Wednesday, March 3, 2010

Ministry of State Administration and Territorial Management (MSATM), Management Information System Expert, Deadline March 17, 2010.


Direcao Nacional de Administracao e Financas
Job Title: Management Information System Expert
Reporting to: PMU - Ministry of State Adminstration and Territorial Management
Duration: 25 days
Location: Ministry of State Adminstration and Territorial Management (MSATM)

1.      The Ministry of State Administration and Territorial Management (MSATM) of the Government of Timor-Leste (GoTL) is seeking a qualified and experienced Management Information System (MIS) expert to assist MSATM and the Secretary of State for Youth and Sports (SSYS) to design a MIS for their respective departments.  
1.      Background

2.      MSATM is working with the SSYS on the World Bank-financed Youth Development Project (YDP).  The YDP is designed to address the issues of youth exclusion from communities and from local development processes, and was developed in response to the “youth crisis” and the seminal role that youth played in the 2006 political crisis.
3.      The YDP has two components: the first component supports the SSYS to operationalize the National Youth Policy by: (i) strengthening its institutional capacity to develop, implement and coordinate policy and programs relating to its mandate; and, (ii) enhancing its ability to work with youth groups, organizations and youth centers, and support youth initiatives.  The second component supports the MSATM and SSYS to establish a mechanism to identify and distribute small grants to youth in rural villages (sucos) and hamlets (aldeias) via the MSATM’s local government platform.
4.      The MIS Expert will work in the MSATM with some travel to pilot districts.
2.      Objectives

5. The objectives of the consultancy are to assist both the MSATM and SSYS to design and install a simple MIS based on the M&E Frameworks.  The systems should be modular in nature, user-friendly and sufficiently adaptable so as to allow the incorporation of future government programming and MIS needs.
3.      Scope of Work / Methodology

Task #1: Design Management Information System for MSATM
6.      This MIS Expert is required to equip MSATM with a user-friendly MIS. This assignment covers the design and installation of both systems and support to the project team in MIS implementation. The MIS will be based on the design parameters specified in the M&E Framework and developed by the M&E Experts hired separately.
7.      The MSATM will establish a new computerized MIS with appropriate user-friendly data input, reporting templates and User Manual in order to facilitate the general performance monitoring and reporting.
8.      Specially designed MIS software applications will be developed, enabling the DNDLOT and PMU staff to automatically update the database based on all the reports, information and data collected from the field on overall project performance and concrete progress by activity and component. The MIS will represent the basis for the preparation of the project reports as well as a learning tool that will enable adjustments of the activities part of the project implementation.
9.      The consultant will integrate the above reporting templates in the MIS so that the MIS, once fed with data for the given reporting period, could generate the reports automatically. The automatic preparation of the reports by the MIS will decrease the time needed for data calculation and evaluation, will increase the accuracy of the final data and will guarantee higher level of objectivity and transparency.
10.  In order to reflect the overall progress report and report by components, the reporting templates in the MIS will be designed to draw information from all the data entered in the MIS from the various reports collected by the Ministry.
Task #2: Install  Management Information System at MSATM
11.  Once the software package is ready, the consultant will install the software, test it and deliver training to the MIS Coordinators and other relevant staff.
12.  The consultant will make a follow up trip 3 months after installation of the system to monitor the progress of the MIS implementation and provide assistance if necessary.

4.      Outputs

13.  Documentation for each task is as follows:
14.  MIS Design (Tasks 1)
15.  The expected results of the design are the following:
  • Detailed report templates
  • Accessible MIS User Guide, including:
§         A detailed description of the database structure, with descriptions of all tables and their links;
§         Examples and templates for all the forms, reports, and summary-tables to be produced by the system, all of which should be in a simplified format and focused on key project outcomes or management decision-making needs;
§         A detailed description of the information flows in the project;
§         A list of the system users and a detailed description of their information needs;
§         Detailed description of the communication network on which the system will rely;
  • An estimated schedule for the development and installation of the management information system;
  • A more detailed work plan for development and implementation;
  • Technical specifications for the required equipment and software;
  • Review of the tools once the development and implementation are completed.

16.  MIS Installation and Training (Tasks 2)
  • Demonstration of a functioning MIS, through test data input and reports;
  • Training activities for project and government staff on MIS utilization.
  • Subsequent visit to monitor progress, make improvements and provide additional training as necessary.

5.      Time Schedule and Reporting Requirements

17.  Tentative time schedule to complete the task is 25 working days. Reporting requirement depicted below shall be presented in both Hard and Soft copies. The consultant will report directly to the Project Management Unit (PMU, component 2) and Technical Working Group, which is co-chaired by the Head of the PIU (Component 1) and the Head of the PMU (Component 2).
Table: Reporting schedule
Submission schedule
Consultancy work schedule
3 days after contract signing
Submission of First Drafts of MIS design
15 days after contract signing
Submission of First Draft of installation and Training Materials
18 days after contract signing
Completion of training
20 days after contract signing
Submission of Final MIS design, User Guides and necessary formats
25 days after contract signing

6.            Qualifications of consultants

18.  The following qualifications are required:
·        Proven experience of at least five years in designing and in-depth knowledge of Management Information Systems for local and community development projects and government institution.
·        Proven experience of at least 5 years in relational database design
·        Experience in training government staff in monitoring, evaluation and MIS systems
·        Experience in writing user guides for MIS
·        Extensive experience in web design or IT software functionality
·        Extensive experience in client-server architecture
·        Knowledge of standard administrative tools
·        Excellent communication skills
·        Ability to work in a team.
·        Proficiency in any of Portuguese, Bahasa Indonesia or Tetum an advantage.

7.            Costs, Fees and Payments

a.      Consultant’s fee

19.  The consultant will submit a lump sum contract based on a detailed requirement of the consultancy and will not claim any additional payments to compensate for any loss due to price escalation or any unforeseen situations, and the assignment is expected to require 25 working days.

    1.  Schedule for payment and cost estimates

20.  The amount and schedule for payment of fee to the consultant will be in accordance with the terms and conditions of the contract agreement made between the client and the consultant. However, the following schedule shown below will be used as a basis for further negotiation.

Schedule of Payment

Percentage of Total Consultancy Cost
Upon contract signing and presentation of work schedule
Upon submission and acceptance by the GoTL of the draft outputs (MIS design, User Guide, training materials, necessary formats)
Upon submission and acceptance by the GoTL of the final outputs (MIS, User Guide, training materials, necessary formats)

8.            Expected GoTL Input

21.  MSATM are expected to avail all necessary inputs such as providing background documents, facilitating cooperation of stakeholders. MSATM is also committed to ensuring timely review of draft reports, as well as ensuring timely payment.
Interest candidate; please submit your application composed of; cover letter, newest CV and copy of education certificate and other relevant supporting documents to:
Director Direcao Nacional de Administracao e Financas (DNAF), Ministry of State Administration and Territorial Management (Estatal)
Rua: Jacinto Candido, Colmera, Dili.
Phone#: 727 3202

The deadline for submission of application is March 17, 2010.