Terms of reference
Position:
Consultant of Operation and Finance Management System for Principal
Recipients (PRs)
Closing date: 24 March 2014
GENERAL INFORMATION
Title: Consultant of Operation and Finance Management System for Principal Recipients (PRs)
Department/Unit: MTAF
Reports to: MTAF Coordinator
Duty Station: Jakarta
Expected Places of Travel (if applicable):
Duration of Assignment: From 1 April 2014 to 30 June 2014
REQUIRED DOCUMENT FROM HIRING UNIT
X
5
X
TERMS OF REFERENCE
CONFIRMATION OF CATEGORY OF LOCAL CONSULTANT , please select :
(1) Junior Consultant
(2) Support Consultant
(3) Support Specialist
(4) Senior Specialist
(5) Expert/ Advisor
APPROVED e-requisition
REQUIRED DOCUMENTATION FROM CONSULTANT
X
X
X
CV
Copy of education certificate
Completed financial proposal
Completed technical proposal ( if applicable )
Need for presence of IC consultant in office:
X partial (explain)
☐intermittent (explain)
☐full time/office based (needs justification from the Requesting Unit)
The consultant should report the progress of work regularly and consult with MTAF coordinator at least once
in two weeks.
Provision of Support Services:
Equipment (laptop etc):
☐Yes X No
Secretarial Services
☐Yes X No
If yes has been checked, indicate here who will be responsible for providing the support services:
Dr. Haikin Rachmat, MSc/MTAF Team Leader
Signature of the Budget Owner:………………………………….
.
I. BACKGROUND
Indonesia has been successful in raising funds from the Global Fund for AIDS, TB and Malaria
(GFATM). In the current round of funding, while the Grant itself continues to be rated high, there
are many challenges facing the PRs. Results in terms of outcome and impact have been slow to
come by. Many reviews and assessments have found several answers; but these are difficult to
implement. Phase II targets have been sharply revised upwards and all PRs are facing substantive
load in achieving targets. The programme implementation for HIV/AIDS, Tuberculosis and Malaria
that has been undertaken by the Government as well as non-government agencies has matured and
yet significant challenges remain. Available financial resources have not increased. Therefore, there
is a need to better utilize and coordinate the existing funds available for Technical Assistant to
achieve higher efficiency and effectiveness and attain better results.
Technical Assistance is defined as knowledge transfer or capacity building through the provision of
human resources (national, regional and international experts and/or consultants) and other
resources that might be required to improve strategic planning and implementation of programs,
reinforce implementer’s management capacity, and/or address specific technical or system gaps.
The needs of capacity strengthening in the implementation of GF grants by the PRs and SRs are
explained as follows. Every semester, GF through LFA conducts verification of implementation (VOI)
on both programmatic and management (financial and procurement). The result of VOI will be sent
to PRs in the form of Management Letter/ML, stating the performance rating of PRs. This is
reflecting the result of both programmatic and financial activities, including any managerial issues
that require to be followed up urgently/immediately. Refer to this condition, emergency/ad-hoc
MTA needs to be provided urgently to PRs and/or SRs to properly response all required
recommendations from the GF. Therefore, in the next semester, it is expected that PRs will be able
to improve their performance.
As a routine cycle/mechanism in the verification process of GF grants, we can conclude that MTA
needs is usually required in the stages as follows.
 Issuance of Management Letter (ML) by Global Fund (GF) – for PR to prepare the management
response
 Implementation of management actions (as stated in the management response)
 Preparation for the development of PUDR every semester (disbursement request is submitted
annually based on the current GF SSF mechanism) – that can guarantee validity, quality and
timely submission of PUDR
 Submission of PUDR ot he CCM TWG for endorsement, and reported to GF for further approval –
as the basic evidence for timely implementation of GF grants by PRs
 Prior the approval process by GF to PRs, there will be VOI process by LFA – based on the
submitted PUDR to Global Fund.
If PR is able to conduct all the above stages effectively – both for programmatic and management, it
can assure better/improved performance of PRs.
UNDP and UNAIDS have agreed to jointly response to the new findings from Global Fund on the
rating of the 4 PRs, namely: i) the National AIDS Commission; ii) the Ministry of Health; iii) Planned
Parenthood Association (IPPA) and iv) Nadlhatul Ulama (NU). To strengthen and increase the quality
of implementation, UNAIDS will contract a consultant to develop a consolidated plan for the
provision of technical support across the 4 PRS, while UNDP will contract a consultant to assist the
four PRs in improving the Operational and Finance Management System for implementing Global
Fund project. Both consultants will work as a team and report to the MTAF Coordinator.
II. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK
Objectives:
a) Support PR in conducting proper operation system and procedures based on required FMS
and/or PSM guideline/PIM, through compilation and analytical review for response of
Management Letters
b) Provide any required advice and recommendations for development/revision of any SOP on
Financial and/or PSM/Logistics Guideline/Manual, and/or for further revision of PIM
c) Develop/Revise any required training plan and tools/materials on FMS and/or PSM for PR ;
d) Support PR to conduct workshop (through TOT and/or cascade trainings) to the key personnel
at PR and/or SRs level – whenever required.
Support PR to conduct workshop (through TOT and/or cascade trainings) to the key personnel at PR
and/or SRs level – whenever required.
