I. Job Title:          Business Analyst Adviser 

Ii. Terms of Reference   Attached. 

III. Application procedure

Please visit our website at www.mof.gov.tl   and go to ‘Employment Opportunity’ to learn about our recruitment process and your application requirements including how to address your application. 

Applications need to be addressed to our Procurement Officer, at email address, jobs@mof.gov.tl, no later than 17:00 hours Timor-Leste Time on Monday, the 15th day of October, 2014. 

Applications should include (a) a covering letter (b) a detailed resume of no more than 7 pages and (c) Response to the Selection Criteria.

All applicants must answer clearly the selection criteria, in the attached format (pg 5), delineating how they have met the requirements. We do not expect that you would just cut and paste from your resume but rather explain concisely and succinctly how you have met these competences, possibly providing brief examples etc. Incomplete applications will not be considered.

 Only short-listed candidates will be contacted.

TERMS OF REFERENCE

Job Title:                     Business Analyst Adviser

Purpose:                      The Business Analyst Adviser will track and analyse business unit processes and trends to make appropriate recommendations that will positively impact the operational effectiveness of the Ministry of Finance (MoF). 

The Business Analyst Adviser will be working with a number of key MoF business units and the independent software vendor (ISV). The Business Analyst Adviser will be the functional expert on the specified application(s). S/he will be the sole point of contact between the business unit and Information System Unit (ISU) application management and the ISV.

Reporting to:              Information System Unit (ISU) Head

Counterpart(s):          ISU teams & organisational unit Directors

Classification:             Technical Adviser (TA)

TOR Reference:         May 2014

Duration:                    1 Year with possibility of extension based on organisational needs and Adviser performance.

 Location:                    Ministry of Finance, Dili, Timor-Leste

 I. Selection Criteria 

 

Essential 

1.      Bachelor degree in Information Technology, Information Systems or related field preferred. Equivalent work experience considered.

2.      Experience as a Business Analyst, including demonstrated skills in:

·         Project management and leadership, with the ability to document clear business requirements.

·         Developing and implementing operational policies and procedures, designing and documenting detailed process flows to enhance operational performance and reporting.

·         Developing and maintaining various analytical and reporting tools.

3.      Proven success in the following job competencies:

·         Analysis and Reporting

·         Communication and Presentation

·         Customer Focus and Relationship Building

·         Champion for Change

·         Influencing

·         Information and Technology Proficiency

·         Leadership

·         Problem Solving and Decision Making

·         Technical Industry and/or Profession Expertise

4.      Advanced skills in Microsoft Office applications, specifically Word, Excel and Outlook. 

5.      Ability to build the capacity of staff through a range of modalities.

Desirable

6.      Knowledge of Financial Management Information Systems (FMIS)

  1. Experience working in a developing country.
  2. Knowledge of Timor-Leste and the ability to communicate in more than one of the official and working languages (Tetun, Portuguese, English, Bahasa Indonesia).

II. Background

The Ministry of Finance of Timor-Leste is the central body of the Government responsible for drafting, executing, coordinating and assessing the policies defined and approved by the Council of Ministers, for the areas of annual planning and monitoring, budget and finance. It is mandated to undertake functions related to macroeconomic policy (in collaboration with the Central Bank) and to propose policies and draft laws and regulations on tax and non-tax revenues. MoF is under the responsibility of the Minister of Finance, and carries out its responsibilities through central services integrated in the direct administration of the State.  The Information Systems Unit reports directly to the Office of the Minister and provides key services to the MoF directorates and departments including:

·         organisation of critical database applications i.e. SIGTAS, FA, GRP, ASYCUDA, PB, Procurement, eProcurement, Transparency Portal, Manager Dashboard, Document Management

·         system management & system integration

·         control and maintenance of network equipment and services.

The ISU also houses the FMIS group which continues to build on the accomplishments of the Public Financial Management (PFM) reform efforts where a key focus is the decentralisation of core Government Resource Planning (GRP) systems to Line Ministries with robust procedures and workflows tailored to RDTL’s laws and regulations and “cradle-to-grave” processes for budget execution that fully integrate the process of commitment, obligation, expenditure, reconciliation and reporting.

In recent years, the FMIS group has lead a number of new initiatives to further compliment the Transparency Portal suite ( www.transparency.gov.tl) with the launch of the:

·         Government Results Portal ( www.governmentresults.gov.tl) 

·         Aid Transparency Portal ( www.aidtransparency.gov.tl), and enhancements to the:

·         Budget Transparency and eProcurement Portals. 

