Assignment Description Assignment Number: Job Title: Host Organisation: Assignment Location: Occupation: PPG010269 Document Management Advisor Papua New Guinea Department of Finance 598 Papua New Guinea, Port Moresby 101 Management Human Resources - Admin Assignment Start Date: February 2016 Duration: Project Manager Contact Details: 6 weeks Jude Blacklock (jude.blacklock@abv.org.au) Assignment Summary The Department of Finance is a central agency of the Government of Papua New Guinea with a function to assist the Government in effective and efficient Public Finance Management and in implementation of transparency and accountability frameworks. ABV and the Papua New Guinea Department of Finance have entered into a three-year Institutional Strengthening Partnership with the goal of supporting enhanced Public Finance Management across the public sector. A volunteer through ABV is sought to recommend improvements to the Department s Document Management System and assist in planning of the procurement process of the new system. Host Organisation The Department of Finance is a central agency of the Government of Papua New Guinea and is mandated by the Constitution, the Organic Law on Provincial and Local-level Governments and the Public Finance Management Act. The Department s mission is to promote the efficient, effective and ethical use of public money in Papua New Guinea. The vision is to serve the people of Papua New Guinea by ensuring public money is used to achieve broad-based and sustainable development, particularly in rural areas. The departmental values include service orientation, honesty, accountability, respect and professionalism. The Department provides services to the Government through the Minister of Finance in financial policy formulation, budgeting, financial management and accounting, financial reporting, and monitoring of financial performance against the budget. The Department aims constantly to improve the transparency and accountability frameworks. PO Box 207 CIVIC SQUARE, ACT 2608 P 02 6151 9999 F 02 6103 9129 E info@abv.org.au W www.abv.org.au 1
The Department of Finance has commenced an organisational reform and restructuring to build an effective, professional, service-oriented and well-performing Department. A new Organisational Strategy Division (OSD) has been set up to strengthen human resources, change attitudes and behaviours and to build more effective communication and reporting, both internally and to stakeholders. Assignment Background ABV and the Papua New Guinea Department of Finance have entered into a three-year Institutional Strengthening Partnership. The Partnership aims to strengthen the institutional capacity of the Department of Finance to deliver enhanced Public Finance Management across the public sector in Papua New Guinea. A series of targeted ABV volunteer assignments will support the on-going reform and restructuring process and the newly established Organisational Strategy Division. Volunteer assignments will initially focus on the review and analysis of the current situation in the priority areas, will recommend and document improved systems, processes and procedures. It is envisaged that this will be followed by support to the roll-out and implementation of the improved systems and processes accepted by the Department. The priority areas include payment processes, internal control environment over financial processes, internal and external communication and reporting, document management and IT. The purpose of the assignment is to assist the Department of Finance in the implementation of a state-of-theart Document Management System. The volunteer will review the current document management in the Department, recommend improvements to document management processes, and assist in planning of the procurement of the new document management system. The Assignment Community Impact To contribute to enhanced Public Finance Management across the public sector in Papua New Guinea through strengthening the institutional capacity of the Department of Finance HO Outcomes Updated and appropriate Document Management System to underpin and strengthen the Department of Finance operations Assignment Tasks Review the current document management practices in all divisions within the Department of Finance, including: o Internally generated documents and their workflow through the organisation from creation to approval; o Externally generated documents and their workflow from initial receipt to eventual recipient, and acknowledgements and replies; o Correspondence, from initial receipt to addressee to delegation, and any acknowledgements and replies; PO Box 207 CIVIC SQUARE, ACT 2608 P 02 6151 9999 F 02 6103 9129 E info@abv.org.au W www.abv.org.au 2
