FTI SECRETARIAT OBJECTIVES STAFFING PLAN

FTI SECRETARIAT OBJECTIVES & STAFFING PLAN 2009 - 2010 DRAFT FOR DISCUSSION STEERING COMMITTEE MEETING PARIS, SEPTEMBER 2008 DECISION POINTS HIGHLIGHTED FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 FTI SECRETARIAT – OBJECTIVES AND STAFFING PLAN BACKGROUND The FTI Partnership is supported by the FTI Secretariat which is currently housed in the World Bank in Washington. It is comprised of staff recruited on the basis of relevant expertise and contracted by the World Bank and may also include staff members seconded from other FTI partners. The FTI Secretariat uses the administrative systems of the World Bank, but it provides support to and serves the interests of the FTI partnership as a whole. The salary and operational costs of the Secretariat are supported by donor members of the FTI partnership. The World Bank currently allocates a per capita contribution for office rent, IT and communications plus the salary cost for one senior staff. The objectives for the FTI Secretariat for the period 2007 – 2008 included supporting the expansion of the FTI; providing support to the FTI meetings; ensuring effective communications on all aspects of the FTI; working with in-country groups to support the endorsement process; supporting the FTI working groups and task teams; and ensuring that the FTI trust funds were managed effectively.1 During this period, the number of FTI countries with endorsed education sector plans increased from 14 to 35 countries and the commitments to the FTI funds increased from US $400 million to over US $1.3 billion. The FTI partnership has also made substantial efforts to strengthen quality assurance and implementation support for the program at the country level. The FTI is now regarded as a good example of the Paris Declaration ‘in action.’2 This work plan assumes that the Secretariat will be established as a separate department and that the post of the Head of the Secretariat will be upgraded to Director-level to reflect the increased responsibilities in the areas of strategic planning, resource mobilization and global representation.3 A review of the long term arrangements for the Secretariat will be carried out as part of the final stage of discussions on the governance of the FTI Partnership. As the FTI partnership matures, the Secretariat’s objectives are changing from supporting the expansion of the partnership into a taking more of a leading role (with other FTI partners) on the continuous development of the FTI’s strategy and practice, as well as mobilizing additional resources. The overall goal for the Secretariat in 2009 – 10 will be to help the FTI partnership to maximize its contribution to the achievement of the education MDG and EFA goals. The Secretariat has been asked to increase its support for all FTI partners in the implementation of the FTI, both at the country and at global level. At the country level, the Secretariat will be the main source of information and communication on all matters related to FTI and it will support local education groups at all stages of FTI involvement. FTI Secretariat Objectives and Staffing Plan. Presented to the FTI Partnership meeting in Cairo. November 2006. 2 OECD DAC background papers for the Accra High Level Summit on Aid Effectiveness. 3 Terms of reference for the Director of the FTI Secretariat. 1 2 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 At the global level, the Secretariat will have lead responsibility for supporting the various FTI committees in the preparation of the agenda, documentation, records and follow up actions for all FTI and related meetings. As of September 2008 (TBC), the responsibility for administering the FTI Catalytic Fund will be transferred to the relevant World Bank departments responsible for trust fund management.4 The World Bank’s education department (HDNED) will be the focal point for the World Bank in relation to the FTI partnership and on all matters relating to the Bank’s responsibilities as the supervising or implementing entity for the FTI trust funds5. The Secretariat will continue to be responsible (with the chairs) for preparing the agenda and documentation for all committee meetings. The Secretariat will also be responsible for preparing progress reports and updates for the committees, drawing on reports from the fund administrator, supervising entities and other agencies as appropriate. The senior operations officer and operations officer will be responsible for preparing these reports which will in future include an overview of progress on all financing for education in FTI countries. The Secretariat will work with other FTI partners to support mobilization of the required resources. Supporting the FTI partners in reaching agreement on the design of a replenishment mechanism and implementation of a resource mobilization strategy for the Catalytic Fund will be a key task for the