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Government of Papua New Guinea
United Nations Development Programme
Provincial Capacity Building Project
‘PCaB Project’
PROJECT DOCUMENT
Project ID: 00040350
October 2004
Project Brief:
The purpose of the Provincial Capacity Building Project [PCaB Project] is to assist the
Government of Papua New Guinea to further develop an integrated approach to strengthen
financial management at the national and provincial level based on the lessons learned of
previous interventions and new pilot approaches to be tested within the intermediate
assistance phase. The project further aims to consolidate the achievements of the Support to
Provincial Financial Management Training (SPFMT) Project with regard to hands-on
financial management training at provincial level while building national capacities through a
pilot internship and provincial training officer network at the same time. The results of this
intermediate short-term and time-bound phase and previous interventions will feed into a
scoping and design mission for a full-scale decentralization intervention to be fielded in the
last quarter of the project.
Provincial Capacity Building Project - PCaB Project Document
SIGNATURE PAGE
Country: Papua New Guinea
UNDAF Outcomes/Indicators: • Enhanced Leadership and Participation
• Improved access quality and delivery of basic services
• Improved internal, regional and global Integration
Expected Outcomes/Indicators: • Governance capacity built to ensure more accountable and efficient
policies and strategies are implemented for the allocation and use of
resources in priority areas of national poverty strategy
• Increased decentralization, devolution and participatory decision
making processes for improved access to basic services
• Mechanisms developed/introduced including the use of ICTs, for
linking national initiatives with activities pursued through regional and
global initiatives of UN system
Expected Outputs/Indicators: • Proposal developed for a full-scale decentralization intervention based
on findings and best practices of recent and current projects
• Strengthened compliance reported by constitutional compliance bodies
• Gender mainstreaming in planning: envisaged gender balance (project
staff, internees, trainees)
• New approaches tested of such as internship programme for senior
university graduates and Trainer-of-Trainers programme for provincial
training officers
• Strengthened financial management at provincial level
• Capacities for efficient use of ICTs built at provincial level
Implementing Partner: • Financial Management Improvement Programme – FMIP, Department
of Finance/Government of Papua New Guinea – National Execution
Other Partners: • Papua New Guinea Institute of Public Administration
• School of Business Administration, University of Papua New Guinea
Programme Period: 2003 – 2007 Budget: USD 200,000.00
Programme Component: Governance GMS Fee: USD N/A
Total budget: USD 200,000.00
Project Title: Provincial Capacity
Building Project - PCaB Allocated resources:
Project ID: 00040350 • Government
• Regular USD 200,000.00
Project Duration: 01.10.2004 – 30.9.2005 • Other:
Management National Execution (NEX) In kind contributions
Arrangement: Department of Finance GoPNG USD 30,000.00
(FMIP Programme) Unfunded budget: None
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Provincial Capacity Building Project - PCaB Project Document
Table of Contents:
Section I Background and Project Strategy ......................................................5
Part I Situational Analysis ................................................................................................... 5
Part II Project Strategy ......................................................................................................... 5
Part III Management Arrangements ....................................................................................... 9
Part IV Monitoring and Evaluation....................................................................................... 10
Part V Legal Context .......................................................................................................... 10
Section II Results and Resources Framework ..................................................11
Section III Annual Workplan and Budget .........................................................12
Part I Annual Workplan and Budget for 2004 and 2005..................................................... 12
Part II Project Positions ...................................................................................................... 13
Part III Project Structure Overview ...................................................................................... 14
Section IV Annexes..............................................................................................15
Annex 1a: Standard Letter of Agreement for Provision of Support Services ...................... 15
Annex 1b: Universal Price List for UNDP Country Office Support Services ..................... 17
Annex 2: Terms of Reference for the Project Steering & Advisory Committee................ 18
Annex 3: Terms of Reference National Project Coordinator ............................................ 21
Annex 4: Terms of Reference Assistant to FMIP Training Wing Manager....................... 23
Annex 5a: Terms of Reference Internship Programme Coordinator................................... 25
Annex 5b: Terms of Reference Interns: Provincial Internship Programme ......................... 27
Annex 6: Terms of Reference IT Support Technician ...................................................... 29
Annex 7: Terms of Reference Web Designer ................................................................... 31
Annex 8: Terms of Reference of the IFMS study tour...................................................... 33
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Provincial Capacity Building Project - PCaB Project Document
Section I Background and Project Strategy
Part I Situational Analysis
In 1995 the ‘Organic Law on Provincial and Local Level Governments’ (OLPLLG) was
passed by the Parliament of Papua New Guinea and was subsequently implemented in 1997. It is
essentially an attempt to decentralise government functions and responsibilities by devolving
substantial financial management functions and responsibilities such as planning, budget and
finance to the sub-national level (Provincial, District and Local Level Administrations and
Treasuries). Since the introduction and implementation of the OLPLLG Papua New Guinea (PNG)
has gone through an extensive process of national and provincial capacity building in order to
apply and comply with the requirements of the law. However, this process is far from completion
and serious problems especially with regard to the management of financial resources at the
provincial and lower level prevail. As a result the delivery of basic services in the provinces is
severely sub-standard even though it varies among different provinces. The lack of resources,
capacity, staff, and understanding of the OLPLLG has been identified as main cause of the uneven
and insufficient development progress made so far in the 19 provinces of Papua New Guinea.
The Financial Management Improvement Programme (FMIP) has been developed in
response to identified financial management problems at the national and sub-national levels of
government. This Government Programme is based in the Department of Finance and aimed at
building the capacity of provincial treasury, district and local level government (LLG) offices to
absorb the functions of financial management, planning and budgeting as required in the
OLPLLG.
Early 2000 UNDP launched its ‘Support to Provincial Financial Management Training’
Project (SPFMT) focusing on supporting the delivery of financial management training by the
AusAID-funded ‘Provincial Financial Management Training Programme’ (PFMTP), which is in
turn a component of FMIP. Under the SPFMT Project a total of 11 United Nations Volunteers
(UNVs) and national professionals were deployed to several provinces where they successfully
assisted the provincial treasury offices in providing support and services to the LLGs. The UNVs
also followed up the PFMTP training activities by offering one-on-one hands-on training and
mentoring for treasury staff. The terminal evaluation of SFPMT project (July 2003) concluded that
the project has achieved its main objectives and that it was a ‘best practice’ model. Phase I of the
project was closed by the end of 2003 and since then UNDP and the Government of Papua New
Guinea (GoPNG) have worked together in a series of consultative meetings to discuss and progress
possible modes of additional support, which may lead into the design of a Phase II of an
intervention supporting the process of decentralization.
The Provincial Capacity Building (PCaB) Project strategy described below is based on the
outcome of these discussions and the indications of preference of possible areas of support
received from the Government. It is an intermediate short-term and time bound (12 months)
intervention building upon the previous SPFMT project as well as new approaches to be piloted
within the project. Its main outcomes are strengthened provincial financial management capacity,
effective use of ICTs in provincial treasury offices and the design of a full-fledged
governance/decentralization intervention.
Part II Project Strategy
UNDP continues to support the process of strengthening financial management capacities
at the provincial level through an intermediate short-term (12 months) intervention as requested by
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Provincial Capacity Building Project - PCaB Project Document
the Government of Papua New Guinea and in-line with the UNDP Country Programme (2003-
2007).
