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Ядуурлыг бууруулах Японы сангийн буцалтгүй тусламжаар Азийн хөгжлийн банктай хамтран Нийслэлийн Засаг даргын Тамгын газар хэрэгжүүлэх “Улаанбаатар хотын хүнсний хог хаягдлыг дахин боловсруулах төсөл”-ийн хүрээнд дараах таван ажлын байрыг зарлалаа.

Материал хүлээж авах эцсийн хугацаа 2020 оны гуравдугаар сарын 6-ны өдрийн 16:00 цаг.

VACANCY ANNOUNCEMENT

The Government of Mongolia (GOM) has received financing from the Japan Fund for Poverty Reduction through Asian Development Bank (ADB) toward the cost of the Ulaanbaatar Community Food Waste Recycling Project. The objective of the project is to help the Municipality of Ulaanbaatar (MUB) conduct food waste recycling with community participation, to improve living environment, reduce health risk, reduce greenhouse gas emission, and provide opportunities for new business and jobs, particularly for the poor, through pilot projects. More information about the project can be obtained from https://www.adb.org/projects/51102-001/main.

1. PROJECT COORDINATOR

A. Scope of work

The Project Coordinator will be responsible for successful implementation of the project through effective management, coordination and monitoring of all project activities under the supervision of the MUB. The Project Coordinator will work closely with the MUB, Ministry of Finance (MOF), ADB, JFPR and other stakeholders involved in the project implementation. Required inputs are 48 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with the Resolution 176 of the GOM.

B. Detailed Tasks and/or Expected Output

The Project Coordinator will lead the Project Implementation Unit (PIU) and be responsible for overall and day-to-day management of project implementation in accordance with the grant agreements and project administration manual (PAM) and MUBs’ requirements. The Project Coordinator will coordinate all project management activities and ensure that the project outcome and outputs are achieved in a timely and proper manner. The Project Coordinator will report to the MUB on overall project implementation and perform following duties, but not limited to these only:

(i) responsible for day-to-day management, coordination, liaison and supervision of all project activities, and report to the MUB, ADB and other stakeholders;

(ii) ensure the implementation and compliance with the covenants of the project agreements;

(iii) prepare the project management plan throughout the project life cycle, describing the legal framework, the management structure (PIU, IA and other involved parties), elaborating social aspects and benefits of the project and finalize approaches for project management;

(iv) establish cooperative relationships and agreements with the MUB including the implementing agency (IA), project steering committee, and other stakeholders relevant for effective project implementation and visibility of project impacts;

(v) assist the MUB including the IA in executing the grant agreement, supervising and monitoring project implementation, and communicating with ADB;

(vi) monitor compliance with the grant agreement and PAM, assess key implementation issues, and make recommendations for improvement;

(vii) advise and support ADB missions, lead and participate in meetings for ADB missions, coordinate participation in ADB missions from the MUB including the IA, central government ministries, and other stakeholders;

(viii) supervise and coordinate with PIU staff, consultants, contractors, and stakeholders to facilitate project implementation and progress in accordance with proposed plans, schedules, budgets and projections so that the project is properly and timely implemented according to the original schedule with expected quality;

(ix) ensure that the PIU and the other consultants will conduct proper stakeholder consultation, participation, and communication, including information dissemination and meetings;

(x) regularly update the project implementation schedule and budget in consultation with ADB, the MUB including the implementation agency, and project steering committee;

(xi) report to ADB, the MUB including the IA, and project steering committee in a timely manner on project implementation progress and issues and respond to their guidance;

(xii) prepare quarterly project progress reports, by filling-in the format provided or accepted by ADB, MOF, MUB and other stakeholders consolidating inputs from other PIU staff and consultants and send the reports to these organizations in a timely manner;

(xiii) assess the institutional and project risks during project implementation and determine main risk factors and take necessary presumptive risk mitigation measures;  

(xiv) perform any other tasks required by MUB including the IA, ADB and roles and responsibilities stated in the Resolution 176 of The GOM and PAM.

C. Required Qualifications, Skills, Expertise and Experience

(i) a university or higher degree related to general administration (e.g., economics, business administration, and public administration) and/or waste management;

(ii) at least 10 years of experience in project coordination for projects financed by ADB or other international organizations; 

(iii) demonstrated ability to manage a team, prepare reports, and work with governments, private companies, communities, and civil society organizations; 

(iv) demonstrated ability to facilitate meetings and negotiations with a wide range of stakeholders, especially governments, private companies, communities, and civil society organizations; 

(v) A solid understanding of project implementation policies and procedures adhered by the Government and ADB;

(vi) Knowledge and experience public procurement procedure of the Government and procurement policies and procedures of ADB and other IFIs; 

(vii) Should hold A3 Public procurement certificate; 

(viii) proficiency in written and spoken English and Mongolian;

(ix) good computer skills. 

