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TERMS OF REFERENCE AND ADVERTS FOR VACANT POSITIONS AT INSTITUTIONAL REFORM AND CAPACITY BUILDING (IRCBP) PROJECT IN SIERRA LEONE

Request For Proposals

General Information
Country:   Sierra Leone
City/Locality:   FREETOWN
Notice/Contract Number:   IRCBP 01
Publication Date:   Jul 14, 2009
Deadline:   Aug 27, 2009
Funding Agency:   World Bank
Buyer:   Institutional Reform and Capacity Building Project. Institutional Reform and Capacity Building Project
Eligibility of Bidders:   1st Degree, 2nd Degree and Relevant Qualifications
Original Language:   English

Contact Information
Address:   ALHASSAN KANU
Ag. Project Coordinator
Project Coordinator
38 Wellington Street
Freetown, WESTERN 232
Sierra Leone
Telephone:   (232) 229677
Email:   Click here
Web Site:   www.ircbp.sl

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VACANT POSITIONS AT INSTITUTIONAL REFORM AND CAPACITY BUILDING (IRCBP) PROJECT

In 2004 the Local Government Act ushered in the Sierra Leone Government’s programme of decentralization. To ensure the successful implementation of the programme, the Decentralisation Secretariat (DecSec) was established in May 2004 as a Directorate of the Ministry of Internal Affairs, Local Government and Rural Development (MIALGRD) and it was aligned under the IRCBP with the Local Government Finance Department (LGFD) which is a functional unit of the Ministry of Finance and Economic Development. A dedicated Project Coordination Unit (PCU) was also established. With a view to strengthening the performance effectiveness of the overall Project team and also as a step towards all decentralization tasks being progressively integrated into mainstream Government structures, a functional review of IRCBP was recently carried out. The review has resulted in the creation of new staff positions and the endorsement of some existing staff positions, some of which are currently vacant.

The Government is therefore seeking to engage suitably qualified and experienced Sierra Leoneans to fill the following positions:

Project Coordination Unit
(i) Project Monitoring Officer

POST SUMMARY AND REQUIRED QUALIFICATIONS & EXPERIENCE
The primary responsibility of the Project Monitoring Officer (PMO) will be to support the Project Coordinator in tracking progress made on the Project’s Results Framework during the 2008 – 2011 implementation period. In this function s/he will work under the guidance of and in close collaboration with the Monitoring Manager, DecSec. In addition, s/he will assist the Project Coordinator in preparing quarterly and annual reports, and assisting in the preparation/review of the Project’s Annual Work Plan;

Applicants must possess a Masters Degree in Social Science, Statistics, Economics or a related discipline relevant to Project Monitoring. Applicants must have a minimum of 5 years post-graduate experience in project monitoring (with particular emphasis on results framework and work programme design and tracking), data collection/surveys and analysis of data, or relevant connected field; 3 of which must have obtained from internationally funded project or NGO). High level of computing skills is required including strong working knowledge of Microsoft Office applications, in particular Excel.

General Information

All posts are advertised on an equal opportunity basis. Women are encouraged to apply.
Salaries and Conditions of Services
Competitive salaries and conditions of service will be offered to the successful candidates.
Duration of Contract
Contracts will be for One Year initially, subject to annual review and a possibility of extension up to January 2011.
Mode of Application
Application in writing, including up-to-date Cvs, supporting documents (do not send originals) and the names and addresses of two professional referees should be addressed to:
The Procurement Specialist
Project Coordinating Unit
C/o Decentralization Secretariat
37 Wellington Street
Freetown

Or
E-mail application as attachment to: pcunit@ircbp.sl
Please indicate clearly on the envelop e or in the email, the post for which application is made.
Closing Date
The Closing Date for receipt of application is 27th July 2009 at 5 pm GMT.
Only short-listed applicants will be contacted.