The Project assists the Government in consolidating achievements made with regard to
provincial compliance to OLPLLG requirements and sub-national service delivery. It provides a
support framework to the FMIP Provincial Supports Advisors (PSAs), which work under similar
Terms of Reference than UNVs and national professionals previously employed under SPFMT
project. In some cases theses former project staff members have been directly taken over by FMIP
and thus guaranty for continuity, which UNDP seeks to further maintain through the PCaB Project
intervention. Though the placement of UNVs or PSAs is considered to a best practice model it is
not envisaged to directly engage new PSAs under the project since this model has been already
absorbed and replicated by FMIP programme and since the recruitment of UNVs would not be
compatible to the limited resources available for this intermediate intervention. Rather, the projects
will provide support to the PSAs currently employed by FMIP through an internship programme in
direct support of their provincial assignments and through other capacity building activities such as
support to the efficient use of ICTs at provincial level and through the establishment of a network
of provincial training officers. The placement of information and training material on the FMIP
web site to be designed and launched under the project will further play an important role in
provincial capacity building and training process.
Through embedding of the project implementation into FMIP Programme under NEX
execution modality (national execution though Department of Finance) national ownership and
participation will be given central priority. Additionally, the project seeks to be linked to and in
support of other FMIP and Government activities funded by bi- and multi-lateral donors, which
will be represented in the Project Steering and Advisory Committee (PSAC). Through the PCaB
Project PSAC and FMIP Implementation Committee close coordination and partnership with other
donors and stakeholders will be maintained. Therefore, the project has a complementary character
to on-going activities and provides support to certain areas currently not covered by its partner
interventions.
The Project’s ultimate deliverable is the design of a full-scale decentralization intervention
drawing on the pilot approaches tested during the intermediate PCaB intervention, lessons learned
from previous UNDP and partner interventions as well as on new developments and endeavours
embarked on by the Government such as the planned roll-out of an Integrated Financial
Management System (IFMS) in 2005.
The Provincial Capacity Building Project consists of three main elements:
1. Capacity Building for Provincial Training and Pilot Internship Phase
2. ICT support for Provincial Financial Management and study mission IFMS
3. Scoping and Design Mission of a full-scale decentralization intervention
Elements 1 and 2 focus on continued and enhanced capacity building measures and follow-
up support to activities of SPFMT project phase I in order to ensure sustainably of these activities
in the provinces. Additionally, new approaches will be piloted and tested for suitability for a
possible Phase II intervention in the area of decentralization. The 3rd element consists of a scoping
and design mission to be fielded in the second half of the 12-months intermediate phase that will
draw on the projects achievements and include lessons learned in the design of a full-scale Phase II
decentralization intervention.
The PCaB Project will be implemented by the Department of Finance/FMIP in close
cooperation and partnership with the PNG Institute of Public Administration (PNGIPA). A
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Provincial Capacity Building Project - PCaB Project Document
possible new partnership will be also developed with the School of Business Administration of the
University of Papua New Guinea (UPNG) through a provincial pilot internship programme for
students.
All components/sub-programmes will observe the principle of gender balance. While
selecting project staff as well as course participants, internees, and other project beneficiaries an
equal gender balance should be envisaged. Higher female quotas are appreciated and supported.
While selecting staff for project positions, women should be preferred if having equal
qualifications, than male candidates applying for the same position. Training and internship
programmes also have to take into account the special needs of women in development and in the
provinces.
Further, all training activities, courses, and internship activities will be used as a forum to
advocate the Millennium Development Goals (MDGs) and for awareness raising with regard to the
HIV/AIDS epidemic in Papua New Guinea. The respective sub-programme managers with
supervision and overall responsibility of the National Project Coordinator (NPC) will coordinate
these advocacy and awareness rising activities. The FMIP training wing is expected to integrate
short introductions on HIV/AIDS and MDGs into its courses. Interns selected though the
provincial internship programme will receive introductory and awareness sessions and are
expected to pass on their knowledge while posted to the provinces. The coordinator of the
internship programme component will be responsible to oversee this process.
1. Capacity Building for Provincial Training and Pilot Internship Phase
Support to FMIP training wing manager in PNGIPA:
The FMIP training wing situated within PNG Institute of Public Administration (PNGIPA)
has been recently refurbished and offers ‘Certificate in Accounting’ and ‘Diploma in Accounting’
courses for provincial treasury staff. A FMIP training wing-manager has been appointed but needs
to be supported by an assistant. The PACB Project will fund this position for a 12-months period.
The main tasks of the assistant are to ensure quality control and overall daily management of the
students, course and the facility as further specified in the TOR (Annex 4). This placement is
envisaged to directly support the building of financial management capacity at the provincial,
district and local level and the assistant will closely liaise with the internship coordinator to create
a coherent approach to provincial capacity building.
FMIP is currently exploring long-term capacity building strategies and plans to establish a
network of Provincial Training Officers/Coordinators and Workplace Trainers. PCaB Project will
support this endeavor by exploring possibilities to have Provincial Training Officers trained as
Trainers-of-Trainers (TOT) through courses offered by PNGIPA. This assessment and exploration
of possibilities will be also the task of the training wing manager assistant who will liaise closely
with FMIP and PFMTP management to guarantee for a coherent, complementary and
comprehensive approach to the establishment of a provincial workplace trainer network.
Internship Programme:
In order to provide senior post and undergraduates with an opportunity for first-hand
experience in the public service at provincial level, a pilot internship programme will be
established within PNGIPA FMIP training wing. A Programme Coordinator will coordinate the
programme and her/his main tasks will be to collaborate with the School of Business
Administration, UPNG, from where internees will be selected. The PCaB project will fund the
coordinator position for duration of 12 months (see TOR Annex 5a) as well as travel and living
allowance of the internees while placed in the provinces. A twinning programme will be
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Provincial Capacity Building Project - PCaB Project Document
established for the interns with the PSAs (Provincial Support Advisors) who will be responsible
for training and capacity building. Prior to the placement in the Provinces, interns will receive
preparatory induction training in provincial financial management in the FMIP training wing. The
successful internees may serve as pool of future PSAs, phase II project staff or qualified civil
servants upon completion of their assignment and studies.
2. ICT support for Provincial Financial Management and study mission IFMS
IT Support Technician - System Administration Trainer:
Under SPFMT Project computers and Local Area Networks (LAN) were purchased and
installed in 19 Provincial Treasury Offices. All provinces need refresher courses and training in
LAN and System Administration in order to ensure a high level of local capacity and skills. An
experienced IT Support Technician will be funded under the Project to travel to each province to
conduct LAN maintenance and (refresher) LAN management and system administration courses.
Therefore the incumbent needs to possess a combination of strong computer (LAN) and training
skills and the ability and willingness to undertake extensive travel within PNG as outlined in the
positions’ ToR (Annex 6).
Web designer:
The Department of Finance (DoF) and FMIP are currently developing a website with some
seed funding available from own resources. However, with limited capacities for web design
within the department and programme, the services of an expert web designer are needed in order
to design a FMIP and a DoF website and to train at least one DoF and one FIMP staff member in
basic web design and web site maintenance/updating. The PCaB Project will fund this position and
related activities. Further, training materials for the use in the provinces will be placed for
download on the FMIP website to facilitate the transfer of knowledge and capacity to the
provincial level. The National Project Coordinator will be responsible to oversee the establishment
of this linkage between web design component and capacity building component.
