Job – Planning and Financial Management Capacity Building Programme – TimorLeste

Planning and Financial Management Capacity Building
Programme – Timor-Leste

The Planning and Financial Management Capacity Building Programme (PFMCBP) is a multiyear,
multi-donor program aimed at strengthening the planning, budgeting, public expenditure
management and revenue administration for growth and poverty reduction, in Timor-Leste.

The program encompasses expenditure, revenue, and macroeconomic functions, together with
support for executive management of the Ministry, Ministry-wide systems, and program
implementation.

The PFMCBP is executed by the Government of Timor-Leste and managed and implemented
by the Ministry of Finance. The World Bank is the key supporting agency.
The PFMCBP is searching for an international Advisor based on the following terms of
reference:

Job Title: Accounts and Payments Technical Adviser

Reporting to: Director of the Program Services Branch1

Minister of Finance

Counterparts: Head of the Treasury

Duration: 1 year, renewable

Location: Ministry of Finance

Background

1. Since the restoration of independence in 2002, the Government of Timor-Leste (GoTL)
has made steady progress in building its public financial management system. The
Government is conscious of the key role of the public financial management system for
growth, service delivery and poverty reduction. Similarly, it recognizes the current
fragility of institutions responsible for formulating plans, budgeting, budget execution,
revenue collection, monitoring and audit in the face of the huge challenges posed by the
rapid expansion of the budget and increased petroleum sector activity.

2. Early capacity building initiatives undertaken by the Government focused
understandably on getting the public financial management system up and running.
With such focus, the system that was established remains heavily reliant on the
presence of international advisers, who have largely focused on in-line performance
and, to a limited extent, on the transfer of skills.

1 While this position is not filled-in, the Technical Advisor shall report to the Head of the Treasury Directorate.

3. With the 2006 entry of the 4th Constitutional GoTL, a more focused approach on
capacity-building is envisaged. This will be pursued without negating the scheme
adopted by its predecessor which went beyond the transitional substitution of
international for local expertise and focused on an integrated approach to institution
building that relies on the three pillars of capacity building: skills and knowledge;
systems and processes; and attitudes and behaviors.

4. Through integrated capacity development based on the three-pillar framework, the
objectives for the PFM function are (i) improved service delivery, both to internal
clients and to the public; and (ii) to create a sustainable Planning and Finance
Management (PFM) system that would be increasingly managed and run by national
staff, with the number of international advisers decreasing over time as national staff
take on increasing responsibility.

The Planning and Financial Management Capacity Building Program (PFMCBP)