The Procurement Specialist
Project Coordinating Unit
C/o Decentralization Secretariat
37 Wellington Street
Freetown






ADDITIONAL VACANT POSITIONS AT INSTITUTIONAL REFORM AND CAPACITY BUILDING (IRCBP) PROJECT (NOTICE 2)


In 2004 the Local Government Act ushered in the Sierra Leone Government’s programme of decentralisation. To ensure the successful implementation of the programme, the Decentralisation Secretariat (DecSec) was established in May 2004 as a Directorate of the Ministry of Internal Affairs, Local Government and Rural Development (MIALGRD) and it was aligned under the IRCBP with the Local Government Finance Department (LGFD) which is a functional unit of the Ministry of Finance and Economic Development. A dedicated Project Coordination Unit (PCU) was also established. With a view to strengthening the performance effectiveness of the overall Project team and also as a step towards all decentralization tasks being progressively integrated into mainstream Government structures, a functional review of IRCBP was recently carried out. The review has resulted in the creation of new staff positions and the endorsement of some existing staff positions, some of which are currently vacant.

The Government is therefore seeking to engage suitably qualified and experienced Sierra Leoneans to fill the following positions:

Project Coordination Unit
(ii) Project Monitoring Officer

POST SUMMARY AND REQUIRED QUALIFICATIONS & EXPERIENCE
The primary responsibility of the Project Monitoring Officer (PMO) will be to support the Project Coordinator in tracking progress made on the Project’s Results Framework during the 2008 – 2011 implementation period. In this function s/he will work under the guidance of and in close collaboration with the Monitoring Manager, DecSec. In addition, s/he will assist the Project Coordinator in preparing quarterly and annual reports, and assisting in the preparation/review of the Project’s Annual Work Plan;

Applicants must possess a Masters Degree in Social Science, Statistics, Economics or a related discipline relevant to Project Monitoring. Applicants must have a minimum of 5 years post-graduate experience in project monitoring (with particular emphasis on results framework and work programme design and tracking), data collection/surveys and analysis of data, or relevant connected field; 3 of which must have obtained from internationally funded project or NGO). High level of computing skills is required including strong working knowledge of Microsoft Office applications, in particular Excel.



Local Government Finance Department
(iii) Economists (4 Positions)

POST SUMMARY AND REQUIRED QUALIFICATIONS & EXPERIENCE
The primary responsibility of the Economists will be to support the Director, and Senior Local Government Finance Officers of the Local Government Finance Department in reviewing Local Council Grants Distribution Formula, and monitor Local Councils’ budget execution. The Economists will, in addition, coordinate capacity building strategies to support Local Councils in the preparation of their medium term expenditure framework (MTEF) budgets and strategic plans.
Applicants will require a minimum of a second class Bachelors Degree in the Social Sciences preferably in Economics, Accounting or Statistics. A Post-Graduate Degree in the required field would be an advantage. A minimum of three years work experience in Public Sector Finance, Accounting, or Statistics. S/he must be computer literate especially in the use of Micro Soft Word and Excel.
General Information

All posts are advertised on an equal opportunity basis. Women are encouraged to apply.
Salaries and Conditions of Services
Competitive salaries and conditions of service will be offered to the successful candidates.
Duration of Contract
Contracts will be for One Year initially, subject to annual review and a possibility of extension up to January 2011.
Mode of Application
Application in writing, including up-to-date Cvs, supporting documents (do not send originals) and the names and addresses of two professional referees should be addressed to:
The Procurement Specialist
Project Coordinating Unit
C/o Decentralization Secretariat
37 Wellington Street
Freetown

Or
E-mail application as attachment to: pcunit@ircbp.sl
Please indicate clearly on the envelop e or in the email, the post for which application is made.
Terms of Reference (ToR)
The electronic copy of the ToRs of the above vacant positions is available at the IRCBP web site at www.ircbp.sl and a Development Gateway website at www.dgmarket.com. Hard copies of the ToR can be collected from the Procurement Specialist at the address below.
Closing Date
The Closing Date for receipt of application is 27th July 2009 at 5 pm GMT.
Only short-listed applicants will be contacted.