IFMS study mission:
Early next year the Department of Finance will embark on the major exercise of
introducing a computer/software based Integrated Financial Management System (IFMS), first at
the national and later also on the provincial and district level. In order to sensitize and educate a
number of key stakeholders on the benefits and use of such a system as well as to increase their
commitment to it, the Project will fund a study tour of approximately 10 government officials to
other developing countries where integrated financial management systems have been introduced.
The study tour is planned for the end of 2004 as it will support the process of vendor selection with
is currently (10/2004) underway. It is assumed that a possible phase II decentralization
intervention will support the introduction and roll out of the IFMS.
3. Scoping and design mission
During the second half of the project (1st or 2nd quarter 2005) a scoping and design mission
will be fielded to design a full-scale decentralization intervention which will draw on experiences
and lessons learned of SPFMT Phase I, the intermediate PCaB Project as well as on government
priorities. The mission will place special emphasis to explore an involvement of UNVs in the full-
scale intervention as this modality in combination with the hands-on mentoring approach has
already been identified as ‘best practice’ during the implementation of SPFMT project.
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Provincial Capacity Building Project - PCaB Project Document
The TOR will be developed in cooperation of FMIP, UNDP and other stakeholders within
the first half of the project duration (3rd and 4th quarter 2004). This process will be overseen and
coordinated by the project coordinator.
Part III Management Arrangements
1. Management and Execution Modalities
The project will be nationally executed (NEX) by the Department of Finance (Financial
Management Improvement Programme – FMIP) as Executing Agency (Implementing Partner).
The NEX execution modality is subject to the rules and regulations as laid out in the UNDP
Programming Manual (Chapter 6.2.2, page 5, National Execution) and the UNDP ‘Procedures for
National Execution’, UNDP 1998). Thus, overall responsibility for project implementation and
reporting lies with the Department of Finance (DoF). This includes advertisement, short-listing,
and contraction of project staff as well as making project disbursements/payments from quarterly
advances received from UNDP. Through the quarterly advancement of funds the Government will
have full ownership of the project including its administration. The FMIP programme has the
capacity (qualitative and quantitative) to execute the project as it successfully administers a multi-
million dollar grant within its ADB and AusAID programme components (FMP and PFMTP).
However, the UNDP PNG Country Office may provide support services for the project as
described in the attached ‘Standard Letter of Agreement for Provision of Support Services’ (Annex
1a).
A Project Steering and Advisory Committee (PSAC) will be established to oversee the
overall project implementation. Membership and scope of the PSAC are specified in the respective
Terms of Reference (Annex 2).
An experienced National Project Coordinator (NPC) will be responsible for the day-to-day
coordination and oversight of the project. S/he will be placed within the Department of
Finance/FMIP where the Government of Papua New Guinea will provide office space as in-kind
contribution to the project. A similar arrangement will apply for the web designer and ICT Support
technician to be hired under the project.
Several other project staff (FMIP training wing manager assistant, Web Designer,
Internship sub-programme coordinator) will be placed within FMIP and its training wing in the
affiliated PNG Institute of Public Administration (PNGIPA) as outlined in the Project Structure
Overview (Section II, Part IV), TORs of the project positions (Annex 3-8) and project strategy
(Section I, Part II). Advertisement and short-listing of suitable candidates will be done by FMIP.
The selection will be carried out consultation with UNDP, but project personnel will be directly
contracted by FMIP.
The Project will have duration limited to 12 months, with a potential subsequent full-scale
programme to be developed and implemented based on the outcomes of the preparatory studies
and activities. A scoping and design mission will be fielded in the second half of the project to
design and formulate a respective project proposal.
2. Government counterparts and coordination arrangements
The FMIP Programme as implementing partner will be responsible for project coordination
including:
§ Advertisement, short-listing and contraction of project staff
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Provincial Capacity Building Project - PCaB Project Document
§ Disbursement of project funds (received through quarterly advances by UNDP)
§ Substantive and financial reporting/acquittal
This management arrangement has been chosen since FMIP has the overall capacity to
administer the project funds and to comply with financial reporting requirements of UNDP. Direct
payments might also be done by the UNDP PNG CO in parallel for certain activities such IFMS
study tour (DSA and air fares) and as requested by the implementing partner. UNDP will charge
fees for the provision of support services as per UNDP’s universal price list (Annex 1b)
Part IV Monitoring and Evaluation
Monitoring of the day-to-day implementation of the project will be the responsibility of the
National Project Coordinator, under the supervision of FMIP and UNDP Management. The NPC
will submit monthly and to FMIP and UNDP as well as quarterly progress reports to the Project
Steering and Advisory Committee.
The project will be subject to a mid-term review to be carried out by UNDP/FMIP and a
terminal evaluation through the preparation of a terminal project report. The aim of the review is to
monitor progress in project implementation and take decisions on recommendations to secure and
improve the delivery of project targets and to mitigate any risks or adverse developments as they
emerge. Joint on-site monitoring visits by the National Project Coordinator (NPC), FMIP and
UNDP will also play an important role in the monitoring of on-going activities and will be
scheduled as the need arises and deemed appropriate by the executing agency and/or UNDP.
Part V Legal Context
This project document shall be the instrument referred to as such in Article 1 of the
Standard Basic Assistance Agreement (SBAA) between the Government of Papua New Guinea
and the United Nations Development Programme, signed by the parties on 7 April 1981. The host
country implementing agency shall, for the purpose of the Standard Basic Assistance Agreement,
refer to the government co-operating agency described in that Agreement.
The following types of revisions may be made to this project document with the signature
of the UNDP Resident Representative only, provided he or she is assured that the other signatories
of the project document have no objections to the proposed changes:
(a) Revisions in, or addition of, any of the annexes of the project document (with the
exception of the Standard Legal Text for non-SBAA countries which may not be
altered and the agreement to which is a precondition for UNDP assistance);
(b) Revisions which do not involve significant changes in the immediate objectives,
outputs or activities of a project, but are caused by rearrangement of inputs agreed
to or by cost increases due to inflation; and
(c) Mandatory annual revisions, which rephase the delivery of agreed project inputs or
increased expert or other costs due to inflation or take into account agency
expenditure flexibility.
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Provincial Capacity Building Project - PCaB
Section II Results and Resources Framework
Intended Outcomes as stated in the Country Results Framework:
§ Governance capacity built to ensure more accountable and efficient policies and strategies are implemented for the allocation and use of resources in priority areas of national poverty strategy
§ Increased decentralization, devolution and participatory decision making process for improved access to basic services
§ Mechanisms developed/introduced including the use of ICTs, for linking national initiatives with activities pursued through regional and global initiatives of UN system
Outcome indicator as stated in the Country Programme Results and Resources Framework, including baseline and target:
§ Proposal developed for a full-scale decentralization intervention based on findings and best § New approaches tested of such as internship programme for senior university graduates and
practices of recent and current projects Trainer-of-Trainers programme for provincial training officers
§ Strengthened compliance reported by constitutional compliance bodies § Strengthened financial management at provincial level
§ Gender mainstreaming in planning: envisaged gender balance (project staff, internees, trainees) § Capacities for efficient use of ICTs built at provincial level
Applicable MYFF Goals including respective Service Lines: GOAL 1: Achieving the MDGs and reducing human poverty; GOAL 2: Fostering democratic governance
Partnership Strategy: National Execution (NEX) with the Department of Finance (DoF)/Financial Management Improvement Programme (FMIP) as Implementing Partner (Executing Agency);
Cooperation with PNG Institute of Public Administration (through FMIP training wing) and UPNG/School of Business Administration through TOT and provincial internship programme
Project title and ID: Provincial Capacity Building Project - PCaB Project
Intended Outcomes Activities
1. Strengthened Capacity in Provincial and 1.1. Overall coordination of the Preparatory Assistance Project supported by one National Project Coordinator to be placed within FMIP office in
Lower Level Management and Planning the Department of Finance.
