Manager of UNDP (IDSP) and the Director of the Major Project Secretariat (MPS) of the Infrastructure Fund. UNDP Democratic Governance unit will ensure Quality Assurance on the Consultant’s work.

The Consultant will submit progress reports based on achieved results and deliverables. One week before the end of the Contract the Consultant will present a final report with all results during the assignment.

 

5) DURATION OF ASSIGNMENT, DUTY STATION AND EXPECTED PLACES OF TRAVEL

Duration: 60 working days

Duty Station: Dili, Timor-Leste. Any official travel outside duty station that is not foreseen in the ToR shall be agreed upon prior to travelling according to UNDP rules and regulations related to IC.


Required Skills and Experience

6) QUALIFICATIONS OF THE SUCCESSFUL CONTRACTOR

Education:

  • MBA, master’s degree in engineering/economics. PhD would be an asset;

Experience:

  • At least 10 years of working experience on project management for infrastructure;
  • At least 5 years of working experience in a senior leadership or advisory role in a government,

development institution, or other relevant body;

  • Practical knowledge of the regulatory/ institutional arrangements for infrastructure projects, including FIDIC standards;
  • Proven experience in preparation of standards (Manual/Guidelines) for a similar area;
  • Significant experience working in developing countries.

 

  •  
  • Fluent English is required; Portuguese would be an asset

 

  •  
  • Excellent writing and presentation skills, analytical skills;

Related publications/reports would be an advantage;

  • Great communications skills with high level officials;
  • Ability to work with a government and meet tight deadlines.

 

7)            SCOPE OF PRICE PROPOSAL AND SCHEDULE OF PAYMENTS

7.1. Financial proposal:

The payment method is Lump Sum amount based on the progress report for every working period based on deliverables up to the end of the Contract. Travel cost to arrive and depart to the Duty station is included in the Contract price. Travel arrangements will be coordinated with the MPS according to the work plan and the project schedule. In case of unforeseeable travel, payment of such travel costs including tickets, lodging and terminal expenses should be agreed upon, between the UNDP/MPS and the Consultant, prior to travel.

The financial proposal must be expressed in the form of Daily Fee “all inclusive” supported by a breakdown of costs, as per template provided (see the Financial Proposal Template).

7.2 Schedule of payment:            

Payment will be made at the end of each working period related to the deliverables, based on the total number of working days during the period when the payment is claimed. An IC Time Sheet must be submitted by the Contractor, approved by the Individual Consultant’s supervisor, which shall serve as the basis for a payment.

 

8) RECOMMENDED PRESENTATION OF OFFER

  1. Duly accomplished Letter of Confirmation of Interest and Availability and Submission of Financial Proposal using the template provided by UNDP;
  2. Personal CV and P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  3. Brief description of why the individual considers him/herself as the most suitable for the assignment;
  4. Methodology how will approach and complete the assignment; 
  5. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided.   
  6. Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one (combined) single PDF document.

 

9) CRITERIA FOR SELECTION OF THE BEST OFFER

Combined Scoring method – where the qualifications and methodology will be weighted a max. of 70% and combined with the price offer which will be weighted a max of 30%. Note: Only application that scores a minimum of 49 points (70%) of the technical criteria will be considered for financial evaluation.

Technical Criteria

Maximum obtainable points

Weight Percentage

Education:

70

70%

MBA, master’s degree in engineering/economics. PhD would be an asset

10

10

Years of Experience:

 

 

10 years of working experience on project management for infrastructure

15

15

5 years of working experience in a senior leadership or advisory role in a government, development institution, or other relevant body

10

10

Competencies specific to this assignment:

 

 

Practical knowledge of the regulatory/ institutional arrangements for infrastructure projects, including FIDIC standards

15

15

Proven experience in preparation of standards (Manual/Guidelines) for a similar area

10

10

Significant working experience in developing countries

5

5

Fluent English is required; Portuguese would be an asset

5

5

Total technical score

70

70%

Financial: 30%

30

30%

Final Score

100

100%

 

 

10) APPROVAL

This TOR is approved by:

Signature                                                                                              

Name and Designation                                                                      

Date of Signing                                                                                    

11) ANNEXES TO THE TOR:  A. PAM Cover Template    

 

 

 

 

  1. PAM COVER TEMPLATE

 

Project Administration Manual

 

 

 

 

 

 

 

Loan Numbers: {LXXXX, LXXXX}

Democratic Republic of Timor-Leste:

Major Project Secretariat,

Infrastructure Fund

 

 

 

- Project Management arrangements

- Workflows, Roles and Responsibilities for

   planning, Implementation and monitoring

- Standard Operations and Procedures (SOP)

- Check-list and Implementation Calendar

 

 

 

 

 

November 2018

 



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