2. PROJECT MONITORING AND EVALUATION, SOCIAL, AND GENDER SPECIALIST

A. Scope of work

The Specialist will be responsible for effective implementation and monitoring of the overall project implementation and social, gender and communication activities through meaningful consultations and engagement with project stakeholders and communities. The Specialist will work closely with PIU staff and project consultants and report to Project Coordinator and if applicable, to MUB, Ministry of Finance, ADB and JFPR. Required inputs are 48 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with the Resolution 176 of the GOM.

B. Detailed Tasks and/or Expected Output

Under the supervision of the project coordinator, the project monitoring and evaluation, social, and gender specialist will be responsible for (i) ensuring project implementation towards the targets specified in the DMF and GAP; (iii) ensuring effective M&E of project activities; and (iii) implementing the GAP and monitoring relevant gender and social targets. Specific duties include the following.

(i) Ensure that all PIU staff, all other consultants, officials of the MUB including the IA, project steering committee members, and other relevant stakeholders are aware of and understand the indicators and targets set in the DMF and GAP, and compliance requirements and procedures set in the PAM and grant agreement.

(ii) Finalize formats for quarterly project progress reports and project completion report acceptable to ADB, MOF and MUB.

(iii) Establish and maintain or update monitoring systems for the DMF, GAP, and pilot projects, particularly for data recording and collection including formats.

(iv) Ensure that all PIU staff, other consultants, officials of the MUB including the IA, and other relevant stakeholders provide updated information and progress toward the targets set in the DMF and GAP and requirements set in the PAM.

(v) Carry out targeted consultation activities, including consultations with women, and ensure that households and beneficiary groups for the pilot projects are selected and adequately consulted in pro-poor, participatory, and gender sensitive manners.

(vi) Work closely with other PIU staff and take a lead role to implement the GAP and achieve the project’s gender and social targets.

(vii) Conduct M&E of the pilot projects at the end of each year from 2021 to 2023, including reduced food waste quantity and impacts on existing landfills and people's living environment and health, number of people employed for composting and their income increased, amount of compost produced and sold, etc.; and provide the results of the M&E to the project coordinator for consolidation into quarterly project progress reports and project completion report.

(viii) Conduct M&E on the indicators set in the DMF and GAP, by carrying out surveys, collecting sex-disaggregated data, and analyzing gender and social development issues, and provide the results of the M&E to the project coordinator for consolidation into quarterly project progress reports and project completion report.

(ix) Monitor compliance with the grant agreement and PAM and provide the results of the monitoring to the project coordinator for consolidation into quarterly project progress reports and project completion report.

(x) Advise other PIU staff and relevant stakeholders on gender and social issues and recommend appropriate actions.

(xi) Perform any other tasks for project M&E and social and gender development required by the project coordinator, MUB including the IA, or ADB.

C. Required Qualifications, Skills, Expertise and Experience

(i) a university or higher degree in social science and/or a field related to project M&E and social and gender development; 

(ii) at least 5 years of experience in M&E and social and gender development for projects funded by ADB or other international organizations; 

(iii) a solid understanding of project implementation policies and procedures adhered by the Government and ADB;

(iv) demonstrated capacity to work collegially and creatively within a team as a leader and with partners; and excellent communication, interpersonal and team work skills; 

(v) proficiency in written and spoken English and Mongolian; 

(vi) good computer skills.

3. PROCUREMENT AND CONTRACT MANAGEMENT SPECIALIST

A. Scope of work

The Procurement and Contract Management Specialist will be responsible for carrying out overall procurement activities and contract management activities of the project under the supervision of the Project Coordinator and ensure that procurement, consultant recruitment and contract management is conducted in accordance with the policies and procedures of the GOM and ADB. The Specialist will report to Project Coordinator, and if applicable, MUB, MOF and ADB. Required inputs are 48 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with the Resolution 176 of the GOM.

B. Detailed Tasks and/or Expected Output

Under the supervision of the project coordinator, the specialist will conduct procurement, consultant recruitment, and contract management in a timely manner, in accordance with ADB Procurement Policy (2017, as amended from time to time), Procurement Regulations for ADB Borrowers (2017, as amended from time to time), and other relevant laws and regulations. Specific duties include the following.