1.2. Support to the FMIP Training Wing at PNGIPA through provision of an assistant to the training wing manager who will assist in areas such as
course and student management, quality assurance, and capacity building
1.3. Establishment of a pilot provincial internship programme in collaboration with UPNG/School of Business Administration through placement
of a sub-programme coordinator within the FMIP training wing who will be responsible for programme establishment and roll out of the pilot
phase.
1.4. Establishment of a network of Provincial Training Officers/Coordinators through collaboration with PNGIPA and FMIP Training Wing.
2. Provincial Financial Management supported 2.1. Maintenance of Provincial Treasury Offices’ LAN system installed under SPFMT project and training of provincial treasury staff to carry out
through efficient use and maintenance of maintenance independently through the engagement of a LAN manager/ trainer and in order to sustainably transfer skills for LAN and system
ICTs administration
2.2. Design and launch of the Department of Finance and FMIP web site through the engagement of a web designer who will produce the sites but
also embed the necessary skills for maintenance into the Department (training of at least 3 staff members in the IT section). Placement of
training materials on the FMIP website to facilitate provincial capacity building process through the use of ICTs
2.3. Support to a IFMS study tour to another developing country to broaden the understanding of key stakeholders about the endeavor and to learn
from the experience of other developing countries in implementing similar systems
3. Proposal for a full-scale Project in support of 3.1. Fielding of a scoping and design mission to develop a full-scale project proposal based on findings and lessons learned from PCaB and other
the decentralization process and improvement recent interventions such as SPFMT Project. Special emphasis will be placed on an assessment of a future involvement of the ‘best practice’
of financial management model of UNV placements at the provincial level in a mentoring and coaching framework.
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Provincial Capacity Building Project - PCaB
Section III Annual Workplan and Budget
Part I Annual Workplan and Budget for 2004 and 2005
Annual Budget Distribution 2004
Project ID Expected Output Key Activities Timeframe Resp. Planned Budget
Q1 Q2 Q3 Q4 Partner Fund Donor Budget Description Amount
00040350 Capacity Building Project Coordination DoF 04000 00012 71400 Contractual Services 3,500.00
for Provincial and Management DoF 04000 00012 71600 Travel 1,500.00
Management X DoF 04000 00012 72400 Communications and Audio Visual Equipment 500.00
DoF 04000 00012 72500 Supplies 500.00
DoF 04000 00012 74500 Miscellaneous Expenses 800.00
Capacity Building DoF 04000 00012 71400 Contractual Services 4,900.00
DoF 04000 00012 71600 Travel 5,000.00
X
DoF 04000 00012 72500 Supplies 2,000.00
DoF 04000 00012 74500 Miscellaneous Expenses 2,000.00
ICT support DoF 04000 00012 71400 Contractual Services 2,500.00
X DoF 04000 00012 71600 Travel 50,000.00
DoF 04000 00012 74500 Miscellaneous Expenses 5,000.00
Design of full-scale DoF 04000 00012 71200 International Consultants 0.00
Decentralization DoF 04000 00012 71600 Travel 0.00
Intervention DoF 04000 00012 74500 Miscellaneous Expenses 0.00
NEX Advances X DoF 04000 00012 74500 Miscellaneous Expenses 1.00
Total 2004 78,201.00
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Provincial Capacity Building Project - PCaB
Annual Budget Distribution 2005
Project ID Expected Output Key Activities Timeframe Resp. Planned Budget
Q1 Q2 Q3 Q4 Partner Fund Donor Budget Description Amount
00040350 Capacity Building Project Coordination DoF 04000 00012 71400 Contractual Services 10,500.00
for Provincial and Management DoF 04000 00012 71600 Travel 7,000.00
Management DoF 04000 00012 72400 Communications and Audio Visual Equipment 1,000.00
X X X
DoF 04000 00012 72500 Supplies 1,000.00
DoF 04000 00012 74200 Audio Visual and Printing Production Cost 3,000.00
DoF 04000 00012 74500 Miscellaneous Expenses 1,000.00
Capacity Building DoF 04000 00012 71400 Contractual Services 14,500.00
DoF 04000 00012 71600 Travel 20,000.00
X X X
DoF 04000 00012 72500 Supplies 5,000.00
DoF 04000 00012 74500 Miscellaneous Expenses 1,000.00
ICT support DoF 04000 00012 71400 Contractual Services 10,798.00
X X X DoF 04000 00012 71600 Travel 15,000.00
DoF 04000 00012 74500 Miscellaneous Expenses 2,000.00
Design of full-scale DoF 04000 00012 71200 International Consultants 8,000.00
Decentralization X X DoF 04000 00012 71600 Travel 20,000.00
Intervention DoF 04000 00012 74500 Miscellaneous Expenses 2,000.00
NEX Advances X X X DoF 04000 00012 74500 Miscellaneous Expenses 1.00
Total 2005 121,799.00
Total 200,000.00
Part II Project Positions
# Position Duration Main Duties Posting
1 National Project 12 months Overall coordination of the Project FMIP, DoF
Coordinator
1 Assistant to FMIP 12 months Assist Wing Manager in course and student management, quality assurance and capacity PNGIPA, FMIP training wing
Training Wing Manager building; assist in setting up of TOT course programme of provincial treasury staff
1 Coordinator Internship 6 – 12 Coordination of internship pilot programme in close consultation with UNDP, FMIP and UPNG PNGIPA, FMIP training wing
pilot component of PA months School of Business Administration
project
1 IT Support Technician 12 months Visit of all provinces which have received LAN under SPFMT phase I to maintain provincial FMIP, DoF, Provinces of PNG
LAN systems (PT Offices) and to deliver refresher courses in LAN usage and maintenance to
PT staff
1 Web designer 3 months Design of FMIP web site, DoF website including integration of FMIP training materials FMIP, DoF
5 Positions in total
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Provincial Capacity Building Project - PCaB
Part III Project Structure Overview
Project Steering and Advisory FMIP Programme
Committee Department of Finance
§ GoPNG (DoF, DNPRD) Provincial Capacity
§ FMIP Building Project
§ PNGIPA (PCaB)
§ AusAID
§ ADB
§ UNDP
PNG Institute of Public
Administration (PNGIPA)
§ Support to FMIP Training Wing in ICT Support Component Proposal Development for full-
the PNGIPA scale intervention
§ Establishment of a Provincial § Support to efficient use of ICTs in
Training Officers Network Provincial Treasury Offices § Design of a full-scale
§ Design and Launch of FMIP and decentralization intervention
§ Provincial Pilot Internship DoF web site, transfer of (design mission, resource
Programme maintenance skills mobilisation, development of
§ Website used to disseminate project proposal)
University of Papua New Guinea training materials to Provinces
School of Business Administration § IFMS study tour
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Provincial Capacity Building Project - PCaB
Section IV Annexes
Annex 1a: Standard Letter of Agreement for Provision of Support Services
LETTER OF AGREEMENT BETWEEN UNDP AND THE GOVERNMENT OF PAPUA NEW
GUINEA FOR THE PROVISION OF SUPPORT SERVICES TO ‘RAPID ADVISORY
SERVICES’ - PROJECT
Dear Mr. Kwayaila,
1. Reference is made to consultations between officials of the Government of Papua
New Guinea (hereinafter referred to as “the Government”) and officials of UNDP with
respect to the provision of support services by the UNDP country office for the ‘Rapid
Advisory Services’ project. UNDP and the Government hereby agree that the UNDP country
office may provide such support services at the request of the Government through its
institution designated in the relevant project document, as described.