Secretariat in 2009. The Secretariat will also be responsible for providing support to task teams and working groups which have been established by the FTI partnership. In 2009 – 10, the key tasks will include implementing decisions on support for fragile states; supporting efforts to strengthen country level FTI processes; collecting and disseminating evidence on measures to improve the quality of education. The Secretariat will have lead responsibility for developing and updating the FTI indicative framework, process and appraisal guidelines and other FTI documents to ensure that there is a consistent application of FTI policies and procedures among all partners. The Secretariat will also have lead responsibility for developing and implementing an effective communications strategy which builds on the positive profile for the FTI which has been established over the past two years. This strategy will seek to raise the profile of FTI and confirm the initiative as a best practice example of the aid effectiveness agenda in action in the education sector. The Steering Committee has also asked the Secretariat to give increased attention to country level communications during the next planning period. On policy issues, the Secretariat will work closely with UNESCO, the World Bank, UNICEF and other global and regional organizations with responsibility for developing and disseminating education policy. The principal value added of the Secretariat will be to assist in identifying lessons learnt and ‘policy gaps’ which are emerging from experiences in FTI countries. The FTI Secretariat can also assist in providing global and regional platforms for the discussion of key policy issues and can help to promote joint, 4 5 FTI Trust Funds. ‘Division of labor table’ CF Management Matrix 3 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 country-led approaches to policy development in line with the Paris Declaration principles. In order to fulfill these increased responsibilities, the Steering Committee is asked to approve an additional four posts plus an increased consultancy budget to support short term consultancies for specific tasks. The additional posts are: Education specialist (1) to provide additional support to the efforts to strengthen country level processes.6 Communications specialist (1) to focus on country level communications. Communications assistant (1) to manage web site content, publications, website technical management, information inquiries, knowledge management and internal communications. Resource Management assistant (1) to assist the deputy head of the Secretariat with additional responsibilities resulting from the establishment of the new department. Detailed draft terms of reference for these posts are attached as Annexes. 6 It is anticipated that this post will be filled by a secondment funded by donor partners. 4 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 OBJECTIVES FOR THE FTI SECRETARIAT (2009 – 2010) The Steering Committee is asked to confirm their approval for the broad objectives for the FTI Secretariat for the period 2009 – 2010 set out below. A more detailed two year work plan (with time budget) will be developed once the objectives and staffing plan have been approved. (The 2007 -8 work plan is attached.) 1. Take a leading role in the continuous development and implementation of the FTI’s strategy and practice, so that the FTI can maximize its contribution to the achievement of the education MDG and EFA goals and the global education development aid architecture. This will include preparing draft strategy documents for consultation with the FTI committees; preparing FTI guidelines on FTI policies and procedures (including for all FTI trust funds); and other papers as required on key FTI policy and operational issues. 2. Take lead responsibility for monitoring overall trends in financing for education in FTI countries (domestic; bilateral and multilateral aid; and the Catalytic Fund). From 2009, the Secretariat updates will include data on progress on the Paris Indicators on aid effectiveness and results achieved in the education sector. 3. The Secretariat will work with other FTI partners to mobilize resources for the FTI trust funds, including outreach to potential new partners, such as private sector organizations and foundations, as well as emerging donor countries. 4. Ensure effective communication on FTI at all levels of the partnership. Particular emphasis will be placed in 2009 – 2010 on strengthening communications at the country level as well as ensuring that clear messages on FTI progress are conveyed at high level global meetings and in the media. 5. Support all FTI partners in the implementation of the partnerships’ principles, both at the country level and at global level. At the country level, the Secretariat will be the main source of information and communication on all matters relating to FTI and it will provide advice to local education groups at all stages of preparation for endorsement; application for CF where appropriate; and implementation of the plans. 