Төрийн албан хаагчдын цалин хөлсний нэгдсэн систем нэвтрүүлэхэд мэргэжлийн туслалцаа үзүүлэх багийн ахлах дотоодын зөвлөх
Урилгын дугаар: B22/CS/019
Захиалагч: Сангийн яам
Зарын төрөл: Зөвлөх үйлчилгээ
Зарласан огноо: 2019-04-04
Дуусах огноо: 2019-04-18 17:00:00  

Зарын урилга

REQUEST FOR EXPRESSION OF REQUEST

Mongolia has received a credit from the International Development Association (IDA) for the Strengthening Fiscal and Financial Stability (SFFS) Project. The objective of the SFFS Project is to contribute to the Government of Mongolia’s efforts to strengthen fiscal and financial stability and improve the quality of expenditure. The project is designed into five components: (A) Strengthening Macroeconomic and Fiscal Management; (B) Improving the Efficiency of Public Financial Management; (C) Enhancing Financial Sector Stability; (D) Strengthening the Social Protection System; (E) Project Management and Monitoring. For more details, please refer to the Project Appraisal Document Report No. PAD2269[1].

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). However, payroll for civil servants is currently not fully administered through the GFMIS other than the relevant payments being settled through the system, while the wage bill accounts for a significant proportion of overall government expenditure.

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 current budget planning systems, however, have functions only to indicate the total number of civil servants per grade on the salary scale but do not include detailed information on the individual civil servants’ salaries, which undermines the budget control and cost efficiency. On the other hand, the Civil Service Council performs a variety of functions on human resource management for the government including maintenance of the civil servants’ data. However, the information compiled by the Civil Service Council in its Human Resource (HR) System is currently not used in the budget planning and execution processes. It is therefore of critical importance that all salary-related payments (salaries, taxes, any deductions and so on) are accurately calculated and recorded in an integrated system, in order to enhance the overall fiscal and financial management responsibilities for the Government of Mongolia.

With consideration to the above-described context, the MOF aims to strengthen the budget control, accountability and discipline by establishing an Integrated Payroll System (IPS) for civil servants. Establishment of the IPS in the public service is not a small task as this system will be comprehensive and used by around 6,000 budget entities representing almost 190,000 civil servants. The MOF decided to purchase a commercial off-the-shelf payroll software developed by a local IT company (the Contractor) and customize it for the use of payroll administration for all civil servants in Mongolia. In this regard, so far, a contract has been signed for the initial purchase of the software and for developing interfaces between the existing software and the HR System of the Civil Service Council to collect the necessary personnel and salary data. For the customization and further development of the software, along with vendor’s team to be engaged in the assignment, an experienced team of functional and technical specialists from the MOF’s side with specialized knowledge of the budget, relevant systems and civil service payroll issues will be required to ensure smooth processes towards successful implementation and operation of the system.

During the system customization, piloting and initial stages of implementation, from the budget execution perspective, a dedicated team’s support and assistance will be critical until the full ownership of the system is transferred to the MOF. The desired IPS support team will comprise of 7 consultants in total including a team leader, IT/technical consultant, and senior and junior functional consultants (4) who will provide the needed technical and functional support from the MOF’s side to the customization of the the payroll information system.

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 implementation and rollout of the integrated payroll system (IPS) nationwide towards improving fiscal discipline and efficiency of government financial resources.

SCOPE OF WORK

During this assignment, as a member of the IPS support team, the senior functional consultant will provide technical advice and support to the MOF and the Contractor on functional matters concerning the system. Due to the unique and collaborative nature of the assignment, each team member’s scope of work were not defined separately but rather specific inputs from the respective IPS support team members are identified and marked for each of the detailed tasks.

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

Task 1: The preparation and system customization stage:

  1. Analyse and report on the existing offline payroll systems used by budget entities to identify functions that can be considered for customization of the off-the-shelf software purchased by the MOF (all consultants);
  2. Identify specific needs of the MOF for the system customization (all consultants);
  3. Review and identify the interface requirements of the IPS with the HR System of the Civil Service Council, the GFMIS FB v7, clearing house system of the Bank of Mongolia, the tax office system (TIAS), the Social Insurance Office system (Benefits),  as well as the accounting software used by the budget entities (IT/technical consultant);
  4. Review budget entities’ civil servants’ data obtained from HR System to identify the specific budget entities and the asociated civil servants, whose payroll to be managed within the IPS (senior functional consultant);
  5. Review and check the civil servants’ data from the HR System of the CSC in comparison with the actual payroll information obtained from the selected budget entities to identify requirements for data quality improvements in the HR System (functional consultants);
  6. Review and propose recommendations on the appropriate use of functional and economic classifications for the salary-related payments (senior functional consultant and technical consultant);
  7. Configure and manage the IPS Public Access Portal (www.payroll.gov.mn) including creation and update of the contents (technical consultant and functional consultants); and
  8. Coordinate the integration of the IPS with the various systems including GFMIS FB v7, tax office system (TIAS) and Social Insurance Office system (Benefits), Civil Service Council’s HR System and accounting systems used by budget entities (IT/technical consultant).

Task 2: Recommendations on legal documents to enable rollout of the integrated payroll system:

  1. Review the existing legal framework for rolling out the IPS and develop recommendations for amending the relevant Cabinet resolution to enable implementation of the IPS nationwide (team leader and senior functional consultant); and
  2. Prepare a draft of the nessary amendments to the relevant Cabinet resolution on the Treasury operations as well as to the related regulations to be approved by the Minister of Finance (team leader and senior functional consultant).

Task 3: System piloting stage at selected budget entities and UB city:

  1. Develop a detailed work plan draft to carry out the implementation pilots at selected budget entities and the UB city municipality (team leader and senior functional consultant);
  2. Prepare and conduct end-users training for the pilot entities in accordance with the approved training plan (all consultants);
  3. Provide support to the end-users on a daily basis on the system operations at the pilot entities (all consultants);
  4. Identify and report system bugs and errors in the system, if any, during the pilot in collaboration with end-users (all consultants); and
  5. Provide telephone support to the pilot on a daily basis for the system operation (junior functional consultants).

Task 4: Development of IPS manuals and documents:

  1. Review and revise the following manuals for finalization in collaboration with the contractor:
    1. System administrator’s manual (technical consultant and functional consultants);
    2. Troubleshooting manual for functional consultants (technical consultant and functional consultants);
    3. End-user manual (functional consultants);

      2. Compile and archive documents related to the IPS project and record the relevant incoming and outgoing documents/correspondence (team leader and junior functional consultant).

Task 5: Preparation and rollout of the system nationwide:

  1. Develop an implementation and roll-out plan detailing the systematic roll-out of the solution in accordance with the recently approved PFM action plan (2018-2020) (team leader and senior functional consultant);
  2. Act as key persons to identify needs of the IPS end-user training and prepare a plan for the end-user training (all functional consultants);
  3. Identify hardware needs for the IPS to enable implementation/rollout of the IPS nationwide (technical consultant);
  4. Conduct the end-user training in accordance with the approved training plan (all consultants);
  5. Identify and report bugs and errors, if any, in the system during the initial stages of rollout in collaboration with end-users (all consultants);
  6. Act as key functional and technical resource persons to interact with end-users in the regions (junior functional consultants); and
  7. Act as key persons to interact with the Contractor in terms of the system operations (all consultants).

Task 6: Ownership transfer to the Ministry of Finance:

  1. Identify and obtain approval for the system administration team within the MOF, which will become responsible for the IPS administration and operations upon transfer of the system ownership to the MoF (all consultants); and
  2. Train the MOF system administration team and MOF end-users (TD) in order to transfer the relevant knowledge on how to provide daily system support and assistance in parallel with the preparation and rollout of the system in the central budget planning process (all consultants).

Task 7: Project monitoring and reporting:

  1. Monitor project implementation progress and prepare and compile progress and other project related reports (team leader and senior functional consultant);
  2. 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 (all consultant); and
  3. 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 (all consultants).

DELIVERABLES

Task 1: The preparation and system customization stage:

  1. Report on the existing offline payroll systems used by budget entities identifying functions that can be considered for the customization of the off-the-shelf software purchased by the MOF (all consultants);
  2. Review report on the interface requirements of the IPS with the HR System of the Civil Service Council, the GFMIS FB v7, clearing house system of the Bank of Mongolia, the tax office system (TIAS), the Social Insurance Office system (Benefits), as well as the accounting software used by the budget entities (IT/technical consultant);
  3. Review report on the budget entities’ civil servants’ data obtained from the HR System to identify the specific budget entities and the asociated civil servants, whose payroll to be managed within the IPS (senior functional consultant);
  4. Report and recommendations on the review of the civil servants’ data from the HR System of the CSC in comparison with the actual payroll information from the selected budget entities identifying requirements for data quality improvements in the HR System (functional consultants);
  5. Recommendations on the appropriate use of functional and economic classifications for the salary-related payments (senior functional consultant and technical consultant); and
  6. Report on the review of data identifying specific needs of the MOF for system customization (all consultants).