2. The UNDP country office may provide support services for assistance with reporting
requirements and direct payment. In providing such support services, the UNDP country
office shall ensure that the capacity of the Government-designated institution is strengthened
to enable it to carry out such activities directly.
3. In addition, the UNDP country office may provide, at the request of the designated
institution/Executing Agent, the following support services for implementation activities:
(a) Identification and assistance with and/or recruitment of project personnel;
(b) Procurement of goods and services;
(c) Access to UNDP-managed global information systems, including rosters of
consultants and providers of development services
4. The procurement of goods and services and the recruitment of project and programme
personnel by the UNDP country office shall be in accordance with the UNDP regulations, rules,
policies and procedures. Support services described in paragraph 3 above shall be detailed in
Annex 1b to the project document, in the form provided in the Attachment hereto. If the
requirements for support services by the country office change during the life of a programme
or project, the annex to the project document is revised with the mutual agreement of the UNDP
resident representative and the designated institution.
5. The relevant provisions of Article 1 of the SBAA between the Government of Papua
New Guinea and UNDP signed on the 7th April 1981 (the “SBAA”), including the provisions
on liability and privileges and immunities, shall apply to the provision of such support
services. The Government shall retain overall responsibility for the nationally executed
project or programme through its designated institution/Executing Agent. The responsibility
of the UNDP country office for the provision of the support services described herein shall be
limited to the provision of such support services detailed in the annex 1b to the project
document.
6. Any claim or dispute arising under or in connection with the provision of support
services by the UNDP country office in accordance with this letter shall be handled pursuant
to the relevant provisions of the SBAA.
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Provincial Capacity Building Project - PCaB
7. The manner and method of cost-recovery by the UNDP country office in providing the
support services described in paragraph 3 above shall be specified in the annex 1b to the
programme support document or project document.
8. The UNDP country office shall submit progress reports on the support services
provided and shall report on the costs reimbursed in providing such services, as may be
required.
9. Any modification of the present arrangements shall be effected by mutual written
agreement of the parties hereto.
10. If you are in agreement with the provisions set forth above, please sign and return to
this office two signed copies of this letter. Upon your signature, this letter shall constitute an
agreement between your Government and UNDP on the terms and conditions for the
provision of support services by the UNDP country office for this project.
Yours sincerely,
______________________
Signed on behalf of UNDP
Mr. Vitalie Muntean
Resident Representative, a.i.
___________________________________
For the Government of Papua New Guinea
Mr. Paul Enny
Acting First Assistant Secretary
Aid Coordination and Management Division
Department of National Planning & Rural Development
__________________________________
For the Department of Finance
(Implementing Partner)
Mr. Gabriel Yer, Deputy Secretary
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Provincial Capacity Building Project - PCaB
Annex 1b: Universal Price List for UNDP Country Office Support Services
Service High Cost Mid-High Cost Mid-Low Cost Low Cost
Payment: disbursements, journal voucher,
credit voucher per individual transaction;
create request (70%), approve & process
(20%), post and file voucher (10%) $18.00 $16.00 $15.00 $8.00
Staff Recruitment Package:
- Selection: advertising (20%), short-listing
(40%), interviewing (40%) per request $212.30 $212.30 $172.50 $91.00
- Contract: contract issuance, UNJPF/MIP
enrollment, payroll setup per request $87.00 $55.50 $55.50 $46.00
Consultant Recruitment Package:
advertising (20%), short-listing & selection
(40%), contract issuance (40%) per request $168.00 $32.00 $32.00 $16.00
Recurring Personnel Management:
file maintenance (10%), extension,
promotion, entitlement management (80%),
leave monitoring (10%), per year & person $110.00 $65.00 $65.00 $40.00
Issuing IDs (UN PL, UN ID, etc.) $12.30
Local Drivers' License: full process from
submission of request to receipt $35.00 $35.00 $25.75 $11.50
Accreditation w. Government: full process,
including submission of forms $28.25 $28.25 $15.35 $11.00
Vehicle Registration: full process from
submission of request to receipt $62.00 $55.00 $55.00 $11.65
Visa Requests (excluding Government
fees): including submission of request and
security clearance $30.00 $30.00 $19.00 $12.50
Ticket Request: booking, purchase $22.75 $22.75 $17.50 $10.50
Travel Authorization $10.15
Hotel Reservation $5.30
F10 Settlement $12.65
Procurement Process:
identification/selection (50%), contracting
(25%), follow-up (25%) $279.00 $127.00 $127.00 $79.00
Procurement Simple (low value, local):
identification/selection (50%), issuing
Purchase Order (25%), follow-up (25%) $45.80
Disposal of Equipment: full process,
including disposal action and crediting $45.50
Custom Clearance: from submission of
forms to receipt of goods $58.00 $58.00 $46.50 $43.00
Shipment Arrangements $212.00 $48.65 $48.65 $48.65
Fellowship Package: identification of
fellow, contacting, entitlements $101.60 $101.60 $53.75 $29.40
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Annex 2: Terms of Reference for the Project Steering & Advisory Committee
Terms of Reference
The Project Steering and Advisory Committee
Provincial Capacity Building Project – Project ID:
1. Institutional Background
The Project Steering and Advisory Committee (PSAC) is being established to oversee
and direct project implementation and in conformity with the project execution modality: The
project is Nationally Executed (NEX) with the Department of National Planning and Rural
Development (DNPRD) as executing partner.
2. Project Steering and Advisory Committee
The management of the project shall be administered by the Project Steering & Advisory
Committee, which shall consist of:
(i) The Deputy Secretary of the Department of Finance, or his/her alternate
(Chairperson);
(ii) The First Assistant Secretary (FAS) of the Department of National
Planning and Rural Development, Aid Coordination & Management
Division, or his/her alternate;
(iii) The Programme Manager of the Financial Management Improvement
Programme (FMIP)/ Department of Finance, or his/her alternate;
(iv) The UNDP Deputy Resident Representative, or his/her designated officer
(Deputy Chairperson)
(v) The Director of PNG Institute of Public Administration, or his/her
alternate;
(vi) A representative from the Asian Development Bank (ADB)
(vii) A representative from AusAID
(viii) An ex-officio/secretary from UNDP (project desk officer), or his/her
alternate;
3. Meetings and quorum of the Project Steering & Advisory Committee
The PSAC shall meet on quarterly basis or as required by the Chairman as the need
arises. Every PSAC meeting may be called to take place at such date, venue and time as may be
determined by:
(i) The Chairperson; or
(ii) The Deputy Chairperson; or
(iii) Any three (3) members of the PSAC.