The Procurement Specialist
Project Coordinating Unit
C/o Decentralization Secretariat
37 Wellington Street
Freetown


JOB DESCRIPTIONS FOR VACANT POSITIONS AT INSTITUTIONAL REFORM AND CAPACITY BUILDING (IRCBP) PROJECT

(1) DIRECTOR, DECENTRALIZATION SECRETARIAT

JOB PURPOSE
The Director provides strategic leadership and guidance to the Decentralisation Team and has ultimate management responsibility for all DecSec outputs. The Director will lead the preparation of a national decentralization policy and will coordinate its implementation. In the coming period the Director will also work closely with MIALGRD to facilitate the smooth mainstreaming of DecSec tasks into Ministry structures with the full assumption of responsibilities being scheduled for the start of 2011.

REPORTING

The Director will report for all outputs of DecSec and his own performance to the Permanent Secretary. MIALGRD. In addition s/he will ensure the timely and accurate reporting required by way of the management function ascribed to the World Bank under the Multi-donor Trust Fund support for the IRCBP.

KEY RESPONSIBILITIES

The responsibilities of the post are as follows:

• Ensure the continuous functioning of a strong, effective and coordinated decentralization programme management team including management of all Units within the DEC-SEC to ensure effective performance in its functional areas;
• Facilitate the mainstreaming of decentralisation tasks into the MIALG&RD structure to ensure the Ministry’s smooth takeover of all identified functions performed by January 2011.
• Lead the finalization and implementation of a comprehensive government decentralization policy;
• Manage the implementation of the decentralization policy, and monitor and review strategies for the decentralization programme including the establishment and effective management of a data collection/analysis system;
• Ensure dynamic implementation processes for the smooth transfer of functions, responsibilities, powers, means and competence from all central government ministries and departments to the Local Councils as the law requires;
• Ensure the provision of timely technical support to the Inter-Ministerial Committee, the Technical Steering Committee and the Local Government Service Commission;
• Establish and maintain positive relationships with relevant counterpart institutions interested in supporting the on-going decentralization programme;
• Coordinate the management of Local and International consultancies that are contracted;
• Coordinate the preparation of the Decentralization Component Annual Work Plan (AWP), Quarterly Progress Reports (QPRs) and other relevant reports;
• Carry out final review and approval of all Concept papers and sub-component activity plans and schedules;
• Ensure the effective use, control and management of the assets of the Decentralization Secretariat;
• Liaise with the Principal Finance Officer in the preparation of financial statements on the Decentralization component;
• Perform other duties assigned/requested by the Permanent Secretary of the MIALG&RD



(2) LEGAL AND GOVERNANCE MANAGER, DECENTRALIZATION SECRETARIAT

JOB PURPOSE
This position has been created to coordinate the development of a robust and appropriate legal and policy framework for the decentralization process and, in parallel, to provide ongoing analysis of the governance aspects of all IRCBP expected outcomes thus ensuring congruence in the related activities of the Annual Work Plan.
REPORTING
The L&G Manager reports to the Director, Decentralization Secretariat for all outputs related to his/her Unit. S/he will work in close collaboration with corresponding MIALG&RD senior staff and Task Forces (Decentralisation, Chiefdom Governance).

KEY RESPONSIBILITIES

The responsibilities of the post are as follows:
• Facilitate the formulation of a national decentralization policy
• Facilitate the corresponding amendment of the Local Government Act and the attendant statutory instrument
• Review existing legislation that conflicts with the decentralization policy and the provisions of the LGA and make recommendations for legislative harmonisation
• Facilitate the devolution of functions from MDAs to local councils including the preparation of devolution roll-out plans
• Advise the Director on how the mainstreaming of tasks pertaining to the Legal and Governance unit will be structured and scheduled over the next year
• Provide advice on the formulation of a chiefdom governance policy and consequential legislation in this area
• Analyse and advise on adequacy of the corporate arrangements at council level put in place to manage increased devolution of functions (e.g. interaction with MDAs; involvement of ward committees; operations of council committee structures and full council; monitoring procedures for service delivery; accountability; possibilities for staff incentives; PCCs)
• Analyse and advise on nature and extent of councils’ orientation to community involvement in local affairs (citizen information, education and mobilisation; engagement with civil society groups; interaction with chieftaincies)
• Provide legal opinion as requested on legal issues for IRCBP, MIALG&RD and the Inter-Ministerial Committee
• Assist Local Councils draft bye-laws consistent with the constitution, the LGA and any other relevant enactment and to ensure compliance with Local Council Standing Orders
• Carry out any other duty that will be assigned by the Director of the Decentralization Secretariat

