A. BACKGROUND

Mongolia received a credit from the International Development Association (IDA) for the Strengthening Fiscal and Financial Stability Project (SFFSP). The objective of the SFFSP is to contribute to the Government of Mongolia’s efforts to strengthen fiscal and financial stability and improve the quality of expenditure management. The project is designed with five components: (i) Strengthening Macroeconomic and Fiscal Management; (ii) Improving the Efficiency of Public Financial Management; (iii) Enhancing Financial Sector Stability; (iv) Strengthening the Social Protection System; (v) Project Management and Monitoring. The objectives are to strengthen fiscal responsibility and implement the relevant policy measures; improve fiscal discipline; strengthen the resiliency of the banking system; improve public expenditure quality in social protection; and provide support for Project implementation, coordination, monitoring and evaluation, including, inter alia, audit arrangements, reporting requirements, procurement and financial management activities, respectively. For more details, please refer to the Project Appraisal Document Report No. PAD2269 .

Subcomponent B2 of the project aims to increase budget comprehensiveness and transparency through better control, reporting and expansion of the government’s integrated financial management information capabilities. 

Subcomponent B2 of the project aims to increase budget comprehensiveness and transparency through better control, reporting and expansion of the government’s integrated financial management information capabilities. The Government of Mongolia has been using FreeBalance software since 2005 as the Government’s Financial Management Information System (GFMIS) i.e. the treasury system. This system is primarily focused on enabling quick settlement of payments and producing budget execution reports. Starting from 2018, the Ministry of Finance (MOF) has upgraded the GFMIS to the latest web-based FreeBalance Version 7 (FB v7). Payroll for civil servants is not fully administered through the GFMIS, other than settling the relevant payments, while wage bill accounts for a significant proportion of overall recurrent expenditures for the government. 

Among its many duties, the MOF is responsible for budgeting for personnel-related costs (salaries and employer’s share of social insurance contributions) and for settling the relevant payments through the treasury system to the active civil servants. the MOF aims to strengthen the budget control, accountability and discipline by establishing an Integrated Payroll System (IPS) for civil servants. The MOF has developed the Integrated Payroll System (IPS) for civil servants based on the Human Resource Management System (HRMS) data in collaboration with The IT Center (ITC) of the Custom, Taxation and Finance (hereinafter, the developer), a State-Owned Enterprise was established under the MOF. Based on progress of the IPS development and piloting result the Government decided to implement the IPS nationwide with 4 main modules, currently used by around 4,295 budget entities representing almost 200,000 civil servants nationwide, except organizations classified under state confidentiality. It creates an integrated monitoring database, where the Civil Service Council, Bank of Mongolia, General Department of Taxation are connected to the electronic systems to exchange information and get information from a single source. 

The MOF is to expand the use of the information compiled by the Civil Service Council in its Human Resource System for the budget planning and execution processes of civil servant benefits. As for further development of the IPS, support is needed in calculating one-time retirement cash benefits for pension-age civil servants, and one-time cash benefits for permanent employees in remote areas, along with the developers’ team engaged in the assignment, an experienced team of functional specialists from the MOF’s side with specialized knowledge of the relevant systems and civil service payroll issues will be required to ensure smooth processes towards successful implementation and operation of the system.

B. OBJECTIVE OF THE ASSIGNMENT

The objective of the assignment is to assist the Treasury Department of the Ministry of Finance (TD, MOF) in the process leading to the implementation and rollout of the Integrated Payroll System (IPS) nationwide towards improving fiscal discipline and efficiency of the government financial resources. The assignment entails a role of a functional consultant to provide support on matters relating to further development and nationwide roll-out of additional modules.

C. SCOPE OF WORK

During this assignment, as a member of the IPS support team, the functional consultant will provide functional advice and support to the MOF and the developer on functional matters concerning the system and support to implementation of additional modules for the IPS including development, pilot, and rollout nationwide.