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Provincial Capacity Building Project - PCaB
a) Written notice of a meeting of the Committee shall be given by project coordinator to
each member of the Committee at least seven (7) days (or such other period as may be
unanimously agreed upon by the members of the Executive Committee) before the time
appointed for the holding of the meeting.
b) Notice of a meeting given under paragraph (a) shall specify the general nature of the
business to be transacted at the meeting and any other business the members present at
the meeting unanimously agree to treat as urgent business.
c) Three (3) members of the PSAC shall constitute a quorum for the transaction of the
business of a meeting of the Committee if at least one (1) Government and one (1)
UNDP representative is present.
d) In the event of a lack of quorum the meeting stands adjourned for such period as the
members present may agree to and shall set another time convenient.
e) At a meeting of the PSAC:
(i) The Chairperson or, in the Chairpersons absence, the Deputy-
Chairperson shall preside; or
(ii) If the Chairperson and the Deputy Chairperson are absent one of the
remaining members of the Committee may be chosen by the members
present at the meeting shall preside.
(iii) The project coordinator should be present as observer and to report on the
progress of the project. The national project coordinator (NPC) will
submit a written progress report to PSAC members at least 3 days before
the meeting takes place.
4. Voting on Decisions by the Project Steering & Advisory Committee
(a) Questions arising at a meeting of the PSAC shall be determined by a simple
majority of the votes of members present at the meeting;
(b) Each member present at a meeting of the Committee is entitled to one vote but, in
the event of an equality of votes on any question, the person presiding may
exercise a second or casting vote;
(c) All decisions shall be recorded in the minutes of the respective PSAC meeting;
(d) All minutes shall be approved at the beginning of subsequent PSCA meeting.
5. Scope of Responsibility
The Project Steering and Advisory Committee shall oversee the implementation of the
project including:
(a) Setting policy directions and guidelines in the implementation of the project,
including the process for recruitment, acquisition of assets, strategies and plans in
the implementation of the project.
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(b) Shall in the light of progress of project implementation, deliberate and make
decision conducive to the advancement of the project;
(c) Shall comment on and endorse work plans submitted by the project coordinator
and coordinators of sub-programmes;
(d) Provide instructions and guidance to the project coordinator on the coordination of
the project implementation;
(e) Shall take any other decisions with regard to the project to ensure its proper
execution and delivery;
(f) Shall ensure that the project is executed, completed and available funds are spent
within a period of 12 months, as the project is a time-bound short-term
intervention.
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Annex 3: Terms of Reference National Project Coordinator
Post Title: National Project Coordinator (NPC)
Project Name and Number: Provincial Capacity Building Project
Duty Station: Port Moresby
Duration of Appointment: 12 months fixed term
Starting Date: October 2004
Project Background:
Following the SPFMT project intervention through which provincial treasuries have
been supported by UNVs, UNDP has now moved into an intermediate short-term (12 months)
Provincial Capacity Building Project (PCaB Project) to consolidate achievements from
SPFMT project, to test new elements of financial provincial capacity building and to pave
way for the design of a full-scale decentralization intervention.
Supervision:
Direct Supervisor: The incumbent will work under the direct supervision of the FMIP
Programme Manager and Project Steering & Advisory Committee.
Content and methodology of supervision: The incumbent’s activities and outputs
during the assignment will be identified, monitored, and evaluated based on an overall and
quarterly results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables against which the performance of the incumbent will
be appraised and evaluated.
Duties and Responsibilities:
The Programme Coordinator will be responsible for the overall management and
coordination of the Provincial Capacity Building Project including its sub-programmes and
components.
The specific duties and responsibilities during the assignment would include, but not
be limited to, the following:
• Organize and supervise overall project activities
• Provide strategic advise to FMIP management on maters relating to provincial
financial capacity building within the project framework
• Coordination and supervision of MDG advocacy and HIV/AIDS awareness raising
activities/session within training programmes and project components
• Take responsibility for logistics and financial management of project activities
• Closely liaise with all project stakeholders such as FMIP, PNGIPA, UPNG, UNDP
and other stakeholders/donors
• Provide support and on-the-job training the coordinators of project sub-programmes
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• Close monitoring of project activities and deliverables according to workplan and
report on project progress on a regular basis to FMIP management, Project Steering &
Advisory Committee as well as UNDP
• Assist the project executing partner (FMIP, DoF) in meeting the Government and
donor accountability
• Organize logistics of IFMS study tour
• Develop TOR for the evaluation and design mission to be fielded during the second
half of the project
• Organize logistics of the design mission
Qualifications and Experience:
• Advanced University Degree in Business Administration, Public Sector
Management/Administration, Project Management, Accounting, or related field
• 4 years successful professional work experience at management level including
experience in the area of management and coordination of institutional strengthening
– capacity building projects or programme
• Ability to supervise staff
• Very good understanding of Financial Management at Provincial Level as well as of
issues related to decentralization in Papua New Guinea
• Knowledge of GoPNG accounting systems would be an advantage
• Ability to plan, organize, and execute specific tasks with good time management
skills;
• Excellent inter-personal and communication skills (tact and discretion; a high level of
public presentation skills, gender and cultural sensitivity);
• Complete fluency in written and spoken English; strong analytical skills and ability to
write clearly and concisely;
• Proficiency in standard Computer applications (MS Office, Internet, Email)
• Monitoring, evaluation and report writing skills
• Demonstrated ability to adapt to workplaces characterized by diversity, differing
levels of prior training, and scarce material resources
• Developing record of leadership in contexts of change management
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Annex 4: Terms of Reference Assistant to FMIP Training Wing Manager
Post Title: Assistant to FMIP Training Wing Manager
Project Name and Number: Provincial Capacity Building Project
Duty Station: Port Moresby
Duration of Appointment: 12 months fixed term
Starting Date: October 2004
Project Background:
Major progress has been made at the PNGIPA since 2002. FMP has completed the
refurbishment of the FMIP Training Wing consisting of three classrooms, seminar rooms,
administration offices and ablutions. 89 students have now passed the Certificate in
Accounting and 60 have passed the Diploma in Accounting with the highest pass rates ever
recorded from any tertiary institution in the CPAPNG Accounting Technician Exams. Whilst
the results have been impressive and FMIP has appointed a Manager for the Training Wing,
the support provided by the Assistant FMIP Training Wing Manager would enable the new
appointee to effectively manage the facilities, courses and students, and provide some quality
assurance.
Supervision:
Direct Supervisor: FMIP Training Wing Manager with overall supervision by PACB
Project National Coordinator.
Content and methodology of supervision: The incumbent’s activities and outputs
during the assignment will be identified, monitored, and evaluated based on an overall and
quarterly results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables against which the performance of the incumbent will
be appraised and evaluated.
Duties and Responsibilities:
The Assistant FMIP Training Wing Manager will be responsible for assisting the new
appointee to effectively manage the facilities, courses and students; and provide quality
assurance to the FMIP Programme Manager and the Director, PNGIPA.
The specific duties and responsibilities during the assignment would include, but not
limited to, the following:
• Assist with the supervision of day-to-day administration and maintenance of the FMIP
Training Wing.
• Effectively manage the allocation and use of classrooms and facilities to maximize
usage.
• Participate in the development of the professional programme stream to full
membership of the PNGIPA.
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Provincial Capacity Building Project - PCaB
• Coordinate the implementation of the International Computer Driving License
(ICDL).
• Conduct examinations for the International Computer Driving License (ICDL),
provide results and guidance to students undertaking the programme.
• Initiate and report any defaults, organize3 stationery requirements and maintenance of
office equipment and the buildings.
• Provide quality assurance to the FMIP Programme Manager and the Director,
PNGIPA.
