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Developing Civil Service Classification and Grading Methodology and Pay Comparator Survey Methodology on Average Wages of Identical Post/Benchmark Job of Civil Servants and Private Sector Employees

Request For Expressions of Interest

General Information
Country:   Mongolia
Notice/Contract Number:   GAP/C/A3-004
Publication Date:   Apr 10, 2009
Deadline:   Apr 27, 2009
Funding Agency:   World Bank
Buyer:   MN-Governance Assistance
Eligibility of Bidders:   1. Consulting Firm
The consulting firm to be selected to provide the required technical assistance must have proven experience in providing consulting services to large organizations in the public sector in relation to human resources management, civil service classification development, preparation of methodology for pay grading and pay comparator analysis and wage bill and wage module development and etc. Consulting firm must also have the following minimum qualifications:
• proven experience in the public sector, in particular in civil service agency, over at least five multi-year engagements;
• demonstrated experience in consulting to public sector institutions, with institutional development and human resource/ compensation/ incentives issues;
• be familiar with Mongolian legislation and in particular with civil service rules, budget legislation and in Mongolia.
2. Consultants
A consulting firm will be required, that can provide a team consisting of 2 – 3 consultants and these consultants can meet the following requirements:
• Have an academic degree in economics, finance, statistics, civil service/public administration or in other related disciplines;
• Be qualified in the area of civil service/public administration, labor, wage, particularly on post/job/pay classifications and grades, and wages working in the state and private sectors having experience worked for 10 years and above;
• Have at least 2 years of successful operational experience working or executing tasks in above mentioned areas producing reports and developing methodologies, policies, handouts and guidelines and conducting effective comparator wage surveys in an international environment, if domestic it should be national wide or sector wide experiences;
• Experienced in training civil servants in job evaluation methodologies, and in facilitating grade structure solutions;
• Experienced in labour market analysis
Original Language:   English

Contact Information
Address:   Oyungerel Gonchig
Project Coordination Unit
Room # 304, Peace Building 8/5, Sukhbaatar street
4th khoroo, Chingeltei district
Ulaanbaatar 210646
Mongolia
Telephone:   (976-51) 265-782
Fax:   (976) 7011-0582
Email:   Click here

Assignments

 

Original Text

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MONGOLIA

GOVERNANCE ASSISTANCE PROJECT (GAP)
IDA Grant H222-MOG
Consultancy Services for Developing Civil Service Classification and Grading Methodology and Pay Comparator Survey Methodology on Average Wages of Identical Post/Benchmark Job of Civil Servants and Private Sector Employees
Ref: GAP/C/A3 – 004
Request for Expressions of Interest
This request for expressions of interest follows the general procurement notice (GPN) that appeared in UN Development Business No. 677 of 30 April, 2006.

A. BACKGROUND
Public administration and civil service reform is significantly progressing in Mongolia. The reform is building up by the approval of a Medium-Term Civil Service Reform Strategy (in 2004) by the Parliament, an Action plan for the Implementation of this strategy (in 2007) by the Government, and the Law on Amendments to the Civil Service Law (in 2008) by the Parliament.
Civil Service Council (CSC) as a central body of the civil service is responsible for the implementation of civil service reform. The authority, responsibility, and tasks of the CSC has been extended significantly by the amendment to the Law on Civil Service, in 2008, in which included the CSC’s obligations to develop a proposal for improving/defining civil service post classification, grading, and wage scale of civil servants in collaboration with the public administration central body responsible for labour issues.
The Wage Research Unit, which is responsible for studying the civil service post classifications and grades, and conducting regular wage survey of civil servants was established at the CSC with engagement of national consultants for the unit within the Governance Assistance Project to full the current lack of human and financial capabilities of the CSC to implement the above mentioned tasks independently.
Civil Service Council holds a responsibility to conduct a wage survey of civil servants and an annual wage comparator survey on the average wages of identical post/benchmark job of civil servants and private sector employees and to develop proposal on increase of wage value and scale of the civil servants based on the survey results. Provision with policy consultation, recommendation and methodology concerning the studies and improvement on post classification and grading system and wage structure of civil servant attaches a great importance to Wage Research Unit that is newly established. Those proposals, recommendations and methodologies are assumed very helpful to the Government for building of pay and remuneration system which is affordable, fair, conscientious, transparent, and critical for improvement of civil service skill and performance.