6. At the global level, the Secretariat will provide high quality support to all FTI Partnership, Steering Committee, Trust Fund Committee and related meetings. This will include providing support to the Co Chairs of the Steering Committee and the Chairs of the Trust Fund committees in the preparation of agenda, documentation and records of all FTI meetings. 7. Provide support to the Chairs of the FTI trust fund committees and prepare progress reports on the implementation of the funds, drawing on information provided by the World Bank as trustee and financial administrator as well as reports from all supervising entities. From 2009, the Secretariat will also 5 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 provide support to the External Quality Review Process for the FTI Catalytic Fund applications. 8. To provide support to the efforts of the FTI Partnership to fill the ‘four gaps’: policy, data, capacity as well as finance. Other FTI partners will have lead responsibility (in particular the multilateral agencies UNESCO, UNICEF and the World Bank) with the Secretariat ensuring that lessons learnt and data from FTI partner countries are shared in a timely and effective manner. 6 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 SECRETARIAT STAFFING PLAN It is proposed that the Secretariat staffing should be increased to 17 full time posts from January 2009 including one secondment position. In addition, the proposed budget includes an allocation for short term consultancies to produce specific outputs in response to requests from task teams and the FTI committees. It is anticipated that the costs of the Secretariat will be approximately US $ 4 million per year, including fixed costs and a cost equivalent for seconded staff. This represents a 30% increase from 2007 - 8. This increase is in line with the increase in responsibilities and is equivalent to approximately 1% of the predicted disbursement of funds from the FTI Trust Funds in 2009 and 2010 i.e US$ 300–400 million per year.7 A summary of posts and budget are provided in Annex A and B. Further details of the objectives and a detailed work plan for 2009 – 2010 will be prepared for the next Steering Committee meeting in December 2008. The Secretariat will approach donors for support to the Secretariat costs in September. The staffing needs of the Secretariat will be reviewed on a regular basis to ensure that it is fit for the purpose of providing effective support to the FTI Partnership. We have used 1% of trust fund disbursement as a value for money indicator. Although the Secretariat’s responsibilities extend beyond the trust funds, it provides a useful benchmark for comparison with other global programs. (See Global Fund benchmark paper.) We have also used this as an argument for a significantly reduced administration fee on the CF (0.2%) as donors should consider the Secretariat as an additional admin cost. 7 7 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 ANNEX A: Staffing Plan Staffing Plan 2009-10 Position and Responsibilities 1 2 3 4 5 6 7 8 9 Director, FTI Secretariat Deputy Head and Policy Specialist Senior Education Specialist Education Specialist (Secondment) Senior Public Finance Specialist Senior Operations Officer (Trust fund program manager) Operations Officer (Secretariat operations) Education Planner and Data Specialist (Secondment) Statistical Officer Staff weeks / per year 2009 44 44 44 33 44 44 44 44 22 44 Staff weeks / per year 2010 44 44 44 44 44 44 44 44 22 44 10 Communications Officer(global and strategic communications) 11 Communications Specialist (Country level communications) 12 Communications Assistant (web site and internal World Bank communications) 13 Special projects officer (task team support) 14 RM Assistant 15 Senior program assistant 1 (Secretariat support) 16 Senior program assistant 2 (Committee support) 17 Additional support staff Total (17 staff) 33 44 33 44 44 44 weeks 44 44 44 44 44 44 weeks 8 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 ANNEX B: Budget EFA FTI SECRETARIAT BUDGET FOR THE PERIOD JULY 2008-JUNE 2010 Expressed in U.S. dollars FY10 Projected funds inflow Projected Fund balance, beginning of period Contributions in cash for the fiscal year : Belgium France Germany Spain United Kingdom Total cash contributions from donors Contribution in kind (Secondment) World Bank contributions TOTAL PROJECTED FUNDS INFLOW Projected Expenditure Secretariat Staff costs Consultants or short term placements Meetings Communication/promotion materials TOTAL PROJECTED EXPENDITURE FOR THE YEAR Excess of inflow over expenditure 3,541,148 220,000 358,000 64,000 4,183,148 (2,289,202) 3,405,236 220,000 358,000 94,000 4,077,236 520,148 460,000 913,798 1,893,8946 520,148 2,016,903 