• Assess possibilities to have Provincial Training Officers trained as Trainers of
Trainers through the TOT course offered by PNGIPA
Qualifications and Experience:
• Professional training and experience in management of educational facilities
• Professional training and experience in providing quality assurance of educational
programmes
• Highly developed interpersonal skills
• Experience in providing on-the-job training and mentoring
• Report writing skills
• Highly developed time management and resource management skills
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Annex 5a: Terms of Reference Internship Programme Coordinator
Post Title: Provincial Internship Programme Coordinator
Project Name and Number: Provincial Capacity Building Project – Capacity
Building Component
Provincial Financial Internship Programme
Duty Station: Port Moresby
Duration of Appointment: 12 months fixed term
Starting Date: October 2004
Project Background:
As part of the UNDP Provincial Capacity Building Project (PCaB Project) a
Provincial Internship Pilot Programme is to be set up in collaboration with the School of
Business Administration, University of Papua New Guinea. The aim of the programme is to
give postgraduates in Business Administration and senior undergraduates in the Bachelor of
Public Administration program a chance to gather job experience through a short-term (2-3
months) exposure to work life in the civil service at the provincial treasury level. After having
received an induction training on provincial financial management the internees will be sent
to the provinces where they assist experienced Provincial Support Advisors (PSAs) employed
under FMIP Programme in their daily work. Internees as well as provincial staff will benefit
from an exchange of ideas and expertise.
Since this project component is a pilot approach only a small number of internees can be sent
to the provinces (max. 10) under informal or semi-formal agreements to be established with
UPNG. Besides the practical aspects of administration of the programme, the programme
coordinator will explore possibilities to formalize agreement with UPNG and other
stakeholders as this component might be included in a large-scale intervention at a later stage
if performed satisfactory.
Supervision:
Direct Supervisor: The incumbent will work under the direct supervision of the
National Project Coordinator supported by the overall supervision of the project by the FMIP
Programme Manager and Project Steering & Advisory Committee.
Content and methodology of supervision: The incumbent’s activities and outputs
during the assignment will be identified, monitored, and evaluated based on an overall and
quarterly results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables against which the performance of the incumbent will
be appraised and evaluated.
Duties and Responsibilities:
The Programme Coordinator will be responsible for the development of a Provincial
Financial Internship Programme for postgraduates in Business Administration and senior
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Provincial Capacity Building Project - PCaB
undergraduates in the Bachelor of Public Administration program in the School of Business
Administration, UPNG.
The specific duties and responsibilities during the assignment would include, but not
be limited to, the following:
• Develop overall contents, duration and logistical framework of the programme
Develop Programme information material for internee candidates, PSAs and
Provinces
• In close consultation with FMIP management, UPNG, PSAs, and Provincial
Treasuries, establish an introductory training programme for the internees to be held at
FMIP training wing (2-3 weeks)
• Present the pilot programme to interested students of the School of Business
Administration
• Coordinate immediate-term intern recruitment activities such as developing selection
criteria for the internees (max 10 persons), receipt of applications and oversee short
listing and selection of suitable candidates in close consultation with the UNDP, FMIP
management and Provincial Treasuries
• Organize and coordinate promotional work towards future intern intakes
• Explore possibilities with the School of Business Administration to enter into a formal
agreement with UPNG with regard to the integration of the programme into the
courses offered by the school (credits)
• Negotiate with the School to give degree credits for internship
• Arrange logistics and take the lead for placement of internees in the provinces (travel,
accommodation, living allowance, insurance coverage)
• Supervise the internees during their placement in the provinces in consultation with
their PSA twins and supervise the reporting obligations of the internees towards the
School and Programme
• Evaluate the pilot internship programme (among others) through individual evaluation
reports submitted by internees and produce an overall evaluation report
Qualifications and Experience:
• University Degree in Business Administration, Public Administration, Accounting,
Education or related field of Social Science
• 3 years successful professional work experience related to project management and or
public administration
• Good understanding of Financial Management systems and processes at Provincial
Level as well as of issues related to decentralization in Papua New Guinea
• Ability to plan, organize, and execute specific tasks with good time management
skills;
• Excellent inter-personal and communication skills (tact and discretion; a high level of
public presentation skills, gender and cultural sensitivity);
• Demonstrated leadership abilities related to youth teams
• Complete fluency in written and spoken English; strong analytical skills; and ability to
write clearly and concisely;
• Proficiency in standard Computer applications (MS Office, Internet, Email)
• Experience in training facilitation as well as in coordination/management of projects
or programmes
• Monitoring, evaluation and report writing skills
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Annex 5b: Terms of Reference Interns: Provincial Internship Programme
Post Title: Interns: Provincial Internship Programme
Project Name and Number: Provincial Capacity Building Project – Capacity
Building Component
Provincial Financial Internship Programme
Duty Station: Port Moresby
Duration of Appointment: 2-3 months
Starting Date: October 2004
Project Background:
As part of the UNDP Provincial Capacity Building Project (PCaB Project) a
Provincial Internship Pilot Programme in collaboration with the School of Business
Administration, University of Papua New Guinea. The aim of the programme is to give
postgraduates in Business Administration and senior undergraduates in the Bachelor of Public
Administration program a chance to gather job experience through a short-term (2-3 months)
exposure to work life in the civil service at the provincial treasury level. After having
received an induction training on provincial financial management the internees will be sent
to the provinces where they assist experienced Provincial Support Advisors (PSAs) employed
under FMIP Programme in their daily work. Internees as well as provincial staff will benefit
from an exchange of ideas and expertise.
The Internship project component is a pilot approach, which enables a small number of
internees to be sent to the provinces (max. 10) under informal or semi-formal agreements to
be established with UPNG.
Supervision:
Direct Supervisor: The interns will work under the direct supervision of the
Provincial Internship Programme Coordinator supported by the National Project Coordinator
and the overall supervision of the project by the FMIP Programme Manager and Project
Steering & Advisory Committee.
Content and methodology of supervision: The interns’ activities and outputs during
the assignment will be identified, monitored, and evaluated based on an overall and quarterly
results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables and learning results against which the performance of
the interns will be appraised and evaluated.
Duties and Responsibilities:
The specific duties and responsibilities during the assignment would include, but not be
limited to, the following:
• Participate actively in an induction training programme for interns to be held at FMPI
training wing in the PNG Institute of Public Administration
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Provincial Capacity Building Project - PCaB
• Re-locate to the respective provincial treasury office, and under the supervision of the
Programme Coordinator and the Provincial Support Advisor (PSA) undertake duties
commensurate with assisting the PSA in their daily work.
• Specific duties encompass:
• Assist in the formulation and implementation of Provincial Financial Management
Improvement Programmes
• Assist in monitoring and evaluation activities
• Assist in delivery of on-the-job training to provincial treasury staff
• Assist in liaison activities with Provincial Administration
• Assist the provinces to meet their financial reporting requirements as laid out by the
Organic Law
• Assist the PSAs in their mentoring and coaching role
Qualifications and Experience:
• Near completion of university degree in Business Administration, Public
Administration, Accounting, or related field
• Grade Point Average of at least xxx
• Familiar with Financial Management systems and processes in contexts of Provincial
Level governance as well as issues related to decentralization in Papua New Guinea
• Ability to plan, organize, and execute specific tasks with good time management
skills;
• Well-developed inter-personal and communication skills (tact and discretion; public
presentation skills, gender and cultural sensitivity);
• Ability to adapt readily to living, working, and learning in a provincial environment
• Fluency in written and spoken English; strong analytical skills; and ability to write
clearly and concisely;
• Proficiency in standard Computer applications (MS Office, Internet, Email)
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Provincial Capacity Building Project - PCaB
Annex 6: Terms of Reference IT Support Technician
Post Title: IT Support Technician/System Administration Trainer
Project Name and Number: Provincial Capacity Building Project
Duty Station: All PNG Provinces
Duration of Appointment: 12 months fixed term
Starting Date: October 2004
Project Background:
Under Phase 1 of SPFMT, computers and a Local Area Network (with associated
training) were installed in the Provincial Treasury Offices. Refresher training in Local Area
Network (LAN) and Systems Administration will assist to embed the skills transfer and make
this sustainable.