(i) ensure that project procurement is conducted in accordance with policies and procedures of the ADB and the GOM;

(ii) ensure that the project’s procurement plan is implemented and updated as needed based on the project’s implementation progress; 

(iii) prepare periodic updates to the procurement plan under the guidance of the MUB, ADB and Steering Committee and undertake the relevant approval processes for finalization and constantly report to the project stakeholders; 

(iv) organize project procurement in accordance with the approved plan and provide assistance to the bid evaluation committee in the tendering process;

(v) organize consulting services recruitment process and provide assistance to the consultant selection committee;

(vi) liaise with ADB staff as required and submit the procurement documents for ADB’s review and approval; 

(vii) assist the Project Coordinator in monitoring the procurement and consulting recruitment process and prepare periodic projections and status reports on contract award and disbursements; identify issues in shortfalls in contract award and disbursements, and undertake the remedial actions;

(viii) throughout the process, assist the Project Coordinator to define procurement risks and means and measures to mitigate and/or avoid potential risks and collaborate closely with the government agencies responsible for procurement activities as needed;

(ix) Assist the financial specialist to establish and maintain a project accounting management system and a systematic filing and asset management system, so that (a) records of procurement, consultant recruitment, and contract management are integrated into the management systems, and (b) files and assets can be handed over to the IA at project completion.

(x) Conduct management of contracts for civil works, goods, and consulting services, including, but not limited to, supervision and inspection of activities under contracts; payments to contractors, suppliers, and consultants; and contract variations.

(xi) Document activities related to the procurement, consultant recruitment, and contract management and file these in a systematic and timely manner, in the agreed formats under the project accounting management system and the systematic filing and asset management system.

(xii) Perform any other tasks related to the project for procurement, consultant recruitment, and contract management required by the project coordinator, MUB including the IA, or ADB.

C. Required Qualifications, Skills, Expertise and Experience

(i) a university or higher degree in business administration, accounting, public administration, and/or a related field; 

(ii) at least 5 years of experience in procurement and consultant recruitment for projects funded by ADB or other international organizations; 

(iii) demonstrated qualifications and/or training in procurement; 

(iv) knowledge on ADB Procurement Policy (2017, as amended from time to time) and Procurement Regulations for ADB Borrowers (2017, as amended from time to time); 

(v) Should have A3 Public procurement certificate;

(vi) Demonstrated capacity to work collegially and creatively within a team as a leader and with partners; and excellent communication, interpersonal and team work skills; 

(vii) proficient command of Microsoft Word and Excel;

(viii) proficiency in written and spoken English and Mongolian.

4. FINANCIAL SPECIALIST

A. Scope of work

The Financial Specialist will be responsible for carrying out overall financial management and disbursement activities of the project under the supervision of the Project Coordinator and ensure that financial management and disbursement procedures are conducted in accordance with the policies and procedures of the GOM and ADB. The Specialist will report to the Project Coordinator, and if applicable, MUB, MOF, ADB and JFRP. Required inputs are 48 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with the Resolution 176 of the GOM.

B. Detailed Tasks and/or Expected Output

Under the supervision of the project coordinator, the Financial Specialist will conduct efficient financial management, particularly payment and disbursement operations, for the project, in accordance with ADB’s Loan Disbursement Handbook (2017, as amended from time to time), the grant agreement, PAM, ADB’s other policies and guidelines, and MUB’s requirements. Specific duties include the following.

(i) Efficiently execute financial procedures and processes and ensure proper management and disbursement of the project funds following a sound accounting, budgeting, financial control and audit procedures in line with policies and procedures of ADB and the GOM;

(ii) Ensure that the project’s Financial management action plan is implemented and updated as needed based on the project’s implementation progress;  

(iii) Establish and maintain an accounting management system for the PIU. In agreement with the MUB, particularly Project Management and Regulation Department, Capital City Governor’s Office, identify and select a financial management software to be used for the accounting management system, which is acceptable to ADB and the MUB, supported by maintenance of hard-copy ledgers and records.

(iv) Establish and maintain a systematic filing and asset management system at the PIU and file project activities related to financial management, procurement, consultant recruitment, and contract management into the system in a systematic and timely manner, together with all other relevant documents, for future transfer to the IA and audit of files and assets.

(v) Prepare budgets and projections in line with project planned activities, and update the budget based on revised project activities to ensure the budget is realistic reflection of planned activities;

(vi) Maintain the project bank account(s) and ensure all financial transactions are booked and recorded timely and accurately and prepare and compile financial reports that are compliance rules and procedures of GOM and ADB;

(vii) Prepare withdrawal applications, statement of expenditure and supporting documents in accordance with ADB disbursement guidelines and the government procedures;

(viii) Monitor the project expenditures, prepare and consolidate all request for payments based on review and control of all payment documents, invoices, and supporting documents and carry out the process of approval for payment release;

(ix) Assist the MUB in preparing terms of reference for and recruiting auditor(s) for annual project auditing and provide full cooperation and inputs during the auditing.

(x) Respond to reviews of and/or requests for financial information by the MOF, MUB, and ADB, as necessary, during project implementation.

(xi) Prepare annual budgets and disbursement projections during project implementation in coordination with the IA, consultants recruited for food waste recycling, and the PIU procurement and contract management specialist.

(xii) Provide the project coordinator with data and information on financial management, for consolidation into quarterly project progress reports and project completion report.