B. OBJECTIVE OF THE ASSIGNMENT
The Civil Service Council now wishes to appoint a consulting firm to support its work in developing proposals for a new civil service grade structure; for conducting a sample survey of pay in the civil service; for identifying benchmark jobs; and for undertaking a pay comparator study with selected private sector organizations. The consulting firm will perform these tasks in collaboration with national consultants working for Wage Research Unit at the CSC and under the supervision of the CSC. The objectives of this assignment are to:
• develop an appropriate post classifications and grade structure for defining wages of the civil servants, in order to support the introduction of a job-based grading structure in the civil service;
• train staff in the CSC in an appropriate job evaluation methodology, job analysis, and the development of job families and grades;
• define suitable benchmark jobs in the civil service to be used for the annual wage comparator study of the civil servants and private sector employees and basing on that develop a list of benchmark jobs in the civil service and in private sector;
• develop a methodology for the annual wage comparator study of the civil servants and private sector employees.
• Prepare and submit a report on all these proposals.

C. SCOPE OF WORK
Main Duties:
The consulting firm, supported by the Wage Research Unit, will execute the following tasks, but not limited to:
• Develop proposals and recommendations to improve the post classifications and grades of political, public administrative, special and support services;
• Develop a methodology for defining identical posts/benchmark jobs of civil service and private sector employees including specific criteria and tools;
• Develop a list of identical posts/benchmark jobs in the civil service and private sector in relation to each post classifications and grades of the civil service;
• Develop a methodology for comprehensive sample survey to study civil servants’ wage and remuneration system;
• Develop a methodology for survey on average wages (comparator wage survey) of identical post holders in the civil service and private sector.
Duties on Organization and Methodology of Work Performance:
The consulting firm will complete abovementioned tasks through conducting sample survey on pay grades and wages of civil servants and private sector employees covering relevant civil service organizations and private sector units. The following actions will be taken concerning the sample survey organization and management:
• Develop detailed and relevant action plan, guideline, training program and handouts for conducting a comprehensive survey on post classifications, grades, wages and remuneration;
• Define a sample size of survey on the basis of negotiation with the CSC, (define state organizations, units of private sector, identical posts and jobs to represent);
• Develop survey questionnaires, and develop special program (software) on Excel or Access for wage survey if necessary;
• Establish survey team, teach survey methodology to the team, give instruction and consultation regarding how to accomplish survey, and provide with handouts;
• Support the team during the survey process, provide with methodical consultations, and monitor the process;
• Consolidate survey outcome, and prepare reports.
Duties on Capacity Building and Training:
In order to build the capacity of and train the CSC’s officials on the issues related to this assignment such as making analysis on post classifications and grades and conducting survey of average wages, the following action should be done:
• Organize trainings (organize training on policy making level on civil service post classifications, grades, wages and remuneration, besides survey team trainings);
• In order to provide the client with opportunities to learn from the international best experiences, assist the client in organizing a study tour in a foreign country where its civil service post classifications, grades, wages and remuneration systems including other supplementary payments are developed and managed well and have conducted wage surveys well in the country.
The consultant needs to take initiative actions in order to assist in identifying possible funding resources and assist in resource mobilization for implementing the study tour program.

