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REPÚBLICA DEMOCRÁTICA DE TIMOR-LESTE
MINISTÉRIO DAS FINANÇAS
Planning and Financial Management Capacity Building Programme (PFMCBP)
Professional Development Program (PFMCBP-PDP)

 

Terms of Reference 

Job Title:                    Financial Management Adviser (International)
 

Reporting to:             The Program Implementation Officer - PFMCBP

The Senior Program Manager - PFMCBP

Supervision:               Financial Management Adviser (National)

                                    PFMCBP Finance Officer – Accounting

                                    PFMCBP Finance Officer - Bookeeping 

Duration:                   to 30^th  June 2011, the end of the current program 

Location:                    Ministry of Finance
 

I.   BACKGROUND 

A.     The Planning and Financial Management Capacity Building Program (PFMCBP) and the Ptroject Implementation Unit (PIU)

The PFMCBP aims to strengthen capacity in the Ministry of Finance for prudent, effective, and accountable planning and management of public finances to promote growth and poverty reduction.  

Funded through a World Bank administered multi-donor trust fund and a grant from the International Development Association (IDA), the PFMCBP is a five year coordinated program of targeted capacity building in public financial management. The program is managed and implemented by the Ministry of Finance through a dedicated Program Implementation Unit (PIU).  The Financial Management Adviser (International) will work within the PIU under the overall supervision of a Senior Program Manager. The PIU falls under the Directorate General for Corporate Services (DGCS). The Director General of Corporate Services is also the Program Implementation Officer of the PFMCBP, with delegated authority from the Minister of Finance to execute the Legal Agreement between the Government of Timor-Leste and the World Bank. All Advisers recruited to the PFMCBP are contracted by, and accountable to, the Minister of Finance.

The main objective of the PIU is to provide timely and effective support to all project entities in the day to day management and implementation of project components. The PIU is responsible for (a)  project management and coordination, procurement, including all contracting for purchases and the hiring of consultants; (b) project monitoring, reporting, and evaluation; and, (c) financial record keeping, financial management reports, the Designated Account, and disbursements. 

B.     The Ministry of Finance  

The Ministry of Finance is the Government body responsible for the design, execution, coordination

and assessment of the finance policies defined and approved by the Council of Ministers, particularly in the areas of budget and finance. 

In 2008 the Ministry of Finance commenced a process for institutional reform that is helping to improve the quality of services the Ministry provides to policy-makers, line ministries and districts. This included the restructuring of the Ministry and introduction of a new Organic Law providing some of the conditions necessary to improve performance, in particular at senior management level.  

II.  OBJECTIVES OF THE ASSIGNMENT 

The Financial Management Adviser, International (FMA-Int’l) will assist the Senior Program Manager in ensuring efficient and effective financial management of the program. The FMA-Int’l will focus on the development and implementation of financial management system that will ensure timely, accurate, transparent and accountable (a) program budget management; (b) financial transaction processing; (c) financial information management; (d) financial reporting; and coordination of project external audit.  

III.  DUTIES AND RESPONSIBILITIES

 A.        Scope of Work 

·            Develop and implement project financial management system to support efficient and effective implementation of program activities. Make necessary improvements and updates when and where necessary.

·            Ensure that proper internal control systems are in place to achieve accountability at all levels.

·            Develop the budgetary requirements portion of the Implementation and Action Plan (IAP). 

·            Monitor and advise on trust fund disbursement.  

·            Monitor the disbursement of Designated Accounts and prepare withdrawal applications and disbursement reports for the World Bank.

·            Manage and maintain Designated Accounts and Operating Accounts and its reimbursements.

·            Supervise the preparation and update of the Program Cash Forecast based on the Implementation and Action Plan (IAP) to support timely implementation of program activities. 

·            Work with the Treasury to migrate program financial management system to the Government Freebalance system, ensuring that the fiduciary information requirements of the multi-donor trust fund are adequately addressed. 