5. The Government in late 2006 signed a multi-donor program aimed at strengthening the
planning, budgeting, public expenditure management and revenue administration for
growth and poverty reduction.
6. The PFMCBP was designed as a coordinated program of targeted capacity building in
planning and financial management, for financial management staff in the core
ministries responsible for planning and finance, the line ministries and in the districts.
The program encompasses expenditure, revenue, macroeconomic functions, together
with support for executive management, Ministry-wide systems, and other program
implementation related activities.
7. The program is managed and implemented by the Government of Timor-Leste (GoTL)
through Annual Action Plans and Annual Results Frameworks.
The Ministry of Finance
The Ministry of Finance is the Government’s main body responsible for the design, execution,
coordination and assessment of the policies defined and approved by the Council of Ministers,
along the areas of budget and finance and the Government’s annual planning and monitoring of
their programs. The Ministry’s responsibilities include:
.. Propose macroeconomic, monetary and exchange-rate policies, in collaboration
with the central bank;
.. Propose policies and draft laws and regulations on tax and non-tax revenues,
budgetary framework, procurement, public accounting, public finance, auditing
and control of the State treasury, issuing and management of the public debt;
.. Administer the petroleum fund of Timor-Leste;
.. Work in cooperation with the Ministry of Foreign Affairs to coordinate the
relationship of Timor-Leste with the donors;
.. Manage the external public debt, the State’s stakes in companies and external
assistance, coordinate and define its financial and tax aspects;
.. Manage the State’s assets, without prejudice to the powers of the Ministry of
Justice in terms of real estate assets;
.. Compile and publish official statistics;
.. Implement the budget allocated from the State Budget;
.. Draft the necessary regulations and perform financial control over the expenses
of the State Budget that are allocated to other ministries, in view of pursuing a
policy of granting greater financial autonomy to the services;
.. Look after the good management of the funds transferred from the State Budget
to bodies that are indirectly administered by the State and by the local
government bodies, through audits and monitoring;
.. Administer and promote international technical assistance in terms of technical
advisory for State bodies, except for the areas of human resources training;
.. Set up collaborative mechanisms with other Government bodies to improve
coordination along related areas of concerns.
In a recent report on the present status and challenges faced by the Ministry of Finance, it was
noted that the overall condition of the Ministry is fragile; that systems and procedures installed
in 2000-2001 require renovation; that technical assistance lacks integration and that its primary
capacity will depend on staffing key positions with qualified people.
The report recommended actions for the short term, through to the end of 2008, to improve the
effectiveness of the Ministry and ensure that it can play its proper role as the government seeks
to ameliorate the social and economic conditions of the country.
The Ministry, in response to this report’s assessment and recommendations, has deemed that
2008 will be a year of consolidation of basic functions, as well as the period in which the
ministry determines what needs to be done in the medium to longer term, 2-5 years, to improve
administrative capacity in finance.
The report made various proposals to improve transparency information sharing within the
MoF and with MoF’s clients. These proposals drew on experience in the Canadian Ministry of
Finance which promotes frequent consultation across the ministry as a whole, at the senior
management level and a form of cascading of such consultation throughout the ministry and
with major client groups elsewhere in Government.
The Senior Management Team
As an initial step in this restructuring process, a Senior Management team will be created
within the Ministry. The team will comprise of the Minister, the Chief of Staff, the Directors
and their Senior Advisers, as the case may be, of the four (4) major proposed management
modules (branches) in the Ministry, as follows:
.. Program Branch
.. Revenue Services Branch
.. Financial Management, Policy and Research Services Branch
.. Corporate Support Branch
Objective of the Assignment
The Technical Accounts and Payments Adviser will assist Treasury Officers by accomplishing
the tasks related to Accounts and Payments.
SCOPE OF WORK
In close coordination with the Head of the Treasury and the Director of the Program Services
Branch, the Technical Adviser shall, among others, perform the following:
• Help manage the workload of the Treasury pertaining to accounts and payment issues;
• Support the proper recording on accounting books and FMIS of expenditure and
revenue related with Districts, Line Ministries, Autonomous Organs and Embassies;
• Assist in all relevant matters arise from the management report of the external audit,
pertaining the district operations, embassies advances, reconciliation and revenues
collection;
• Support and advise the monitoring and control over the Embassies, District expenditure
and revenue, the maintenance of the districts’ registers, the accuracy of entries and the
correct use budget line items and accurate and timely reporting and proper
accountability of funds and followed by bank deposits into respective bank accounts.
• Train Treasury District staff members in order to establish sub-treasury offices to assist
in the decentralization process;
• Develop systems and assist staff on bank reconciliation procedures;
• Develop a strong and sound reconciliation bank reconciliation system for all revenues
of the Government of Timor-Leste;
• Evaluate and update the revenue procedures;
• Restore the full function of use of single bank account;
• Conduct workshops and seminars, train and assist national staff in on all matters
relating to accounting, payments, book register and reconciliation;
• Provide managerial and administrative support to ensure the efficient and clientfriendly
function of the Treasury;
• Perform such other duties as may be directed by the Treasury, the Program Services
Branch and the Ministry of Finance.
Capacity Building Program/Activities
The Technical Adviser shall be required to address the transfer of skills that the Timor-Leste
incumbents are expected to acquire through on-the-job training, coaching and mentoring,
among some:
• Develop skills in design and development of Accounting systems;
• Develop competencies in payment procedures;
• Acquire skills in bank reconciliation procedures and methods ;