(3) CAPACITY BUILDING MANAGER, DECENTRALIZATION SECRETARIAT


JOB PURPOSE
The Capacity Building Manager will assist key stakeholders, particularly the Local councils, to enhance their capabilities in identifying and meeting development challenges in a sustainable manner. S/he will update and coordinate the implementation of a comprehensive capacity building programme to support decentralization.

REPORTING
The CB Manager reports to the Director, Decentralization Secretariat for all outputs related to his/her Unit. S/he will work in close collaboration with corresponding MIALG&RD staff and partner bodies (LGSC, contracted training institutions etc.).

KEY RESPONSIBILITIES
The responsibilities of the post are as follows:

• Coordinate the assessment of the capacity building needs of key stakeholders in the decentralization process, especially the Local Councils, and the preparation and implementation of a responsive, demand-driven and service delivery-oriented capacity building programme in support of the on-going decentralization programme
• Develop and operationalize a workable framework and modalities for the effective delivery of training interventions aimed at actors in the local government sphere (including embedding the running of certification courses for local council administration and management at a local tertiary institution)
• Advise the Director on how the mainstreaming of tasks pertaining to the Capacity Building unit will be structured and scheduled over the next year
• Coordinate the structuring of standardized training manuals for application with groups of actors
• Coordinate the delivery of training modules in accordance with the framework (including a ToT approach on training needs assessments) and supervise all contracted consultants
• Design a draft framework for a possible Capacity Building Grant Facility
• Ensure the proper tracking of all capacity building support provided within the framework of the decentralization programme through the maintenance of an updated comprehensive database on the capacity building support for decentralization
• Arrange for the periodic impact evaluation of capacity building interventions
• Facilitate the Local Government Service Commission to prepare a capacity building policy for local governance and ensure its alignment with existing government policies related to national capacity building
• Carry out any other duty that will be assigned by the Director of the Decentralization Secretariat.


(4) MONITORING & EVALUATION MANAGER, DECENTRALIZATION SECRETARIAT

JOB PURPOSE

The primary responsibility of the Monitoring and Evaluation Manager will be to support the design and implementation of an integrated M&E system for the Local Councils for use by MIALGRD. In addition, the Monitoring Manager will collaborate with donor and civil society partners to pilot appropriate social accountability mechanisms - such as community based monitoring groups – aiming to increase the public’s involvement in holding governments accountable for service delivery responsibilities.

REPORTING
The CB Manager reports to the Director, Decentralization Secretariat for all outputs related to his/her Unit. S/he will work in close collaboration with corresponding MIALG&RD staff and partner bodies (Local Councils, community user groups, contracted professional M&E bodies etc.). S/he will also provide guidance and support to the work of the Monitoring Officer, PCU.

KEY RESPONSIBILITIES
The responsibilities of the post are as follows:

• Support the design and implementation of an Integrated and functioning M&E System for the Local Councils and MIALG&RD
• Guide the process for identifying the key performance indicators and parameters for monitoring Local Government and comparing them to targets, and design the format for such performance reports
• Advise the Director on how the mainstreaming of tasks pertaining to the M&E unit will be structured and scheduled over the next year
• Facilitate DecSec and MIALG&RD staff in preparing their progress reports. Together, analyze these reports in terms of problems and actions needed. Prepare consolidated progress reports for project management to submit to the relevant stakeholders, in accordance with approved reporting formats and timing
• Assess and clarify the core information needs of MIALG&RD in furtherance of the Ministry’s inspection/ monitoring and supervision responsibilities as required by the Local Government Act 2004
• Provide professional support and guidance to the Monitoring Officer PCU in the execution of his/her tasks related to IRCBP monitoring
• Review Local Government monitoring reports; analyze them for impact evaluation and to identify the causes of potential bottlenecks in project implementation
• Work with other donor and civil society partners to design and pilot Citizen/Community-based Monitoring Groups (CMG)
• Work with key stakeholders to establish a framework for effective information flow between MIALG&RD and the Local Councils, including monitoring progress in implementing the Sierra Leone Poverty Reduction Strategy Paper (SL-PRSP) and reaching the Millennium Development Goals (MDGs)
• Liaise with IEC staff at IRCBP to publicise progress and constraints for the decentralisation process identified through M&E
• Complete any other work assigned by the Director of the Decentralization Secretariat.





