TERMS OF REFERENCE FOR IFMIS PROJECT MANAGER AT THE PUBLIC FINANCIAL MANAGEMENT IMPROVEMENT AND CONSOLIDATION PROJECT, MINISTRY OF FINANCE AND ECONOMIC DEVELOPMENT 1.0 BACKGROUND 1.1 The Public Financial Management Improvement and Consolidation Project (PFMICP) is a successor to the just ended Integrated Public Financial Management Reform Project (IPFMRP). It will build on and reinforce the successes and addresses the weaknesses of IPFMRP. The Project Development Objective (PDO) is: To improve budget planning and credibility, financial control, accountability, and oversight in government finances in Sierra Leone. The Project, which will benefit various MDAs and Local Councils, will comprise the following components: Component 1: Enhancing Budget planning and credibility Component 2: Financial Control, Accountability and Oversight Component 3: Supporting the Strengthening of Revenue Mobilization and Administration Systems Component 4: Strengthening Local Governance, Financial Management and Accountability Systems Component 5: PFM Reform Coordination and Project Management 1.2 To purse the GoSL s PFM agenda, the Government has received financing from the International Development Association (IDA), the African Development Bank, European Commission and UK s Department for International Development for the PFMICP (with an estimated Project duration of four years). The PFMICP will be administered by the World Bank. 1.4 In furtherance of the above objectives, the Government intends to use part of the proceeds of the financing to engage a suitably qualified and experienced candidates to fill the position of an IFMIS Project Manager. 2.0 OBJECTIVE OF ASSIGNMENT The objective of the assignment is to work with all stakeholders to provide effective and efficient project management, coordination and support on the orderly implementation of IFMIS in the Government of Sierra Leone. 3.0 RESPONSIBILITIES/SCOPE OF WORK Under the supervision and guidance of the Project Manager, the IFMIS PM, will be responsible to: Review the implementation of IFMIS within a holistic PFM reform conceptual framework in agreement with key stakeholders based on the specification of user requirements and agreed implementation plan. Page 1 of 5
Make recommendations based on the review and the gaps identified in order to ensure that the implementation partners (including consultants) revisit the issues and make adequate corrections or amendments to the implementation process. Develop an IFMIS based ICT strategy with other key stakeholders based on existing or proposed ICT facilities and related issues. Provide effective leadership in project management and coordination of IFMIS related projects and activities. S/he will be responsible for managing entire project lifecycles for the implementation of IFMIS related projects and activities using solid project management principles and methodology. S/he will be required to draw upon their business matter knowledge and experience of implementing IFMIS products and solutions from project design on to completion. S/he is expected to employ a collaborative cross cutting approach in coordinating IFMIS related activities and projects. Ensuring stakeholder and project goals will be achieved through effective engagement and communication with government officials, our development partners, subcontractors and suppliers. S/he will provide effective leadership and oversight to our sub project teams and stakeholders comprised of business and technology subject matter experts, to deliver quality and timely solutions and achieve project goals on time and within cost. Specifically, the IFMIS PM will undertake the following activities: Responsible for the management of IFMIS projects by applying effective project management leadership skills to direct all phases of projects from inception phase through to project(s) completion. Manage day to day operational aspects of the IFMIS related projects and project resources; including meeting project schedules, defining and directing resource plans, track actuals vs budget, forecast cost to completion and support the processes for successful project completion. S/he will be required to provide domain expertise and direct all phases of IFMIS software implementation projects from planning, requirements gathering and gap analysis, configuration of software and data migration, user acceptance testing, training and capacity building, go live in production and post-implementation support. S/he will be required to utilize an innate understanding of Government structures, financial budget and controls, expenditure, reporting requirements and overall objectives related to financial management reform project Ensure that projects are executed in compliance with Project Management and Implementation Methodology approved by MoFED and its development partners and is fully aligned with the approved PFM Reform Strategy, PFMIC Project Appraisal Document, Project Implementation Manual, Financing and Grant Agreements and general provisions of the PFMIC Project. Page 2 of 5
