The Project Implementation Unit (PIU) will be headed by a qualified Project Coordinator and five full-time staff, including a higher education specialist, social development specialist, procurement specialist, accountant and administrative staff for the entire implementation period of the Higher Education Reform Project (HERP).

The Project primarily involves capacity building of the higher education sector to improve its performance. The Project is expected to deliver the following three outputs: (i) improved quality and relevance of higher education programs; (ii) improved effectiveness of higher education governance, management, and financing; and (iii) improved equity and access.
 
The PIU is an executing agency and will manage day-to-day project implementation and submitting reports to the Executing Agency (Ministry of Education, Culture and Science) and ADB. The PIU will oversee and manage project implementation, including the procurement, recruitment of consulting services, report preparation including project performance monitoring system, and disbursement activities, including preparation of withdrawal applications. In addition, the PIU will be responsible for preparation of supporting documents for replenishment of imprest account, financial statements, and arrangement of the annual report in close consultation with MECS officials. The Implementation need to follow the Ministry of Finance (MOF) s Guidelines on the Implementation of the Foreign Supported Projects and various ADB s Guidelines.

 One.   Higher Education Specialist (domestic, 60 person-months)

The Higher Education Specialist will be stationed full-time in the PIU in Ulaanbaatar and report to the Project Coordinator. The Specialist will ensure the proper preparation and implementation of planning and Higher education reform activities, and the monitoring and evaluation activities of the Project. 

a. Requirements

The Higher Education Specialist is required to have at least 5 years of experience in Higher Education reform issues. Advanced University Degree in a relevant educational or management field is desirable. The specialist must have a good command of oral and written English.. Working experience in international organizations is desirable and preferable in ADB and/or World Bank funded projects. . A solid understanding of relevant government policies in higher education sector is an advantage.   

b. Tasks

·         develop plans for the Higher education activities covering specific outputs of the Project

·         arrange development of the Higher education activities in collaboration with the Higher and Vocational Education Department and Working Group of MECS;

·         implement, supervise and monitor the implementation of the project activities in lines with relevant policies and procedures adhered by Executing Agency (Ministry of Education, Culture and Science and Ministry of Finance) and ADB.

·         prepare regular, monthly, quarterly, and yearly plans and reports in liaison with ADB and the  Government of Mongolia;

·         guide, assist and coordinate project activities to be carried out at selected higher education institutions supported under the project

·         monitor and collect needed data for project monitoring in accordance with the project design monitoring framework

·         coordinate and monitor the use of the international and national consultants hired by the Project to produce timely contributions;

·         coordinate the close cooperation with relevant foreign and domestic organizations

·         develop and implement instructional materials (guides, recommendations, learning materials, teaching aids)

·         keep records of all meeting, training and workshop, their participants, national, regional, local and school teacher-trainers and costs.

·         analyze quality of the trainings and materials developed under the project, and propose recommendation for the future trainings and materials.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment
 

 Two.  Social Development Specialist (domestic, 60 person-months)



The Social Development Specialist will be stationed full time in the PIU in Ulaanbaatar and report to the Project Coordinator. The Specialist will ensure the proper preparation and implementation of planning and Social Development activities, and the monitoring and evaluation activities of the Project. 

a. Requirements

The Social Development Specialist is required to have at least 5 years of experience in Social Development issues. Advanced University Degree in social studies is desirable. A good command of oral and written English is highly desirable. Working experience in international organizations is desirable and preferable in ADB and/or World Bank funded projects.  A solid understanding of relevant government policies in education is an advantage.

b. Tasks

·         coordinate and assist implementation of the Gender Action Plan (GAP) in the Project Administration Manual

·         ensure the GAP to be incorporated into the overall monitoring and evaluation for  Project

·         ensure the sex-disaggregated data for any data related to the Project

·         develop plans for the Social Development activities covering specific outputs of the Project

·         arrange development of the Social Development activities in collaboration with the Higher and Vocational Education Department and Working Group of MECS;