(5) GENDER SPECIALIST, DECENTRALIZATION SECRETARIAT

JOB PURPOSE
The gender specialist will be concerned with analysing and advising on all gender aspects of the decentralisation reform and will ensure that programmatic responses are coherently structured and delivered and consistently monitored for outcome relevance and effectiveness.

REPORTING
The Specialist will report to the Director, Decentralisation Secretariat as regards all his/her planned interventions. S/he will be responsible to build strong relationships across IRCBP and MIALGRD to ensure gender is mainstreamed in all output areas.

KEY RESPONSIBILITIES

The responsibilities of the post are as follows :

• Coordinate the preparation and implementation of a gender strategy and framework to support the on-going decentralization programme in line with the overall objective of improving service delivery by the Local Councils;
• Coordinate the sensitization and training of Female Councillors on Gender, Leadership and Advocacy Skills
• Collaborate with LCs, CSOs and other stakeholders to carry out sensitization programmes on specific gender issues related to Decentralization
• Collaborate with the MSWGCA and other key stakeholders to ensure that Local Councils include Gender Mainstreaming in their Development Plans
• Facilitate the active involvement of Female Councillors, LC Sector Committee in International and National Events, e.g. International Women's Day (IWD) and 16 days of Activism
• Develop an action plan with partners to undertake activities in the field of awareness raising and legal education on gender justice issues and mechanisms
• Carry out any other duty that will be assigned by the Director of the Decentralization Secretariat.


(6) DIRECTOR, LOCAL GOVERNMENT FINANCE DEPARTMENT

JOB PURPOSE

The Director, LGFD is the principal adviser to the Financial Secretary, MoFED, on local government finance matters. S/he will be the principal administrative agent in the implementation of the Government’s Fiscal Decentralisation strategy and is responsible for managing the outputs of the entire staff of the Directorate in this respect. In addition s/he will advise the FS on the full integration of LGFD into the established structures of MoFED in the context of the policy to be agreed under the upcoming Integrated Public Financial Management Reform Programme (IPFMRP)

REPORTING
The Director will report for all outputs of the Department and his own performance to the Financial Secretary. In addition s/he will ensure the timely and accurate reporting required by way of the management function ascribed to the World Bank under the Multi-donor Trust Fund support for the IRCBP

KEY RESPONSIBILITIES
The responsibilities of the post are as follows:
• Ensure effective implementation of the Government’s Fiscal decentralization objective;
• Establish the regulatory framework and operating guidelines for local council budget preparation, execution and reporting;
• Serve as the Secretary to the Local Government Finance Committee
• Provide a draft plan and schedule for all aspects concerning mainstreaming of LGFD into MoFED structure by the closure of IRCBP
• Manage interagency and intergovernmental relations with respect to fiscal transfers and resource sharing, and distribution arrangements
• Develop databases relevant to local government finance
• Facilitate the expansion of local government revenue collection
• Collaborate with the Budget Bureau and Public Financial Management Unit on Central Government and council interaction in budget planning and execution
• Carry out all other duties necessary for the implementation of fiscal decentralization or as may be assigned to him by the Financial Secretary.