Document any automated systems currently being used to manage documents, including software systems, workflow systems, scanners, etc.; Perform analysis of current document management practices and systems, identifying inefficiencies, bottlenecks, and other poor practices while identifying any areas in which good practices are used; Recommend changes to existing document management processes and procedures to bring the Department in line with modern best practices; Work with the Secretary, Deputies, and Division heads and their delegates to develop a comprehensive set of document management requirements for the Department; Create a reference design and set of technical requirements to be used in the procurement of a document management system; Assist the Department in the creation of procurement documents, and plan the procurement process for the acquisition of a document management system. Outputs Deliverable documents will be submitted to the Secretary of Finance and/or his delegated representative. These include: Current state analysis document Functional requirements document Reference design and technical requirements document Procurement planning documents Progress reports submitted on a bi-weekly basis Counterparts Position Secretary of Finance and his delegated representative Selection Criteria Qualifications: Tertiary level qualifications in business administration, business analysis or other relevant field Experience/Skills Ten years of experience in business administration and analysis, document management in public or private organisations, preferably in financial sector Demonstrated experience in document management and business process projects in large and complex enterprises Experience in public/private procurement and tender processes Ability to participate in a team and apply a systematic approach to problem solving PO Box 207 CIVIC SQUARE, ACT 2608 P 02 6151 9999 F 02 6103 9129 E info@abv.org.au W www.abv.org.au 3
Strong communication and interpersonal skills Previous experience in developing countries will be an advantage Personal Attributes Patience, tolerance and flexibility Cultural sensitivity and awareness A willingness to work in a challenging environment Preparedness to work effectively in and adapt to a context different to that of Australia Ability to cope with a standard of living different to that of Australia Airfare, Living Allowance and Accommodation ABV will provide: A return economy class airfare from the volunteer s closest airport to the project location; Reasonable, safe accommodation in a compound with high security standards in a reasonable distance to the offices of host organisation; The required visa for the location and duration of the project; Any unavoidable overnight transit accommodation costs required during travel to and from the project location; Travel and medical insurance; Medical pre-departure health check, including a personalised first aid kit; Medically prescribed vaccinations; A living allowance $2,100 for 6 weeks. The PNG Department of Finance will provide: Meeting the Volunteer at the airport and transport to the accommodation; Orientation to the local environment and workplace, including safety and security; In country transport. Location Background This is a brief description of the location. If you have any questions, please contact ABV Project Manager Jude Blacklock (jude.blacklock@abv.org.au) Port Moresby, the capital of Papua New Guinea, is the largest city in the South Pacific with a population of around 800,000. It is located in the National Capital District and is built around a beautiful harbour. It serves as the country s administrative centre. Security precautions must be observed very closely in Port Moresby including living in high security compounds, restrictions of travel to certain areas and restricted transport options. Despite the high cost of living and the reputation for law and order issues, Port Moresby is a vibrant and exciting multicultural city to live in, and common services and banking facilities are available. PO Box 207 CIVIC SQUARE, ACT 2608 P 02 6151 9999 F 02 6103 9129 E info@abv.org.au W www.abv.org.au 4
There are many sites to visit, such as Parliament Haus (Papua New Guinea s most impressive building), the National Museum, Port Moresby Nature Park (previously Botanical Gardens), and gorgeous scenery and wildlife. It is claimed to be the best capital city in the world for diving and snorkelling. Port Moresby has a tropical climate with warm temperatures throughout the year and a dry season from April to November. Culture, Safety and Security Tips The official languages are TokPisin, English, and HiriMotu. Of those, TokPisin is the most widely spoken language. However, up to 850 different languages are spoken across the country. The dominant religion is Christianity, but traditional worship is still practised in some places. Volunteers should expect to be greeted with an initial friendly handshake. Volunteers should remember to show particular respect to older people, and should never refuse the offer of gifts or food from people of any age. It is not appropriate to hold a long conversation with a person of the opposite sex unless that person is a close colleague or known friend. Volunteers are not able to catch public buses, and are provided with an after-hours transport service for security reasons. Opportunistic crime is common throughout the country, so precautions should be taken according to in-country advice. All expatriates based in Port Moresby live in compounds with a high standard of security. Both meat and vegetarian options are available at locations that are considered suitable for eating out. Local and imported vegetables should be purchased from local supermarkets, as food marketplaces are not considered secure locations. PO Box 207 CIVIC SQUARE, ACT 2608 P 02 6151 9999 F 02 6103 9129 E info@abv.org.au W www.abv.org.au 5