·         coordinate, implement, supervise and monitor the implementation of the gender and social development activities in lines with relevant policies and procedures adhered by Executing Agency (Ministry of Education, Culture and Science and Ministry of Finance) and ADB. assess, monitor and report gender related policies and initiatives to be developed in higher education during the assignment

·         prepare regular, monthly, quarterly, and yearly plans and reports in liaison with ADB and the  Government of Mongolia;

·         coordinate and consult to the international and national consultants hired by the Project to produce timely contributions;

·         coordinate the close cooperation with relevant foreign and domestic organizations

·         develop and implement instructional materials (guides, recommendations, learning materials, teaching aids) with gender sensitive approach

·         analyze quality of the trainings and materials developed under the project, and propose recommendation for the future trainings and materials from gender and social development perspective.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment.     

 
 Three. Procurement Specialist (domestic, 60 person-months)

 
The Procurement Specialist will be part of the PIU and will be stationed in Ulaanbaatar. The Specialist needs to be in charge of both procurement of goods, civil works and consulting services all matters of the procurement activities and will report to the Project Coordinator.

a. Requirements

The Specialist must have at least three years of solid experience in the field of procurement of goods. The specialist must have a good command of oral and written English language. Advanced University Degree in a relevant field is an advantage. Working experience in international organizations is desirable in ADB and/or World Bank funded projects.

b. Tasks

·         manage all the procurement related activities in consultation with project stakeholders and in accordance with agreed procedures of ADB and the  Government of Mongolia (GOM);

·         prepare annual procurement plan in accordance with the project implementation plan, in a form and manner acceptable to ADB and the GOM;

·         draft necessary procurement documentation, including bidding documents for international competitive bidding, local competitive bidding, and international shopping, prequalification documents, and contract documents;

·         prepare the budget for procurement packages by component, including the procurement list, procurement mode, and distribution list;

·         prepare and report to the Executing agency (MOF and MECS) and ADB on  pre-qualification, short-listing, tender enquiry and bid evaluations of contractors for works and suppliers of goods arrange supply of goods to ensure timely availability for users and establish reception procedures and secure compound storage of all items;

·         control the quality of procured items by collecting data related to output indicators in relation to procurement;

·         guide, advise and assist the Higher Education Endowment Fund and the higher education institutions supported under  the project, that all the procedures and documents related to procurement are in line with the requirements of ADB, and the GOM.

·         manage the procurement filling system in a systematic manner;

·         coordinate and consult to the international and national consultants of sub-projects;

·         monitor and report the procurement implementation status and progress to the PC, ADB and MECS as required.

·         maintain a detailed record of the status of all procurement activities;

·         coordinate, implement, supervise and monitor the implementation of the procurement activities in lines with relevant policies and procedures adhered by Executing agency and ADB;

·         ensure general conformity of the conducted work with administrative, procedural and legal requirements of the ADB and GOM;

·         assist in the preparation of  civil work plans to rehabilitate priority facilities;

·         assist in the tendering process (including preparation of technical specifications, bid evaluation criteria, and other technical requirements)

·         monitor civil works for compliance with performance and workmanship specifications, environmental protection requirements and health and safety measures;

·         Conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment.


Four.   Accountant (domestic, 60 person-months)


The Accountant will be stationed full time in the PIU in Ulaanbaatar and report to the PIU Project Coordinator. The Accountant will ensure the implementation of proper financial procedures as required by the Government of Mongolia and ADB. The Accountant will provide overall financial oversight of the Project, including developing, guiding, and directing financial management and accounting systems to support deployment of funds with the objective of ensuring efficiency and effectiveness in the delivery of outputs required to achieve the objectives of the Project.

a. Requirements

The Accountant is required to have at least 3 years of hands-on accounting experience and preferably working experience in international organizations. A good command of oral and written English language is a desirable. A solid understanding of relevant policies and procedures adhered by GOM and ADB is an advantage.

b.         Tasks

·         ensure that payments are made for contracts entered into by the PIU;

·         ensure accounting of resources received and reporting on receipt and use of expenditures, in compliance with the requirements of the  Government of Mongolia and ADB.