Task 2: Recommendations on legal documents to enable rollout of the integrated payroll system:

  1. Review report on the existing legal framework for rolling out the IPS including recommendations for amending the relevant Cabinet resolution to enable implementation of the IPS nationwide (team leader and senior functional consultant); and
  2. Draft of the necessary amendments to the relevant Cabinet resolution on the Treasury operations as well as to the related regulations to be approved by the Minister of Finance (team leader and senior functional consultant).

Task 3: System piloting stage at selected budget entities and UB city:

  1. Detailed work plan draft for carrying out the implementation pilots at selected budget entities and the UB city municipality (team leader and senior functional consultant);
  2. End-users training materials and reports on training conducted for the pilot entities in accordance with the approved training plan (all consultants); and
  3. A completion report on the system piloting at selected budget entities and the UB city municipality (all consultants).

Task 4: IPS manuals and documents are finalized and delivered as follows:

  1. System administrator’s manual (technical consultant and functional consultants);
  2. Troubleshooting manual for functional consultants (technical consultant and functional consultants);
  3. End-user’s manual (functional consultants); and
  4. Compiled and archived documents related to the IPS project handed over to the Client (team leader and junior functional consultant).

Task 5: Preparation and rollout of the system nationwide:

  1. Implementation and roll-out plan detailing the systematic roll-out of the solution in accordance with the approved PFM action plan (2018-2020) (team leader and senior functional consultant);
  2. Plan for the end-user training (all functional consultants); and
  3. Training reports (all consultants).

Task 6: Ownership transfer to the Ministry of Finance:

  1. Evidence of the transfer of ownership of the IPS (system administration) to the Ministry of Finance together with all the related documents, training plan and materials (all consultants).

Task 7: Project monitoring and reporting:

  1. Progress and other project related reports to the Client and the SFFSP PIU (team leader and senior functional consultant); and
  2. Final report of the project (all consultants).

CONSULTANT’S QUALIFICATIONS/ SELECTION CRITERIA

Education and Knowledge:

  1. A suitable candidate must have a master’s degree in finance or economics and/or business administration with a bachelor’s degree in accounting;
  2. Professional qualifications such as ACCA/CPA/CIMA or similar will be required;
  3. Proven knowledge of the International Public Sector Accounting Standards (IPSAS) and the International Financial Reporting Standards (IFRS) and;

Experience:  The incumbent should have at least 15 (fifteen) years of direct relevant experience in the accounting and finance field, preferably in the public sector.

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

Language skills: Good 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.

SUPERVISION AND REPORTING

The consultant will report directly to the IPS team leader and the 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 consulting team to review progress with the work program and to resolve any outstanding issues.

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

The consultant will be required to carry out his/her tasks in line with an approved workplan which will serve as the basis for measuring progress on the 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 workplan effectively. These progress reports will be discussed and endorsed by the Director-General of the TD.

CONTRACT DURATION

The initial duration of the consultancy service is estimated to be 10 months with a possible extension, as needed. 

The consultant will be selected in accordance with the World Bank’s Procurement Regulations for IPF Borrowers (July 2016).


If you possess the above qualifications, please submit following documents via email to procurement@sffs.mn:

    1. Cover letter indicating why she/he considers her/himself suitable for the position,
    2. Detailed CV highlighting relevant skills/experience,
    3. Copy of diplomas or certificates and,
    4. 2 reference letters from previous last two employers no later than 17:00, April 18, 2019.

The submitted documents will not be returned to the applicants. Please note that incomplete applications would not be considered for evaluation. Only selected candidates will be contacted. Candidates can be interviewed. Detailed terms of reference can be requested from procurement@sffs.mn Contact address: Attn: Ms.Bayarmaa, Procurement Specialist, Strengthening Fiscal and Financial Stability Project
Room #204, Negdsen undestnii 8/2, 4th khoroo, Chingeltei District, Ulaanbaatar, Mongolia; Tel: 70120582

Холбоо барих

70120582

Хавсралт

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