Through the effective liaison and collaboration with component managers, monitor project activities, manage change control and risk mitigation processes, and report regularly to the IFMIS Steering Committee on IFMIS project processes and progress, disbursements and financial status. Supervise the design and implementation of monitoring and evaluation procedures for the delivery of the outputs and achievements of outcomes on IFMIS related projects. The IFMIS Project Manager will be the principal point of contact with stakeholders for the resolution of project issues relating to IFMIS. S/he will also be responsible for escalating project issues, where necessary. Work closely with the IFMIS Project Implementation Coordination Team and the implementation Working Groups to ensure the achievement of the objectives of the aforementioned Teams and Groups. Carry out other functions that may be necessary for the effective implementation and management of IFMIS Projects that will, from time to time, be agreed between the MoFED, its development partners and various stakeholders. The incumbent is also expected, amongst others: 1. To ensure that each IFMIS-related Information Technology (IT) and Information Systems (IS) component supports the MoFED approved overall strategic objective and that any associated risk is acceptable; 2. To provide pre-implementation technical support service (such as current position and needs assessment); 3. To support the Project Implementation Team in assessing and selecting the appropriate software, hardware and IT related procurements; 4. To manage all IFMIS related IT and IS projects successfully, phase-by-phase, from inception to completion; 5. Manage the contracts between the Government and IFMIS service providers. 4.0 REPORTING/DELIVERABLES Reporting: The Project Manager will report to the PFMIC Project Manager for all IFMIS inputs and outputs related to the PFMIC Project. S/he will work in close collaboration with beneficiary MDAs, institutions, and other partner bodies. Deliverables: The IFMIS Project Manager will be expected to produce the following deliverables: Development and ongoing update of IFMIS implementation plan with milestones, deliverables, responsibilities, and dependencies etc. Page 3 of 5
Business process design documentation A IFMIS Implementation and roll-out Strategy Systematic roll-out of IFMIS in accordance with the PFM Reform Strategy and IFMIS rollout strategy Quarterly IFMIS project implementation status reports Stage completion reports for sign-off by Users Overseeing Operational and User Acceptance Tests IFMIS user training reports IFMIS user manuals Annual plan of action and chronogram of IFMIS projects and project activities. Other reports and documents as required by standard project methodologies. 5.0 QUALIFICATIONS & EXPERIENCE The incumbent is required to possess: A postgraduate degree in project management or economics or public finance or business management/ administration or a professionally qualified accountant with current membership of a professional accounting body that is a member of the International Federation of Accountants. A professional qualification in an industry recognized project management methodology and practice such as PRINCE2, PNP, COBIT will be an advantage. Previous experience working on a PFM Project in Sierra Leone or a similar region will be an advantage. A Technical and functional IFMIS practitioner, with minimum of 7 years post qualification experience, at least three of which must be in the public sector. Proven proficiency in the use of Microsoft Office applications, i.e., Word, Excel and PowerPoint. Proven skills and experience in ICT project management methodologies and systems audit will be an advantage. Having worked as a Project Manager or lead consultant on a large scale government electronic Integrated Financial Information within a holistic PFM reform conceptual framework comprising (i) Credibility of the budget; (ii) Comprehensiveness and transparency of the budget; (iii) Policy-based budgeting; (iv) Predictability and control in budget execution; (v) Accounting, recording and reporting; and (vi) External scrutiny and audit, would be a plus Demonstrated ability to lead a multi-disciplinary project implementation team. Page 4 of 5
Certification/knowledge of a project management methodology. Contract management experience involving adherence to Government Laws and Regulations and World Bank procurement guidelines Ability to communicate effectively with senior government officials, politicians, users and development partners. A good knowledge of Enterprise Resource Planning (ERP) is an advantage. Strong interpersonal skills, strong verbal and written communication skills in English; Strong leadership, conceptual and analytical skills and demonstrated ability to lead teams, and organizational, management & supervisory skills; Successful track record of bringing about institutional reforms that are sustainable; track record of leading institutional change in a low capacity environment is highly desirable. Interested consultant must provide information indicating that they are qualified to perform the services (by providing description of similar assignments, experience in similar conditions and appropriate relevant skills in similar projects, etc. GENERAL INFORMATION All posts will be advertised on an equal opportunity basis and qualified women and men are encouraged to apply. Attractive salaries and conditions of service will be offered to the successful candidate. Employment will be on full-time basis, and contracts will be for one year subject to annual review with a possibility of renewal. Page 5 of 5