280,000 70,000 123,095 75,000 772,000 1,320,095 385,000 875,386 4,597,384 FY09 Note 1 The World Bank contribution represents salary of one senior staff and fixed costs (Office rent, IT services etc) for all Secretariat staff. Note 2 Projected contributions represent signed admin agreements with the donors Note 3 : Contributions do not include contributions made for the FTI Evaluation channeled through the Secretariat trust fund. 9 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Annex C Financial Statements EFA FTI SECRETARIAT OPERATIONS TRUST FUND SUMMARY OF RECEIPTS, COMMITMENTS AND AVAILABLE FUND BALANCE For the period September 1, 2004 (inception) to June 30, 2008 Expressed in U.S. dollars UNAUDITED 09/01/2004 to June 30, 2008 Receipts Contributions Canada France Germany The Netherlands Norway United Kingdom Total Contribution Investment income Total Receipts Disbursements Project disbursements Staff costs (ETC costs , overheads, benefits etc) Travel Short term consultants Other costs (printing, translation etc) Total project disbursements Administration fee Total Disbursements Excess of receipts over disbursements Fund balance, beginning of period Available fund balance, end of period $ 1,552,016 983,063 1,347,234 253,777 4,136,090 121,039 4,257,129 2,016,903 2,016,903 $ 372,109 127,330 150,000 470,950 474,080 4,457,520 6,051,989 222,043 6,274,032 10 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Annex D- Terms of reference for the 4 Additional Posts ANNEX D (I): EFA FTI SECRETARIAT EDUCATION SPECIALIST DRAFT TERMS OF REFERENCE Job Title: Education Specialist Network: Human Development Sector: Education—Fast Track Initiative Manager: Bermingham, Desmond Department / Division: HDN (FTI Secretariat) Grade: GF Appointment Type: Secondment (Duration: 2 yrs, with possible extension to 3) Language Preferences: English [Essential], French/Spanish [Desirable] Location: Washington, DC Appointment: International Hire General Description 1. The Education for All Fast Track Initiative Secretariat (FTI-S) invites expressions of interest from donor or other agencies for a secondment to fill the position of education specialist for a period of two years, with a possible extension to three years, subject to satisfactory performance. It is expected that the seconding agency will pay the salary and other employment costs of the secondee throughout the period of the contract. All operational travel and other costs relating to the appointment will be paid out of the FTI Secretariat budget. The education specialist will report to the Head of the FTI Secretariat and will work closely with the deputy head of the secretariat and the senior education specialist, in particular providing additional support to the local donor groups in FTI countries and assisting with the efforts to strengthen country level processes. The education specialist will manage the Secretariat’s support for in-country donors linked to appraisal of education sector plans, as well as the Secretariat’s support as needed for the Education Quality Review process. The education specialist will require recent experience of working in a local donor group and will have a thorough understanding of the complex process of preparing, appraising and supporting the implementation and monitoring of education sector wide programmes in multi donor group. The successful candidate will have high level communication skills and should be able to speak with credibility to education specialists in local donor groups as well as World Bank task team leaders. 2. 3. BACKGROUND The Fast Track Initiative (FTI) is a global partnership launched in 2002 to accelerate progress toward the Millennium Development Goal of universal quality primary education by 2015. All low-income countries which demonstrate serious commitment 11 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 to achieving universal primary completion can receive support from FTI. The FTI is a high visibility and politically sensitive aid platform which currently provides technical and financial support to over 50 countries, with the majority in Africa. The FTI provides direct financial support to countries with endorsed education sector plans through a multi-donor Catalytic Fund which currently has of over $1.3BN through 2009, making it the second largest source of financing for basic education in low income countries. In addition to the direct financing, the FTI also strongly promotes the principles of aid effectiveness and provides a framework for improving the quality of all aid for education in line with the Paris Declaration. The FTI Partnership is supported by a Secretariat housed in the World Bank in Washington. Its team comprises World Bank staff and staff from other agencies, on secondment, as well as hired staff on fixed term contracts. The objectives of the Secretariat are to: 1) Support the expansion of the FTI, both in terms of number of