·            Develop suitable reporting formats adopted to project management financial information requirements as may be agreed upon with the World Bank and donor partners. Make necessary improvements and updates.

·            Prepare monthly, quarterly and annual financial plan and performance reports throughout the life of the program.  

·            Prepare financial statements in accordance with consistently applied accounting standards acceptable to the World Bank.

·            Prepare interim financial reports for the World Bank.

·            Prepare monthly bank reconciliation statements in a timely manner.

·            Supervise the overall monitoring of advisers and PIU staff cash advances and receivables to enable timely reporting of program expenses.

·            Prepare project external audit requirements such as financial reports and schedules required by extenal auditors, response to Management Letter (ML), and respond to external and internal auditor queries.

·            Conduct relevant financial orientation and briefings to new staff and advisers on program financial management issues.

·            Undertake any related duties that may be required by the Senior Program Manager and the Program Implementation Officer. 

B.      Deliverables 

·            Within the first four (4) weeks of the assignment, the Adviser shall prepare and submit to the Project Implementation Officer and the Senior Program Manager, a Work Plan for the entire duration of the assignment.

·            Prepare monthly, quarterly and annual progress reports based on the approved Work Plan.

·            Train, manage and mentor PIU Accounting and Financial management Staff including the Financial Management Adviser (National), the Finance Officer, Accounting, the Finance Officer, Bookeeping and the Project Technical Support Staff.

·            Prepare Monthly, Quarterly and Annual financial reports and financial statements in keeping with the scope of work.

·            Prepare monthly bank reconciliation statements.

·            Prepare disbursement reports and program cash forecast.

·            Undertake any related tasks that may be required by the Senior Program Manager and the Program Implementation Officer.

·            A Financial Procedures Guideline/Template with flowcharts of the financial operations of the PIU. A draft outline of the procedures guideline must be completed within six months of the adviser’s initial assignment and finalized within nine months of the assignment.

·            Submit an End of Assignment Report within ten (10) working days before the end of the current contract.

 IV.  SELECTION CRITERIA 

·            At least a Bachelors Degree in Accountancy or Finance (a post graduate degree is preferred e.g an MBA or an MSc in Accounting or Finance) together with a professional recognized accounting qualification (e.g. CPA, ACCA, CMA, CA etc.)

·            At least 10 years experience in financial management system development and implementation, budgeting, financial reporting and external audit coordination.  Experience in World Bank/IDA-assisted project in the government sector would be a distinct advantage;

·            Demonstrated computer literacy skills in the operation of Microsoft Office Outlook, Word, Excel, Power Point and related accounting and financial management software.    

·            Good working knowledge of FreeBalance or similar FMIS would be a distinct advantage;

·            Excellent command of English language both spoken and written and willingness to learn Tetum;  

·            Excellent organizational, analytical and prioritization skills. Experience in working in a program management unit set-up for  government-managed project is a distinct advantage;

·            Demonstrated work experience in a developing country context and in a multi cultural setting. 

·            Familarity with the operations of central government bodies and  or the World Bank financial and accounting procedures would be an advantage. 

V.  PERFORMANCE EVALUATION 

Performance of the Financial Management Adviser (International) will be assessed by the Senior Program Manager in accordance with the performance review framework for advisors in place in the PFMCBP.  There is probation period of three months.

 Application procedure 

Please visit our website at www.mof.gov.tl  and go to ‘Employment Opportunity’ to learn about our recruitment process and your application requirements including how to address the Selection Criteria in your application. 

Applications must be sent to our Programme Implementation Officer-PFMCBP at email address, pfmcbp@mof.gov.tl, no later than 17:00hours Timor-Leste time on, 3^rd September 2010. Applications should include a covering letter and a detailed resume of no more than 7 pages. All applicants must also complete the Competency Framework Matrix below delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc.  

Only short-listed candidates will be contacted. 

Competency Framework for the Financial Management Adviser (International)