D. DELIVERABLES
In connection with the above mentioned work in regard to finalizing survey outcome with appropriate proposals and comments covering post classifications and grades of the civil service, and wage surveys of the civil servants and private sector employees, the deliverables for the consulting firm will include, but not be limited to:
• Report describing the preferred job evaluation and grading methodology to be used in the civil service;
• Proposal for the grade structure to be used for the classification of civil service posts;
• Methodology for defining the benchmark jobs for comparing remuneration of civil servants and private sector employees and a list of identical posts/benchmark jobs of civil service and private sector;
• Methodology for conducting wage survey (comparator wage survey) for identical posts/benchmark jobs of civil service and private sector;
• An analysis of the external pay survey.
E. REPORTING AND LIAISON ARRANGEMENTS
Working with the Mongolian counterparts, the consultant will keep the following reporting and liaison arrangements:
• Director of the Office for the CSC will be a key representative official to cooperate with the consultant. The consultant shall meet the Director of the Office of the CSC regularly in order to complete the task and to solve encountered problems.
• Consultant will develop Action plan to complete the task consulting with the CSC no later than 2 weeks from its commencement date.
• Consultant will cooperate daily with administration and officials of the CSC, particularly with the national consultants of the Wage research unit, and in case of inquiry will cooperate with officials of the Ministry of Finance, Ministry of Social Welfare and Labor, and National Statistical Office in order to fulfill the objectives of TOR.
• All information provided to the consultant will be regarded as confidential and information will not be shared with any outside individuals or organizations at the request of the counterparts.
• If the consultant arises the need to have a human resource for his survey, additional human resources could be hired within the scope of the project based on the approval of the Work plan and Terms of references for an additional human resources with justification why they needed.
• The reports to be submitted to the CSC and the PCU should be in hard and soft forms in English.
F. CONSULTANT’S QUALIFICATIONS / SELECTION CRITERIA
1. Consulting Firm
The consulting firm to be selected to provide the required technical assistance must have proven experience in providing consulting services to large organizations in the public sector in relation to human resources management, civil service classification development, preparation of methodology for pay grading and pay comparator analysis and wage bill and wage module development and etc. Consulting firm must also have the following minimum qualifications:
• proven experience in the public sector, in particular in civil service agency, over at least five multi-year engagements;
• demonstrated experience in consulting to public sector institutions, with institutional development and human resource/ compensation/ incentives issues;
• be familiar with Mongolian legislation and in particular with civil service rules, budget legislation and in Mongolia.
2. Consultants
A consulting firm will be required, that can provide a team consisting of 2 – 3 consultants and these consultants can meet the following requirements:
• Have an academic degree in economics, finance, statistics, civil service/public administration or in other related disciplines;
• Be qualified in the area of civil service/public administration, labor, wage, particularly on post/job/pay classifications and grades, and wages working in the state and private sectors having experience worked for 10 years and above;
• Have at least 2 years of successful operational experience working or executing tasks in above mentioned areas producing reports and developing methodologies, policies, handouts and guidelines and conducting effective comparator wage surveys in an international environment, if domestic it should be national wide or sector wide experiences;
• Experienced in training civil servants in job evaluation methodologies, and in facilitating grade structure solutions;
• Experienced in labour market analysis.
G. DURATION OF WORK
It is estimated that the level of effort would be 4 person-months starting approximately from mid of October 2009, over an elapsed time of about 5 months. It is anticipated that the consulting team will make several visits to Mongolia, in accordance with work plans developed with the Consultant’s assistance. The following time schedule of work implementation is proposed to the consultant in order to facilitate his work:
Phase One: (October-November 2009)
• Develop Action plan and methodologies for conducting a survey;
• Organize trainings to survey team;
• Start the survey, monitor the survey process, and provide the team with supervisions and advises;
Phase Two: (December 2009)
• Receive data and information from the survey team, consolidate survey results, and analyze (it is expected that the consultant will work on development of documents during the data collection period by the team)
Phase Three: (January–February 28, 2010)
• Finalize and deliver the survey report;
• Finalize the development of the deliverables (methodologies, list, and proposals) and deliver to the Client;
H. PROVISION OF INFORMATION, LOCAL SERVICE, HUMAN RESOURCE AND OTHER FACILITIES BY THE CLIENT
The Client will provide:
• Office space with office furniture and consumables with exception of hardware equipment;
• Provision of relevant information to assist in effective implementation of the assignment;
• Appointment of a team consisting of national consultants of Wage research unit and CSC staff to work with the consultant on daily basis, at least one of whom will speak fluent English;
• An agreed list of 200 - 400 civil servants who will be accessible to the Wage Research Unit for interview etc. for developing the job evaluation methodology and grade structure.

I. DEADLINE FOR SUBMISSION OF EXPRESSIONS OF INTEREST AND CONTACT
INFORMATION
The Government of Mongolia is seeking to engage an international firm of the highest repute to provide advisory services in effectively implemented a Developing Civil Service Classification and Grading Methodology and Pay Comparator Survey Methodology on Average Wages of Identical Post/Benchmark Job of Civil Servants and Private Sector Employees. Interested consultants (firms) must provide information indicating that they are qualified to perform the services (brochures, description of similar assignments, experience in similar conditions, and information of appropriate candidates, etc).

Consultant will be selected under the Selection Based on the Consultants' Qualifications (CQS) method in accordance with the World Bank’s Guidelines as specified in the Development Credit Agreement: Selection and Employment of Consultants by World Bank Borrowers dated May 2004. Expressions of Interest must be delivered by April 27, 2009, 23:30 PM (Ulaanbaatar time) to the address as follows: Mrs. G. Oyungerel, Project Manager, Governance Assistance Project; Room # 304, Peace Building 8/5, Sukhbaatar Street, 4th khoroo, Chingeltei district, Ulaanbaatar, Mongolia; e-mail: procurement@gap.mn

Submissions can be sent via certified mail, via fax or by email. Those who choose delivery by email should ensure that a confirmed delivery receipt of their mail is received. The PCU bears no responsibility in non delivery submissions due to internet network problems or glitches
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