countries and of donors; 2) Provide high quality support to all FTI meetings; 3) Ensure effective communications on all aspects of the FTI to all stakeholders; 4) Provide support to the local donor group to strengthen the in country process; 5) Ensure that the FTI trust funds are managed effectively; 6) To provide support to the FTI Partnership to fill the four gaps preventing progress towards the education goals: policy, data, capacity and finance.8 The FTI Secretariat agrees annual work plans and deliverables with the FTI Steering Committee acting on behalf of the FTI Partnership. The education specialist will provide additional support to the Secretariat’s work on strengthening FTI in country processes and promoting lesson learning and knowledge sharing across donor groups. The education specialist will also provide support to the senior education specialist in the preparation of the revised operational guidelines for the FTI Catalytic Funds and Education Program Development Fund. The education specialist will be expected to provide support to one or more of the FTI task teams or policy interventions identified by the Steering Committee as priority areas for the Secretariat. The post will be based in Washington but will require frequent travel to FTI countries, estimated at 10-12 weeks per year. D. Duties and Accountabilities The education specialist will work in close collaboration with the senior education specialist and the deputy head of the FTI-Secretariat. S/he will concentrate on features related to strengthening country level processes and promoting lesson learning and knowledge sharing across local donor groups. 8 FTI Secretariat Objectives and Staffing Plan: May 2007. 12 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Duties will include: a) Provide support to and strengthen links between local donor groups to promote knowledge sharing and lesson learning across FTI endorsed countries. b) Advise on measures to strengthen the FTI endorsement and monitoring processes at the country level, with a particular emphasis on increasing the results focus. c) Assist in the specification of an effective course of action, based on lessons learned, that increase the overall quality of endorsed Education Sector Plans; d) Assist in the revision of the FTI Indicative Framework, appraisal guidelines and other guidelines, as needed; e) Propose improvements for the upstream as well as the downstream parts of the in-country monitoring and implementation cycle. f) Provide inputs as required to ongoing Secretariat reviews of Education Sector Plans; CF and EPDF operations; and other reviews as requested by the Steering Committee, as well as managing the Secretariat’s support for the Education Quality Reviews. g) Provide support to the Secretariat managers of the Education Program Development Fund (EPDF) and the Catalytic Fund (CF), including inputs to reports and assistance with coordination and monitoring activities. E. a) Profile of Selected Candidate Education: Advanced degree in education or related field. b) Experience: A minimum of 4 years of relevant experience working in the education sector in policy development and programme implementation in low income developing countries. Recent and successful country level experience in a local donor group is essential. c) Strong knowledge of and commitment to the principles and procedures of the FTI, in particular promoting more effective use of aid in the education sector. d) Strong conceptual and analytic skills; ability to interpret and analyze data. Good written and oral communications skills. Strong interpersonal skills and strong focus on helping countries to achieve results. e) Capacity to prioritize tasks and manage time. Ability to work in teams both as well in teams. Ability to work with minimum supervision. 13 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Annex D (II): Terms of reference: Communications Specialist Education for All Fast Track Initiative Secretariat Job title: Communications Specialist (Communications Associate) Manager’s name: Bermingham, Desmond Language Preferences: English and French Duties & Accountabilities: see below Background The Education for All Fast Track Initiative Secretariat wishes to recruit a Communications Specialist (SP) / Communications Associate. The Fast Track Initiative, which was founded in 2002, is a global partnership between donor and developing countries to accelerate progress towards the Millennium Development Goal of universal primary education by 2015. All low-income countries which demonstrate serious commitment to achieve universal primary completion can receive support from FTI. It manages two multi-donor trust funds: the Catalytic Fund and the Education Program Development Fund (EPDF). The SP will have – jointly with the Communications Officer - responsibility for several tasks of the FTI communications work, including the development and editing