Key responsibilities under this assignment will include, but not be limited to, the following tasks:

1.1. Ensure development of additional modules for the IPS software in compliance with the functional requirements;

1.2. Review and revise the online manual periodically on the IPS system modules as required;

1.3. Prepare and conduct end-users training for the budget entities as required;

1.4. Identify and report system bugs and errors in the system, if any, during the piloting, and rollout stages in collaboration with end-users;

1.5. Provide functional support to operationalizing the additional modules for calculating benefits;

1.6. Train the MOF system administration team and MOF end-users in preparation for transfering the relevant knowledge on how to provide daily support and assistance in parallel with the preparation and roll out of the system for the central and local budget planning processes;

1.7. Report on a regular basis and when required on the status and issues of the system to the Director General of TD and the Project Coordinator of the SFFSP;

1.8. Assist the TD in organizing periodic meetings with the stakeholders of the IPS project to coordinate planned work and complete assigned tasks in compliance with the approved WP including preparing and circulating agenda and other communication and recording of the meetings;

1.9. Compile, maintain and archive documents related to the IPS project; and record incoming and outgoing documents/correspondence; and

1.10. Undertake such other tasks related with the system as reasonably requested and/or assigned by the Director General of TD or Project Coordinator of the SFFSP.

D. DELIVERABLES

Task 1: The system development and stabilization stage:

1.1. Periodic system development progress reports on IPS expansion;

1.2.  Evidence of completion of APIs to send expense vouchers to Freebalance GFMIS V7 to IPS;

1.3. Evidence of completion other interface systems of the IPS together with all the related documents and materials including the Social Insurance Office system (Benefits), and the accounting software used by the budget entities;

1.4. Evidence of completion interface IPS with ETVD and all the related documents and materials.

1.5. Revised guideline and training materials prepared including for video content on the additional modules;

1.6. A detailed report on completion of tasks for the nationwide IPS rollout-related activities;

1.7. Evidence of the transfer of ownership of the IPS (system administration) to the MOF together with all the related documents, training materials and manuals; 

1.8. Archived documents and files related to the IPS project;

1.9. Progress and other project related reports to the Client and the SFFS PIU; and

1.10. Inputs to the monthly progress reports of the project in relation to this assignment.

The Consultant will receive formal feedback and comments on each deliverable within 1 week after submission from the TD.

E. CONSULTANT’S QUALIFICATIONS/ SELECTION CRITERIA

Education and Knowledge: A suitable candidate must have a master’s degree in finance and/or business administration with a bachelor’s degree in business administration,  finance  and accounting or in other fields related to this assignment;

Professional qualifications such as ACCA/CPA/CIMA or similar would be an advantage; 

Experience: The incumbent should have at least 5 (five) years direct relevant experience in the accounting and finance field, preferably in the public sector.

Previous experience in a similar capacity of working with the integrated payroll system is required and previous direct experience in payroll accounting is also essential.

Previous experience in a similar capacity of developing an accounting policy document and other policy and guidance documents will be considered a plus; 

Language skills: Excellent skills of writing and comprehending in Mongolian and English; 

Other skills: 

Excellent interpersonal skills with the ability to function effectively and collaboratively in a team environment; 

Be proficient in PC-based applications such as Word, Excel, and data management, and have excellent web research and navigation skills;

Familiarity with IT system particularly, with the financial management system, is essential; and

Be able to work overtime and travel locally if required.

F. SUPERVISION AND REPORTING 

The consultant will report directly to the team leader and Director General of the TD, MOF and will work on a day-to-day basis with the IPS support team on functional matters related to the assignment. The Director General of the TD will meet regularly with the consultant to review the progress with the work program and to resolve any outstanding issues.

The consultant will work closely with respective officials of central and local budget entities.

The consultant will be required to carry out his/her tasks in line with the approved WP, which will serve as a basis for measuring progress on desired outcomes and goals for the entire consultancy service.

The consultant will prepare monthly progress reports detailing the achievements and impediments in executing the entire WP effectively. These progress reports will be discussed with the Director General of the TD.

G. CONTRACT DURATION 

The consultancy is expected to commence in November  2022, and the duration of the assignment is 5 months on a full-time basis.

H. INSTITUTIONAL ARRANGEMENTS

The consultant will support the Director General of the TD as they plan and carry out the MOF’s obligations as Client of the IPS and assist the TD in organizing periodic meetings between the Client and Contractor to coordinate planned work and complete assigned tasks in compliance with the approved WP including preparing and circulating agenda and other communication and recording of the meetings.

MOF will provide office space and equipment for the consultant. The Consultant will have access to all the necessary data/information that the MOF could provide for this assignment. All information provided to the consultant will be regarded as confidential and information shall not be shared with any outside individuals or organizations.

MOF will appoint officials to monitor the contract implementation. Appointed MOF officials will be responsible for the coordination of activities under the Contract. 

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