• Hone skills in numeracy, financial, accounting, audit and managerial competencies;
• Develop familiarity with computerized accounting applications.
Reporting and Schedule of Deliverables
Within the first fifteen (15) working days of the assignment, the Technical Adviser shall
prepare and submit to the Treasury Head, copy furnished the PIO of the PFMCBP, an
implementation work plan together with details of work activities to be accomplished within
the duration of the contracting period. Incorporated in the work plan are specific training,
behavioral and system needs based on the identified areas vital to the deliverables.
This implementation work plan along with its detailed work activities and capacity building
requirements shall be discussed, agreed upon and accepted by the Treasury Head before
implementation.
The Adviser shall then be expected to provide and submit monthly and/or quarterly status
reports, as will be agreed upon in the Unit, on the progress of the completion of the work plan.
At the end of assignment, the Technical Adviser on Accounts and Payments shall submit no
later than five (5) working days before the end of the current contract, an end of assignment
report summarizing work undertaken against the TOR tasks, the degree to which the work has
concluded, and a statement of outstanding tasks, including recommended actions for
consideration by the Client.
Performance Indicators
The satisfactory implementation of the approved implementation work plan by the Technical
Adviser, in accordance with the set out objectives of the PFMCBP.
Performance Evaluation
This position is subject to a regular performance evaluation, the frequency of which will be
established later on, to ensure satisfactory progress in the implementation of the core functions
of the position. The performance evaluation shall be undertaken by the Program
Implementation Unit of the PFMCBP in close coordination with concerned units and branches
of the Ministry of Finance.
The performance of advisers will be monitored and assessed using a harmonized performance
assessment system, and will be based on the government’s three-pillar approach to capacitybuilding
and will take into account the impact of the adviser on capacity of local staff and their
increasing ability to take full responsibility for tasks. Adviser performance will also include
feedback from a range of colleagues.
Facilities to be provided by the Client
The Client shall make available to the Consultant, for the purpose of the Services and free of
any charge, suitable work space including access to other basic office supplies and equipment,
for duration of the Assignment.
Institutional and Organizational Arrangement
The Consultant shall work under the supervision of the Head of Treasury, the Director of the
Program Services Branch and the Minister of Finance.
Qualifications and competencies
• Bachelor’s Degree/ Advanced Diploma in Accounting, Finance and Management.
• At least 5 years technical experience working in accounts and finance particularly in the
areas of payments, receipts and accounts. Experience with the public sector
• Proven managerial and leadership capability
• Demonstrated strong knowledge on integrated accounting systems, such as Freebalance
is an asset.
• Excellent command of English language both spoken and written. Willingness to learn
a second language used in Timor-Leste.
Other Technical and Management Competencies
• Minimum 9 years experience in supervision, control and implementation of government
accounts and treasury functions specifically in the areas of government payment, receipts,
reconciliation, and external & internal audit.
• Knowledge and understanding of International Public Accounting Standards and
procedures.
• Experience in imparting training and conduct of workshops and seminars.
• Experience in computerized government accounting systems.
• Work experience in a developing country particularly in Timor-Leste or in multicultural
international organizations would be an advantage.
Required Personal Characteristics
The selected candidate should:
.. be service-oriented, disciplined, mature, honest, open, transparent, a self-starter,
able to maintain good working relationships with counterparts and other staff
members, and have a strong professional work ethic.
.. have excellent qualifications and substantial experience as a manager of programs
or projects related to PFM.
.. have a good judgment and able to assess situation and render decision taking into
account their political implications.
.. significant leadership experience in the operational work of Government.
Other Skills
.. Strong collegial spirit and demonstrated ability to work well as a member of a
multicultural team.
.. Openness to issues facing new States including establishment of planning and
budget systems, and recognition of specific systems and skills needed to implement
relevant legislation.
.. Diplomacy and tact in dealing with development partners so as to be able to
influence positively the identification, development and delivery of capacity
building programs.
.. Excellent communication skills.
Languages
.. Fluency in written and oral English.
.. Demonstrate willingness to undertake further language training in Tetun and/or
Portuguese.
Capacity-building competencies
.. A commitment to supporting Timorese staff to achieve the outcomes and objectives
of the Ministry;
.. Committed to training and promoting the professional development of the
Ministry’s staff.
.. Recognition and respect of peers, and a demonstrated ability to interact effectively
and collegially with peers at all levels.
.. Demonstrated ability to make sound judgments on capacity issues that will require
management referral and guidance.
.. Demonstrated ability to work effectively in a mentoring role.
.. Demonstrated ability to communicate ideas and analyses clearly and tactfully, both
orally and in writing.
.. Demonstrated ability to assist and support the development of useful processes and
procedures within the unit to implement effectively the work program;
.. Demonstrated ability to transfer skills and knowledge – previous training or
teaching experience a plus.
.. Demonstrated ability to adapt to challenges in the workplace, including finding
creative solutions.
.. Familiarity with Timor-Leste and Timorese culture and/or willingness to acquire it.

Application Procedure
To be considered for the post, applications with a covering letter, detailed curriculum vitae,
explanation how his/her skills and expertise fits into the requirement of the position, and at
least three (3) references must be sent to:

The Project Implementation Officer (PIO)
Planning and Financial Management Capacity Building Project (PFMCBP)
Email address: pfmcbp@mof.gov.tl
no later than EOB on 10 April 2008.
Only short-listed candidates will be contacted.

Please note also that applications received after the deadline will not be accepted.