(xiii) Prepare periodic financial statements and reports for internal and external audits, and take prompt remedial actions in respect to irregularities detected by the Auditor;

(xiv) Ensure that all documents, information, and supporting materials are kept in safe custody and are readily made available to the ADB and the auditors;

(xv) Perform any other tasks for financial management required by the project coordinator, MUB including the IA, or ADB and JFPR.

C. Required Qualifications, Skills, Expertise and Experience

(i) Minimum of Master’s degree in accounting, finance, public finance management or related fields;

(ii) at least 5 years of experience in financial management for projects funded by ADB or other international organizations; 

(iii) demonstrated qualifications and/or training in financial management; 

(iv) demonstrative work experience in project financial management with ADB or other international development organizations;  

(v) a solid understanding of project implementation policies and procedures adhered by the Government and ADB;

(vi) excellent communication, interpersonal and team work skills;

(vii) proficient command of Microsoft Word and Excel; and 

(viii) proficiency in written and spoken English and Mongolian.

5. ADMINISTRATION OFFICER

A. Scope of work

The Administration Officer is responsible for overseeing and organizing the implementation of administrative, logistics and research works of the PIU under the direct supervision of the Project Coordinator. The Administration Officer will report to the Project Coordinator, and if applicable, MUB and MOF. Required inputs are 48 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with the Resolution 176 of the GOM.

B. Detailed Tasks and/or Expected Output

The Administration Officer will report to the project coordinator. Specific duties include the following.

(i) organize and administer the PIU office;

(ii) provide support to the PIU staff, including preparation of correspondence, arrangement of translation services, arrangement of meetings and workshops, and, photocopy and transcription;

(iii) monitor the condition of PIU office equipment and materials and regularly report any maintenance issues to the project coordinator;

(iv) take minutes of meetings, and prepare various reports, memos, letters, presentation and other documents, using word processing, spreadsheet, MS project, MS power point, database, etc.;

(v) assist the PIU in developing periodic work plans, in coordinating and implementing planned activities and in improving the availability, quality and utilization of project services among stakeholders;

(vi) assist in planning, preparation and administration of various meetings, trainings and workshops, public outreach campaigns, conferences, taking minutes, and making logistical arrangements;

(vii) be responsible for day-to-day project correspondence, information sharing and establishing and maintaining filing and archiving system of PIU;

(viii) assist in the preparation of ADB missions and render logistical support;

(ix) Conduct necessary studies and research and compile and analyze data and information, and update briefs, records and other documents;

(x) Review project practices and procedures in order to determine whether improvements can be made in areas such as workflow and reporting procedures; 

(xi) Perform any other tasks required by the project coordinator, MUB including the IA.

C. Required Qualifications, Skills, Expertise and Experience

(i) Bachelor’s degree or above, majored in public or business administration, economics, foreign languages or other related area;

(ii) at least 3 years of administration experience; 

(iii) strong knowledge and ability to use word processing, accounting and internet software;

(iv) demonstrated experience in similar positions for other international projects;

(v) English speaking and writing fluency; 

(vi) good translation skills;

(vii) good planning and report/minutes/memo writing skills is required;

(viii) ability to organize, prioritize and schedule work assignments;

(ix) strong sense of integrity and team working skill are essential;

(x) ability to work well with all levels of internal management and staff, as well as outside counterparts in a fast-paced environment, while remaining flexible, proactive and resourceful;

(xi) ability to effectively and efficiently handle multiple, simultaneous and complex tasks and projects with high attention to details;

(xii) high level of computer literacy (MS Word, MS Excel, Power Point, MS Outlook) is a must;

(xiii) demonstrated interpersonal and communication skills.

APPLICATION SUBMISSION PROCEDURE

Interested candidate should submit an application consisting of the following documents, prepared in English and Mongolian language:

(i) cover letter explaining the reasons for applying to the position, describing how the candidate’s qualification, skills and work experiences meet the selection criteria;

(ii) curriculum Vitae in English (using ADB format for individual consultants) and Mongolian, with recent photo taken within last 6 months;

(iii) reference letters from previous employers;

(iv) notarized copies of diplomas and relevant certificates;

(v) copies of the Labor and Social Insurance books (first page and subsequent pages indicating the employment mobility);

(vi) copy of national citizenship ID;

(vii) any other relevant supporting documents.

All documents should be enclosed in a sealed envelope that indicates the applied position, and delivered to the below address by 4:00 PM on 06 March 2020.

Attn: Mrs. Purevjav B, 

Head of Project Management and Regulation Department

Office #301, The Capital City Governor’s Office

Sukhbaatar square 6, 1st khoroo, Chingeltei district 

Ulaanbaatar 15160, Mongolia

Tel: 976-11-323304

Please note that the submitted documents will not be returned to the applicants. Only short-listed candidates will be contacted.