of outreach material, event management, liaising with internal and external members of the FTI Partnership and with press, NGO and civil society organizations. The SP will report to the Communications Officer under overall guidance by the Head of the FTI Secretariat. The SP is expected to support overall team functioning. Further information on the Fast Track Initiative can be found at: www.education-fast-track.org Duties and accountabilities: The FTI Secretariat is looking for a highly motivated, pro-active communications specialist who will be responsible for assisting in FTI’s communications, external relations, donor liaison, knowledge dissemination especially towards FTI endorsed countries and events coordination related activities. Overall responsibility: The SP will work on activities that help to create a higher profile for the FTI among the development community and a better understanding of the FTI as a model for delivering effective support to the education sector. The SP will do so by focusing on the Secretariat’s communications material on FTI endorsed countries (results; good news stories; remaining challenges) and other relevant publications (brochures, publications by task teams, annual report). Furthermore, the SP will help to establish an effective network amongst communications officers of relevant constituencies in FTI endorsed countries to help raise awareness and understanding of the Fast Track Initiative at client-country level. The latter should lead to a better understanding of the FTI at the country level and stronger links between the FTI secretariat and client countries. 14 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 More specifically, the SP will be responsible for: Coordination and outreach – global level o Assisting in the development, guiding and co-editing of various outreach material: new brochures, documenting success stories, newsletters and news flashes, annual report etc. o Guiding and monitoring free-lance writers and ST consultants working in FTI partner countries on various outreach materials. o Organizing outreach events with external stakeholders as required. o Assisting EFA FTI Secretariat Staff and the Head of the Secretariat in particular in the preparation of briefing material for external audiences (presentations, factsheets, etc…) and in the compilation and dissemination of success stories and lessons learnt; o Managing the translation of relevant FTI documents, including proofing and quality control. Coordination and outreach – country level o Active outreach towards and information exchange with FTI’s in-country partners, most notably communications officers of the various constituencies (local Ministries of Education, donor agencies, civil society organizations) o Mapping out the exact (external) communications needs of FTI in-country partners on the basis of surveys and one-on-one interviews o Developing a communications kit for in-country FTI partners on the basis of existing needs (for example; a how-to guide, standard brochure, template presentation etc) o Assisting in-country partners in their external communications efforts related to FTI ‘milestones’ such FTI endorsement, CF funding, implementation by local ministries. Internal Communications o Ensuring that the Head of the FTI Secretariat and Staff are informed of internal and external developments/events relevant to FTI; o Provide input to briefing material for World Bank senior management as required (Spring and Annual Meetings, other). Others o As required Selection criteria: • Demonstrated technical/professional capabilities, initiative and excellent interpersonal skills; • Bachelors or Masters degree in a relevant discipline, plus five years of relevant professional experience in communications, public relations, public affairs, marketing, journalism or a related field; experience in the education sector programs a plus; • Understanding of communication approaches, tools, methodologies related to planning, executing and monitoring internal and/or external communications strategy; 15 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 • Excellent oral and written communications skills and command of relevant languages: English a must, fluency in French highly desired; Portuguese or Spanish a plus. Experience in "writing for the web" a plus. • Strong computer skills, including website development; ability to use standard technology package; • Demonstrated ability to work quickly, independently and to take initiative to creatively resolve challenges as they arise; • Ability to work effectively under stress, to prioritize and juggle multiple ambiguous tasks within tight deadlines; • Strong client orientation and commitment to team work and knowledge sharing • High level of energy, initiative, strong planning and organizational skills. 