Supervision:
Direct Supervisor: PCaB Project National Coordinator
Content and methodology of supervision: The incumbent’s activities and outputs
during the assignment will be identified, monitored, and evaluated based on an overall and
quarterly results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables against which the performance of the incumbent will
be appraised and evaluated.
Duties and Responsibilities:
The IT Support Technician/System Administration Trainer will be responsible for
retraining Provincial Treasury Office counterparts in the management and maintenance of the
LAN to enable maximum usage and benefits to be realized.
The specific duties and responsibilities during the assignment would include, but not
be limited to, the following:
• Conduct a site survey in each of the 19 Provincial Treasury Offices to determine the
status of the equipment and training requirements and collate this into a master
document for administration purposes
• Conduct necessary PC hardware repairs (if any).
• Check wireless connectivity security in the sites with wireless equipment and re-
establish this as necessary.
• Establish file-sharing capabilities.
• Establish and maintain an effective virus protection strategy for all PCs
• Service the associated printing equipment and train staff in essential maintenance
procedures.
• Install new software that has become available since the initial installation (for
example, ICDL and PFMTP Training Materials).
• Establish a software library system using the LAN.
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• Perform administrative task like and setting security configurations for PCs and other
related devices and advanced user boot up passwords.
• Support the LAN systems administrator.
• Provide basic training to counterparts in email and Internet use.
• Provide training to key users (including the Provincial Treasurer) in each of the above
so that sustainability is maximized.
Qualifications and Experience:
• Professional training and experience in LAN/WAN and TCP/IP Networking and
knowledge in Microsoft Windows and Network Systems Administration
• Highly developed interpersonal skills
• Experience in providing on-the-job training and mentoring
• Report writing skills
• Highly developed time management and resource management skills
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Annex 7: Terms of Reference Web Designer
Post Title: Website Development and Training
Project Name and Number: Provincial Capacity Building Project - PCaB
Duty Station: Port Moresby
Duration of Appointment: 3 months fixed term
Starting Date: January 2005
Project Background:
FMIP intends to establish a website for the Department of Finance (with web pages for FMIP
as a sub-set of this) that can be accessed by stakeholders and interested persons. Preliminary
work to develop the website has been commenced with some seed funding from FMIP. The
site must be developed in close consultation with key stakeholders. It will need to include a
security system to restrict access to some parts of the site.
Supervision:
Direct Supervisor: PCaB Project National Coordinator
Content and methodology of supervision: The incumbent’s activities and outputs
during the assignment will be identified, monitored, and evaluated based on an overall and
quarterly results-oriented workplans to be established at the beginning of the assignment. The
workplans include specific deliverables against which the performance of the incumbent will
be appraised and evaluated.
Duties and Responsibilities:
The Web Site Designer will be responsible for the development of the DoF/FMIP website and
to train departmental staff in website maintenance and updating.
The specific duties and responsibilities during the assignment would include, but not limited
to, the following:
• Conduct a survey of the work undertaken to develop the DoF/FMIP website to
determine the status of the website and training requirements.
• Refining the design the concept of what the site will contain, how it might look and
the means of navigating around it.
• Preparing a scoping document that sets out the proposed layout and content, the
resources required, a work plan for implementation of the site and proposals for
ensuring its sustainability. It is envisaged that this phase be completed within one
month of commencement.
• Following the above, the second part will involve the creation of the site, providing
user and technical documentation. The FMIP Programme Management and a small
group of key users will undertake Testing and acceptance of the site.
• Train staff in essential maintenance procedures.
• Establish administration rights and advanced user access passwords.
• Provide basic training to counterparts in website updating the website.
• Provide training to key users in each of the above so that sustainability is maximized.
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Qualifications and Experience:
• Professional training and experience in website design and development
• Highly developed interpersonal skills
• Experience in providing on-the-job training and mentoring
• Report writing skills
• Highly developed time management and resource management skills
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Annex 8: Terms of Reference of the IFMS study tour
1. Public Sector Financial Management Reforms are occurring around the globe and are
characterized by:
a. Legal and regulatory reforms
b. Decentralization
c. Capacity building and training
d. Establishment of medium term expenditure plans or frameworks
e. Introduction of output focused budgets
f. Utilization of technology to improve fiscal planning and execution through
integrating financial management systems into one, comprehensive framework
commonly called an Integrated Financial Management System (IFMS).
2. The Government of Papua New Guinea (GoPNG) has been advancing many of these
reforms over the past several years through a number of programmes, most notably the
Financial Management Improvement Programme (FMIP). This programme has advanced
to the point that it is now engaged in the evaluation and selection of an IFMS software
package
3. Procurement, implementation and ultimately managing an effective and efficient
Integrated Financial Management System (IFMS):
• is a complex and expensive undertaking
• spans several years
• will effect almost every area of financial management across all levels of government
• has the potential to make significant advances to the country’s abilities to manage the
public’s financial resources
• has the potential to win praise for the political and bureaucratic leadership of a
country
4. Selection of the appropriate IFMS package, including the contractors who will install the
package is critical to realizing the potential benefits of an IFMS and ensuring value for
money.
5. It is recommended that a study tour be undertaken by selected members of the IFMS
Evaluation Committee from the Government of PNG to support the evaluation and
selection process. The Evaluation Committee is comprised of key users from the main
divisions of the Departments of Finance Planning and Treasury affected by the IFMS.
They have had limited exposure to modern financial management systems and lack
experience in implementing systems of the proposed magnitude of the IFMS.
6. In order to be cost effective, the Study Tour should be confined to the key stakeholders
who form the IFMS Project Management Team and/or the IFMS Evaluation Committee.
7. The study tour should visit various jurisdictions that are implementing or have
implemented IFMS packages that have been proposed and are currently being evaluated.
The Client Reference List provided by the Bidders should be used to select those
installations that the key stakeholders who form the IFMS Project Management Team
and/or the IFMS Evaluation Committee wish to visit.
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8. Benefits of the study tour would be:
a. Support the bid evaluation and selection process by ensuring that the proposed
products can deliver the required functionality in a similar environment to that of
the Government of Papua New Guinea.
b. Provide insights into potential benefits (and hazards) of the proposed applications.
c. Learn about different approaches to sustainability issues, such as:
i. IT support
ii. Communications (MAN/WAN/LAN) support
iii. Recurrent costs and funding issues
d. Discuss techniques and lessons learnt regarding rollouts to sub-national levels of
government.
e. Strengthen the Government’s negotiating position for the IFMS contract
negotiations.
9. It is intended that the study tour should take place in October/November 2004 – in time to
inform the selection process and the design of the revised technical requirements for Stage
2 of the procurement process. The tour should not exceed three weeks duration.
10. A budget for the Study Tour would have to be developed and funding sought, however,
the Study Tour should not exceed USD $40,000.
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