BACKGROUND

The Government of Timor-Leste (GoTL) intends to establish a Project Implementation Unit (PIU) within the National Directorate of Policy and Planning (NDPP) in the Ministry of Agriculture and Fisheries (MAF) for implementation the MAF Institutional Reform and Transition Project (MIRT). MIRT is a $0.50 million grant from the World Bank’s Institutional Development Fund (IDF) and its Development Objective is to support MAF in its efforts to de-concentrate and reorganize its service delivery model so that the Ministry is better-aligned and responsive to the needs of farming and fishing communities. This will be achieved by: (i) developing and piloting operational procedures at the Municipal and watershed level for bottom-up planning involving farming communities; (ii) strengthening MAF’s program implementation capacity through enhanced coordination, MIS, financial management and M&E systems which are aligned to national regulations and systems; and (iii) supporting MAF’s National Directorate of Policy and Planning (NDPP) which is tasked with the identification, preparation and implementation of major investment projects, and the coordination and supervision of Development Partner (DP) funded interventions.

 

MIRT will be implemented at a time when GoTL is devolving services to the Municipal level (formally Districts). Therefore MAF will be required to change the way it plans and engages with its constituent farmers and fishers, with a greater focus on Municipal- and community-level planning, with the later focussing at the Suco and watershed levels. At the same time, MAF will need to transform the way the central Ministry coordinates, supports, monitors and reports on development impacts at the District level in terms of increasing farmers’ incomes and improving staple food production. MAF’s previous centralized planning role will, in future, be devolved down to the District level and therefore MAF central will no longer be responsible for development planning – this task will be completed at the District level.

 

MIRT is precursor for a much larger ($21 million) Sustainable Agriculture Productivity Improvement Project (SAPIP) which will be implemented directly by MAF and is expected to commence in mid-2016. This is why MIRT focuses on institutional reform and farm-level planning – with the objective of preparing operational manuals for these two levels of activity which will form the basis of SAPIP. It is expected that MIRT will commence its community-level planning and development support in Raumoco watershed in Lautem District, where a good start has been made in terms of forming a Watershed Management Council and agriculture development and environmental protection plans have been drafted.

 

MAF’s annual planning process is guided by: (i) Timor-Leste’s national objectives which are outlined in the Strategic Development Plan (SDP); (ii) MAF’s Strategic Plan (MASP); and (iii) MAF’s Mid-Term Operations and Investment Plans (MTOP and MTIP). In addition, all major DPs have their sector-specific strategic plans. MAF’s new organic law will be approved and promulgate in 2015, and is expected to result in some reorganization of National Directorates (NDs) and their staff.

 

MIRT will assist MAF with high level ministerial and farmer-focused sectoral development planning following this restructuring. Therefore MAF requires the services of an International Institutional Planning Coordinator (IPC) to assist with ministerial development plan coordination and management. In addition, the consultant will collaborate with; (i) a Community Natural Resources Management Planner (CNRMP) responsible in assisting MAF on community development planning; (ii) and a National Project Manager/MIRT Coordinator (NPM/MC) of  the PIU[1]. The ICP and the CNRMP will be expected to work as a small, complementary team, as the former will focus on higher-level MAF coordination and management, and the latter on sustainable community-based natural resource planning.

 

 

ASSIGNMENT DESCRIPTION

Coordination

  • The ICP will lead a Planning Team composed of: (i) the ICP; (ii) the Community Natural Resource Management Planner (CNRMP); (iii) other short-term experts (M&E and MIS); (iv) a National Project Manager/MIRT Coordinator (NPM/MC); and (v) national counterparts – one for the IIP, and two for the CNRMP.
  • Coordination with all concerned stakeholders – DPs, DGs, NDs, Regional and Municipal staff, Suco staff, other GoTL ministries (and local civil society representatives) will be essential for the integrated planning and coordination exercises, with the objective of supporting the Municipal-level bottom-up planning systems. Regular contract with MoF will be important to ensure that MAF’s budgets are presented in the format required for the PPMS.

 

Core Objective

  • To develop a more effective MAF annual plan coordination, management, and monitoring and evaluation processes with a view to improving sector development coordination, through: (i) improved budgeting, financing, procurement, implementation, M&E, and progress reporting; and (ii) avoidance of overlap and conflicting programme/policy guidance amongst stakeholders. The recent establishment of a DP Coordination Mechanism (Agriculture and Fisheries Working Group) will assist in this regard. The new GoTL motto: “one plan, one budget and one M&E system” will guide this process.