In 2014, the MoF will be implementing an HRIS system and workforce management modules.  The ISU also maintains close institutional relations with MoF stakeholders such as Ministry of Infrastructure, Ministry of Justice, and Ministry of Education.

The Business Analyst Adviser is seen as a key role to assist the MoF in designing and documenting workflows that will enhance the operational effectiveness of MoF business units as they continue to implement PFM reforms.  The Analyst will be expected to embed these skills in the ISU and business units to enable the sustainability of the analyst function within MoF.

 

III Scope of Work

Responsibilities     Performance Indicator

1.      Work closely with business unit staff to identify and maximise opportunities to use information and technology to improve service delivery and/or program business processes.

·         Number of opportunities identified/maximised.

·         Positive and sustainable impact on service delivery.

2.      Work with Government units to support the design of financial management IS application solutions by identifying and solving functional area issues and translating operational requirements into technical applications.

·         Facilitates the definition of service levels and customer requirements. 

·         Technical solutions:
o   Number implemented
o   Meet user requirements.
o   Solve functional area issues

3.      Analyse business units activities and trends and compare analyses against the service standards and improved practices to assist the Business Unit Head in developing tactical and strategic services and programs to support the business unit’s goals.

·         Analyses are clear, relevant to audience & Timor-Leste context.

·         Level & effectiveness of assistance provided.

4.      Coordinate the development of all approved versions of business and functional specifications for specified applications, reviewing user cases and other technical documents with ISU project staff to ensure business requirements are adequately reflected in technical planning documents.

·         Effectiveness of coordination.

·         Level of application compliance with business requirements.

5.      Conduct impact analysis of software products, upgrades and changes for department/functional areas using business process descriptions and standard workflow analysis.

·         Number of analysis undertaken.

·         Service levels defined.

·         Level of satisfaction with analysis.

6.      Define, model and configures IS application solutions to meet business requirements.

·         Solutions are:

o   Reasonable & context appropriate (within financial & technical parameters)

o   Specific & clear

o   Measurable & sustainable

7.      Use participatory and consultative approaches (interviews, focus groups, site visits) and tools to ensure a high level of ownership and sustainability for any proposed business, functional or technical solutions.

·         Demonstrated participatory/consultative approaches.

·         Level of satisfaction with consultation.

·         Sustainability of solutions.

8.      Proactively assist in instilling a team-oriented, client and results-driven approach through a range of learning and development modalities that build on existing strengths.

·         Number of capacity building activities.

·         Effective team based work culture.

·         Team members’ satisfaction with learning & development.

9.      Solicit stakeholder feedback and work with functional area/s to build business cases for enhanced software applications.

·         Number of enhancements applied.

·         Level of stakeholder satisfaction with enhancements.

10.  Troubleshoot software problems, integrations and issues encountered by users.

·         Number of issues actioned.

·         Effectiveness of solutions.

11.  Prepare appropriate procedures and documentation to hand off support to users, system administrators or help desk group.

·         Procedures completed.

·         Users compliance with procedures.

12.  Assist IS team to provide functional application support in a 24/7 environment for all custom and package applications during enhancement and upgrade projects.

·         Level of responsiveness and reliability.

·         ISU team culture enhanced.

13.  Performs miscellaneous job-related duties as assigned.

·      Reliable and dependable whenever asked to perform any job-related tasks

 

IV. Key Deliverables

·      In accordance with the performance indicators listed above.

·      Within four weeks of commencement, develop an Activity Work Plan that is consistent with the relevant activities and performance indicators of the Ministry’s 5 Year Plan and submitted to Head of the ISU;

·      Quarterly Progress Reports to the Head of the ISU, against the agreed Work Plan;

·      End of Assignment report to the Head of the ISU no later than 10 working days prior to the end of contract.

V. Performance Evaluation 

The performance of the incumbent will be appraised and evaluated by the Head of the ISU using the Performance Appraisal System put in place and monitored by the Directorate-General for Corporate Services, Ministry of Finance.  This process will include a probation review within three (3) months of the commencement of the contract, regular reporting, ongoing workplace communications and annual performance appraisal.  Performance indicators are in place for all areas within the Ministry, and the incumbent’s work will be contributing to the achievement of the priorities as set out in their TOR and in the Ministry’s Five Year Plan.