·         make arrangements for the audit of project funds and ensure that financial reports are produced and in compliance with the audit requirements of the GOM and ADB.

·         maintain and update the project financial management system to track and report on project resources and expenditures, and generate the necessary reports.

·         prepare monthly reconciliation statements for all bank accounts on a timely basis, including preparation of withdrawal applications to ensure steady flow of funds.

·         manage the financial aspects of the contracts under administration, including payment terms, purchase orders, variation orders.

·         install accounting systems to be used by the Project that are satisfactory to the GOM and ADB;

·         manage financial accounting of all Project expenditures and ensure Project accounts are properly documented and accurate;

·         prepare withdrawal applications;

·         establish effective financial and accounting controls;

·         compile and prepare Project financial progress reports and any other activity required to manage financial operations as required by the ADB and the GOM;

·         prepare the PIU budgets and monitor expenditure and funds flow;

·         assist in the day-to-day management of the Project;

·         maintain administrative and financial files;

·         guide, advise and assist the Higher Education Endowment Fund and the higher education institutions supported under  the project, that all the procedures and documents related to disbursement are in line with the requirements of ADB, and the GOM.

·         ensure coordination between the PIU and the MOF and ADB and other project stakeholders such as economy, commercial banks, and other agencies and local authorities involved in project implementation.

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment


 Five.   Administrative assistant (domestic, 60 person-months)


The Assistant will be stationed full time in the PIU in Ulaanbaatar and report to the Project Coordinator. He/she must have a University Degree (Bachelor). The assistant will assist the proper preparation, implementation and support to the PIU staff and all other administrative activities.

a. Requirements

The Assistance is required to have at least 2 years of working experiences and preferably in international organizations. A good command of oral and written English is must. The assistance should have strong organizational and good communication skills.

b.  Tasks

·         register and deliver all the outgoing, incoming letters, faxes and emails;

·         keep records and copies of contracts, plans, proposals and other project related official documents;

·         provide all necessary translations to PIU and MECS

·         responsible for printing the advertisements, announcements on newspapers and keep records and copies;

·         responsible for document scanning and copying;

·         develop drafts of official letters and faxes for PC;

·         responsible for record keeping and archiving of project documents including digital photos taken during any review missions of PIU, MECS and ADB;

·         manage the petty cash in the office;

·         monitor costs for car service and petrol oil;

·         purchase office supplies and distribute to the staff;

·         monitor proper maintenance of office furniture and other equipments;

·         make the necessary arrangements and provide support for project review missions;

·         provide and share information with MECS, MOF, partner institutions, stakeholders as necessary

·         conduct any other tasks deemed necessary in conjunction with the successful implementation of this assignment


Instructions for submission of applications
 

Candidates must submit the following information in Mongolian and English:

1.      Curriculum Vitae.

2.      Cover letter (maximum three pages). The letter need to contain the full information on your ability how you will suit best the position s requirements etc.

3.      Reference or recommendation letters from current and /or previous employer.

4.      A copy of all Diplomas and Certificates

5.      Police clearance

6.      In addition to fill the Civil servant application form to indicate your professional experience and personal abilities

7.      Deadline of the application will be 4 pm., Wednesday, 8^th February 2012 /lunch time 12.30-14.30/. 

8.      Hand delivery by yourself: Ministry of Education, Culture, and Science, Baga toiruu 44, Zasgiin gazriin III bair, Sukhbaatar duureg, Ulaanbaatar, Mongolia, room # 404.

9.      All documents should be sealed in an envelope and indicated the applied position. The submitted documents should not be returned to the applicants.

10.  Selection process: Only short-listed candidates will be contacted (i) to take a written examination (ii) to have a job interview (iii) to provide proof of work experience and original copies diploma and certifications.