16 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Annex D (III) TERMS OF REFERENCE COMMUNICATIONS ASSISTANT EFA FTI SECRETARIAT Job title: Manager’s name: Language Preferences: Duties & Accountabilities: Background The Education for All Fast Track Initiative Secretariat wishes to recruit a Communications Assistant whose first responsibility will be the well-functioning of the website of the Education for All Fast Track Initiative (EFA FTI). The FTI websites (English: www.education-fast-track.org and French: www.education-fasttrack-fr.org) provide current and relevant information about the Partnership to the general public, and in particular to the FTI partners. The website includes information about the Initiative itself, its organization, its trust funds, its meetings, the various partners (developing countries, donors, civil society) as well as relevant news articles, reports, and stories. The Communications Assistant (CA) will report to the Communications Officer under overall guidance by the Head of the FTI Secretariat. The CA is expected to support overall team functioning. Tasks The FTI secretariat needs the support of a communications assistant to update the two websites on a very regular basis, broaden it to an active tool for knowledge management and dissemination, small technical e maintenance tasks and will serve as a primary liaison with the external IT / website consultant. In particular, the consultant will be asked to: 1. • • Website coordination and content management Maintaining the EFA FTI website with a view to facilitating internal and external knowledge sharing about FTI activities; Creating content and editing content provided by other team members. Edit to final products including formatting, pictures, links etc. Expansion of website tools and features Adding new technical features for the website in order to increase the website’s attractiveness and accessibility (for the technical work the CA will be supported by a web / IT consultant) such as video clips, pictures, audio clips, blogs, etc. Communications Assistant Bermingham, Desmond English and French see below 2. • 17 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 • Expand knowledge management tools on the website and its accessibility to all FTI partners, i.e. use of forums, interactive library, secured website management Liaison with the IT / web consultant Liaising with the external IT / web consultant for adding new (technical) website features and expansion of website tools and possibly improving the current website design. In collaboration with the IT / web consultant; trouble-shooting minor technical problems, contacting website host Brinkster when server is down. Helping to manage security breaches, etc. Analyze website use and manage improvements Helped by monthly statistical summaries (provided by the web / IT consultant) the CA will analyze the use of the website and will manage possible follow-up actions / improvements 3. • • 4. • 5. Provide other support as necessary to the FTI secretariat regarding website management and communications Selection criteria: • • • • • • • Demonstrated technical/professional capabilities, initiative and excellent interpersonal skills; Degree in a relevant discipline, plus two years of relevant professional experience in website content management, communications, public relations, marketing, journalism or a related field; Experience in writing for the web; Strong computer skills, including website development and content management; ability to use standard technology package; Good oral and written communications skills and command of relevant languages: English a must, fluency in French desired Demonstrated ability to work quickly, independently and to take initiative to creatively resolve challenges as they arise; Strong client orientation and commitment to team work and knowledge sharing 18 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 Annex D (IV): TERMS OF REFERENCE RESOURCE MANAGEMENT ASSISTANT EFA FTI SECRETARIAT Job title: Manager’s name: Language Preferences: Duties & Accountabilities: Background The FTI Partnership is supported by the FTI Secretariat which is currently housed in the World Bank in Washington. It is comprised of staff recruited on the basis of relevant expertise and contracted by the World Bank and may also include staff members seconded from other FTI partners. The FTI Secretariat uses the administrative systems of the World Bank, but it provides support to and serves the interests of the FTI partnership as a whole. It is expected that the Secretariat will be established as a separate department by 1st quarter of 2009 and that the post of the Head of the Secretariat will be upgraded to Director-level to reflect the increased responsibilities in the areas of strategic planning, resource mobilization and global representation The Education for All Fast Track Initiative Secretariat wishes to recruit a Resource Management Assistant (RMA) whose primary responsibility will be to assist the