 

Specific Objectives

  • To support MAF’s planning at all levels, using improved institutional planning methods and tools; and to train (on-the-job) MAF’s senior planners and decision-makers (DGs National Directors [NDs) and Municipal-level staff) in improved planning techniques.
  • To design and test a planning pilot based on the identification and implementation of development activities from the MTIP, in a selected Municipality.
  • Assist with the production of a MAF “Standard Planning Operating Procedures” (MSPOP) manual which covers high-level central and watershed-based community planning.
  • Work with policy-makers to achieve broad acceptance of this approach to institutional and community development planning.
  • Assist with the integration of GoTL’s, other ministries (e.g. Ministry of Finance), and DP’s budgets (and plans for the latter) into one Annual MAF plan.
  • All procedures for training, etc. will be provided by the NPM/MC.

 

Requested Services

The selected expert will provide the following services, with assistance from a core MAF team in the PIU and with support from the Lead Technical Unit (LTU) which comprises three of MAF’s DGs:

  • Plan and implement a pilot MAF planning exercise which incorporates all institutional levels within MAF, down to target farmers in watersheds – using a participatory and bottom-up approach to test the MSOP.SWOT and GIS tools will be used to assist the planning process and the watershed planning and management concept will be emphasized. Planning will be integrated with financial and procurement services and backed-up by an improved planning data-base which is linked with a GIS, MIS and M&E systems – which will also be supported under MIRT.
  • Ensure that MAF’s stakeholders are aware of and understand the new inclusive planning process and the practical implementation of annual plans, including DPs, farmer groups, and agribusiness investors.
  • Assist with the integration of MAF’s new approach to planning with other GoTL ministries – particularly the Ministry of Commerce, Industry and Environment (MCIE) and the Ministry of Finance (MoF), the latter with the objective of integration with MoF’s Planning Performance Management System (PPMS).

 

Required Outputs

  • Well-coordinated sector, sub-sector meetings, facilitated with relevant documents circulated between stakeholders.
  • Three workshops on planning coordination and management systems, with evidence of bottom-up and participation accountability (responsibility, liability, answerability).
  • One (or more) vertical planning exercise(s) completed and validated at all levels of MAF (DG/ND/Municipalities/Sucos).
  • Terms of Reference and selection criteria for MIS and M&E specialists, and other national and international consultants to be recruited to assist with MIRT implementation, and assistance with the selection of MIRT consultants with a focus on compliance with personal procurement procedures and systems.
  • A MSOP prepared and tested, including integration with MoF’s.
  • On-the-job institutional planning training for 35 MAF and 12 X 2 (24) Municipal and Regional (6) Planners, plus one planning training event for MAF’s new NDs during which accountability and participation are emphasized. Training materials will be provided in advance to the trainees, in hard and electronic formats.
  • Inception report and monthly and final reports.

 

Language

  • The working language of the assignment will be English. National MAF counterparts will assist the selected expert to prepare documents in Tetum.

 

EXPERTISE and EXPERIENCE REQUIRED

The IIP will be expected to have the following qualifications and experience:

  • Master Degree and/or specific training in Institutional and Financial Planning, Agricultural Economics, Rural Development, and International Development.
  • Not less than 15 years of senior professional plan coordination experience with large public sector organizations, preferably in a rural development context.
  • Managerial skills, particularly in planning, administration and financial management; working with and coordinating teams of professionals; and liaising with government and non-government organizations – this requires good facilitation and communication skills
  • Flexibility and preparedness to understand the local situation, and a demonstrated ability to establish strong working relationships with national counterparts.
  • Good computer literacy and experience in writing planning manuals.
  • Fluency in English is mandatory, some Tetum preferred

 

LOCATION AND DURATION

The IIP will be based in Dili, Timor-Leste and is expected to commence work in about mid-September 2015. The assignment will be for four months (renewable) with considerable time to be spent in the field working with the different levels of planners.

 

REPORTING

The IIP will submit the following reports in English to the LTU:

  • A short inception report to describe the mission’s activities two weeks after start-up.
  • A validation workshop report describing the workshop results.
  • A validation training report for each training event.
  • With the CNRMP, an MSOP which incorporates the IIP’s work and recommendations.
  • An end-of-mission draft final report two weeks prior to the end of the assignment.
  • A final end-of mission report no later than one week after completion of the assignment, and upon receipt of compiled TLU comments on the draft final report.

 

CLOSING DATE: 28TH August, 2015 by 5pm

 

All applications shall be submitted to kong_moo@yahoo.com.au