(7) SENIOR LOCAL GOVERNMENT FINANCE OFFICER (Technical)

JOB PURPOSE
The officer will be responsible for the planning and budgeting functions of the department, including the determination of a devolution framework, disaggregation of the national budget at the district level, revenue estimation and forecasting, and planning and budgeting for local council grants based on an agreed resource distribution formula and consistent with the devolution timetable.
REPORTING
The SLGO will report to the Director, LGFD for all respective outputs identified in the Department’s Work Plan.
KEY RESPONSIBILITIES
The responsibilities of the post are as follows :
• Work in close collaboration with the Decentralization Secretariat and the relevant MDAs to progressively develop and firm up the medium-term devolution framework, including the devolution time table on a function by function basis
• Disaggregate the national budget, in collaboration with the Budget Bureau and line MDAs, at the district and functional level and consistent with the agreed devolution timeframe
• Undertake local council revenue estimation and forecasting, and assist local councils broaden their revenue bases and improve their tax efforts
• Participate in the training of local councils in own revenue generation, planning and budget preparation
• Prepare estimates of local council budgetary transfers and advise on the resource distribution formula, consistent with the devolution framework;
• Oversee the development and management of the databases and other information infrastructure of the Department fro monitoring and evaluation purposes;
• Conduct research on fiscal decentralization issues relevant to the development of Sierra Leone; and
• Undertake any other related functions as may be assigned by the Director.





(8 – 11) ECONOMIST POSTS (4), LOCAL GOVERNMENT FINANCE DEPARTMENT

JOB PURPOSE
The primary responsibility of the Economists will be to support the Director, and Senior Local Government Finance Officers of the Local Government Finance Department in reviewing Local Council Grants Distribution Formula, and monitor Local Councils’ budget execution. The Economists will, in addition, coordinate capacity building strategies to support Local Councils in the preparation of their medium term expenditure framework (MTEF) budgets and strategic plans.
REPORTING
The Economists will report on their allocated tasks and outputs to the Director, LGFD. In doing so they will operate within the supervisory relationships to the Senior Local Government Officers as decided upon by the Director in each individual case and generally.

KEY RESPONSIBILITIES
The responsibilities of the posts are as follows:

• Assist in the exercise of annually reviewing the Local Councils Grants Distribution Formulae
• Coordinate the Capacity Building Strategy to support Local Councils in the preparation of their medium term expenditure framework (MTEF) budgets and strategic plans
• Monitor Local Councils’ budget execution
• Support Local Councils to enhance their capacity in revenue mobilization
• Collaboration with the annual national budget
• Liaise with Ministries, Departments and Agencies (MDAs) to implement Devolution Assignments, and in determining horizontal budgetary allocations to Local Councils
• Process grants transfers to Local Councils
• Collect, collate, and maintain data on assigned fiscal Decentralization issues
• Undertake any additional task assigned by the Director, LGFD



(12) PROJECT MONITORING OFFICER, PROJECT COORDINATION UNIT

JOB PURPOSE

The primary responsibility of the Project Monitoring Officer (PMO) will be to support the Project Coordinator in tracking progress made on the Project’s Results Framework during the 2008 – 2011 implementation period. In this function s/he will work under the guidance of and in close collaboration with the Monitoring & Evaluation Manager, DecSec. In addition, s/he will assist the Project Coordinator in preparing quarterly and annual reports, and assisting in the preparation/review of the Project’s Annual Work Plan

REPORTING
The Officer will report to the Project Coordinator. In terms of the technical discharge of his/her functions, he/she will receive guidance from the M&E Manager at DecSec who will also provide supervisory backup on the Officer’s deliverables providing feedback on same to the individual and (periodically as required) to the Project Coordinator.

KEY RESPONSIBILITIES
The responsibilities of the post are as follows :

• Establish and maintain a framework for tracking progress on the indicators of the results framework
• Technically back stop the Project Coordinator in preparing and compiling periodic reports on the activities, schedule and financial status of all project components in a standard reporting format as required by the Government and the Development partners;
• Set up operational arrangements for collecting ,analyzing, and reporting project data and in respect of (a) and (b) above;
• Prepare quarterly and annual reports, and assist in the preparation of the Annual Work Plan;
• Work closely with the Monitoring Manager to undertake field visits to a sample of micro-projects on a periodic basis to ensure compliance with operational procedures and assess progress thereon; and
• Undertake other related tasks as may be assigned by the Project Coordinator
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