Deputy Head of the Secretariat with additional responsibilities resulting from the establishment of the new department. The RMA will report to the Deputy Head under overall guidance by the Head of the FTI Secretariat. Additionally the RMA is expected to work closely with the Vice President’s Front Office RM staff and support overall Secretariat team functioning. Duties and Accountabilities 1. Financial and Resource Management of Secretariat’s work program and resources Responsible for helping the Deputy Head to ensure effective financial management of the unit through fulfilling the Secretariat’s RM work program pertaining to the Bank Budget (BB). Implements, coordinates and integrates a variety of RM activities, including working with the Vice President’s Front office on planning, allocation and management of BB resources for the Secretariat. Analyzes data for management decisions and provides guidance in the immediate work unit on budgetary matters, taking into account knowledge of business activities and overall objectives, understanding the context in which the business operates. Resource Management Assistant Bermingham, Desmond English See below 19 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 2. Cost Analysis and Cost Effectiveness Works closely with the Operations Officer to collect data on activity costs and tracks trends, e.g., through monthly budget status reviews, to measures cost effectiveness at the unit and activity level. Identifies and interprets variances from budget plans, highlighting potential issues and advising on aspects of resource management. Proposes and completes resolutions to disputes on charges. Informs Head and Deputy Head of pending under/overruns related to tasks and the Secretariat, keeping track of financial positions 3. Transactions processing: Provides support to Deputy Head and assists with processing of unit’s transactions- E Consult, SAP processing. Provides back-up to Program Assistant on other transaction processing as needed. Processes accurately and promptly the RM transactions related to the unit’s business. Keeps accurate and systematic records/archives of relevant documents to support accounts. Identifies and resolves diverse accounting and administrative transactional issues as they arise, which often require interpretation of existing procedures and processes, and independently determining appropriate actions 5. Financial Control and Fiduciary Responsibilities: Seeks necessary approvals prior to initiating RM transactions. Maintains internal controls in transacting and monitoring expenses to ensure accurate posting and that institutional and CSRRM guidelines are adhered to. Participates in the LOR and compliance testing exercises. 5. Reporting, Communications and Liaison: Assists the Operations Officer in the production of statutory and other financial reports for the Committee meetings. Proactively establishes and maintains interface with clients, within own and across units. Liaises with staff in other units and represents QAG in CSRRM, CAOs and other meetings to become more knowledgeable with respect to budget methodologies, policies and Bank systems, as part of preparation and control of the unit’s work program and budget 5. Provide other support as necessary to the FTI Secretariat’s work program as needed. Selection criteria: 1. Minimum Education: Associate degree in a relevant degree (e.g., Finance, Accounting, Business, Economics, Commerce) – higher degree preferred. 2. Minimum Years of Relevant Experience: 2 years of experience in a relevant field. 20 FTI Secretariat – Objectives & Staffing Plan 2009 - 2010 3. Technical Proficiency: Proven and demonstrated ability with SAP (required) and other Bank RM systems. Excellent IT skills in Microsoft Windows applications, particularly Excel and interlinked spreadsheets, but also Word, PowerPoint, and desktop publishing. . Demonstrated ability to learn new technology quickly and effectively use it for maximum productivity. Sound knowledge of information management. 4. Analytical Skills: Ability to retrieve information into a useable format, interpret data and synthesize information from SAP and other integrated systems, and clearly and concisely present results. Basic understanding and application of business planning and work programming, budgeting and administration, as well as related institutional policies and procedures. 5. Task Management and Organizational Skills: Proven task management skills. Excellent organization skills to handle a variety of concurrent activities, judge priorities and organize work accordingly, along with the ability to work well under pressure. Willingness to work flexibly and extend self to meet deadlines. 6. Communication and Team Skills: Good oral and written communication skills. Outstanding interpersonal skills and high degree of sensitivity and tact in dealing with clients and World Bank staff at all levels. 21