The selected consultant will be expected to conduct as follows.
a) Perform preliminary review/assessment to PR on the current implementation of its PIM –
related to Operations (Finance and PSM/Logistics Management System)
b) Provide strategic advice on any required refinement of SOP on FMS and PSM/Logistics Manual
c) Provide advice for further follow-up actions plan by PR as a response to the Management Letter
d) Provide direct assistance for implementation of management actions stated in the
Management Letter (via provision of advice and/or mentoring and recommendations – to be
formally reported)
e) Support PR during preparation of PUDR process development and verification (including advice
for preparing variance analysis )
f) Support PR to prepare justification during VOI closing meeting with the LFA and OSDV process
g) Develop/Revise training plan for PR (whenever required) based on urgent issues raised by the
Global Fund,
h) Develop training module on Operations (FMS &/or PSM/Logistics) – in close collaboration with
PR (for all areas, such as GL, list of advance, cash reconciliation, cash opname, fixed asset, PSM
plan and mechanism of implementation, logistics of storage/warehouse, list of updated any
health products, logistics examination, etc.)
i) Support PR to conduct workshop (to SRs and/or SSRs) both through TOT and/or cascade
trainings (whenever required) related to FMS and/or PSM/Logistics Management System.
The selected consultant will be expected to perform preliminary review and develop any required
revision of SOPs (both on Finance and/or PSM/Logistics Management System) through a workshop,
develop a training plan and its module, and facilitate to assist PR in conducting the training (TOR
and/or cascade training) whenever required. The duration of each stage will be as follows.
 Develop/prepare management/follow-up actions plan as a response to the Management
Letter
 Support PR to conduct management actions plan as agreed in the response letter
 Support PR during the PUDR process, including to prepare variance analysis
 Develop/prepare justification for VOI and OSDV process
 Conduct review/assessment of the current situation in PR
 Report on the identified weaknesses/root case/in-compliance of the current SOP for FMS
and/or PSM/Logistics Management System and Plan
 Draft/revised training plan for PR
 Workshop material preparation
The consultant assessment tools (consist of some points of questionnaires) will be used to review
the function of key personnel at the PR level, as well as at the SRs level (depends on the needs of
PR). The consultant will collaborate with the PR PMU Coordinator or Project Manager, and MTAF
to discuss more details on the required function within the organization.
III.
REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS
I. Academic Qualifications:
The Consultant needs to have an advanced degree (Master or Phd) in Economics, or Finance
Management with a specific focus on Internal Audit and/or Management System.
II. Years of experience:
 A minimum of 8 years professional experience specifically related to financial and management
system technical guidelines in Non-Government Organizations and local or national authorities.
 Substantive knowledge and experience of management and financial system tools.
 Ability to clearly identify and evaluate the existing financial and management system and
comparing with the ideal financial and management system.
 Proven ability to communicate with a non-technical audience in term of mentoring the
implementation of the developed financial and management system.
 Familiarity with Global Fund operational management is preferable.
III. Competencies:
Other qualifications are as follows.
 Strong experience in developing accounting and/or finance standard operating procedures
(SOP) for any bilateral projects in Indonesia – will be an advantage
 Experienced in conducting training for capacity building/strengthening or similar training
 Experiences working with any bilateral/development project and/or UN organizations
 Strong experience to work on operations and finance management system and procedures – in
Global Fund projects will be an advantage

Able to conduct analysis report and/or guideline/manual in both English and Bahasa.
IV.
EXPECTED RESULTS
Deliverables
Target Due
Dates
1st payment will be made upon 30 April 2014
submission of
Review and
Approvals
Required
UNDP & NPM
Payment
First Payment (30%
Lumpsum)
Report on the management/followup actions plan as the analysis
result of management letter – to be
used by PR for preparing response
letter to GF
2nd payment will be made upon 31 May 2014
submission of
Three PUDR reports for NAC, PKBI
and NU
Report on the support to PR during
the development of PUDR,
UNDP & NPM
Second Payment (30%
Lumpsum)
preparing variance analysis,
justification for VOI and during
OSDV process
3rd payment will be made upon 30 June 2014
submission of
UNDP & NPM
Third Payment
Lumpsum)
(40%
Report on the preliminary
review/assessment of the current
situation in PR, including identified
weaknesses/root case of current
SOP/Manuals, and proposed of
revised training plan (when
required) and assist to prepare the
material for training (on operations
and financial management)
V.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS (PART TO BE
COMPLETED BY CONSULTAN)
Interested consultants must submit the following documents/information to demonstrate their
qualifications:
I.
II.
III.
IV.
Name of consultant
Interest and availability
(i) Explaining why you are the most suitable for the work
(ii) Provide a brief methodology on how you will approach and conduct the work (not
more than 2 pages and it should be in line with Global Fund/ MTAF Operational and
Financial Guideline.
Financial proposal
The financial proposal shall specify a total lump sum amount, and payment terms
around specific and measurable (qualitative and quantitative) deliverables (i.e. whether
payments fall in instalments or upon completion of the entire contract). Payments are
based upon output, i.e. upon delivery of the services specified in the TOR. In order to
assist the requesting unit in the comparison of financial proposals, the financial proposal
will include a breakdown of this lump sum amount (including travel, per diems, and
number of anticipated working days).
Travel;
All envisaged travel costs must be included in the financial proposal. This includes all
travel to join duty station/repatriation travel. In general, UNDP should not accept travel
costs exceeding those of an economy class ticket. Should the IC wish to travel on a
higher class he/she should do so using their own resources.
In the case of unforeseeable travel, payment of travel costs including tickets, lodging and
terminal expenses should be agreed upon, between the respective business unit and
Individual Consultant, prior to travel and will be reimbursed.
Personal CV, latest education certificate including past experience in related project or
activities
ANNEX 1- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS – [to be provided by
procuring unit with the individual consultant procurement notice]