05 Nov We are looking for a Senior Non-Key Expert for supporting functions and work flow processes in PPO

Background

The project “Support for Further Improvement of Public Procurement System in Serbia” is funded by the European Union and implemented by a consortium led by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH. The duration of the project is 24 months from July 2017 until July 2019.
The main purpose of the project is to support the strengthening and developing of a stable, transparent and competitive public procurement system in the Republic of Serbia in accordance with EU standards, including improved implementation of the public procurement strategic and policy framework for an effective and accountable public procurement system.
This project started at an extremely important moment for public procurement development in Serbia. Namely, not only Chapter 5 – “Public Procurement” was opened in December 2016 but the new law on public procurement should be in place by the end of second quarter of 2018.

The results required by the ToR of the Project include:

Result 1: Strengthened and further developed the strategic, legal and institutional framework for public procurement aligned with the EU legislation
Result 2: Improved implementation of regulations in area of public procurement in practice
Result 3: E-procurement platform developed and established
Result 4: Strengthened capacities and professional skills of PPO and other relevant target groups.

Objectives of the Assignment

This assignment is implementation of the Activity 2.5 “Analysis and recommendation for improvement of supporting functions of PPO provided to the RSCAs and Economic Operators (e.g. call-center, documents publishing, support through web-site)” (10 working days) and Activity 4.1 “Functional analysis of work flow processes in PPO and draw of flowcharts in order to make process optimization and create procedures for every legally binding working process within PPO” (15 working days).

The purpose of supporting functions of the PPO is to enable both contracting authorities as well as economic operators to act efficiently and in compliance with national legislation, the fundamental principles of the EU Treaty, and good practices. The existence of a body that provides advice on the application of the legal framework and other related matters is crucial. Supporting functions include the following:

• Organisation of a help – desk function to provide legal and professional support to contracting authorities and economic operator on a daily basis,
• Development of guidance systems and operational tools for managing all phases of the procurement process, e.g. methodologies for tender evaluation, and
• Issuing publications, commentaries and interpretative communications on various aspects of public procurement.

To properly discharge their functions the PPO needs to be properly organised, with clear internal division of functions between respective organisational units. Also, all the processes which take place within the PPO need to be described so the relevant staff is aware of how to perform those functions. The thorough analysis of the current state of play enables optimization of those processes and procedures in order to make them more efficient.

Scope of work

The SNKE will assess the current state of play concerning performance of the supporting functions provided by the PPO to both contracting authorities and economic operators (Activity 2.5). In the assessment the SNKE will focus, in particular, on the function consisting in providing assistance by the PPO to contracting authorities and economic operators in the form of legal consultations provided by phone, e-mail, through web-site (FAQ section and availability of other documents), consultations related to public procurement planning and reporting, Portal etc. In the analysis the SNKE will provide recommendations on how to improve the quality of performing of this function by the PPO.
The assignment related to Activity 4.1 will consist of functional analysis of work processes in the PPO taking into account new draft PPL. The analysis should take a form of a gap assessment covering institutional set – up, division of functions within the PPO, including the assessment of the current workload, the current human capacities (skills and knowledge) of PPO to implement functions as provided in the new draft PPL. In particular, the SNKE will examine the organizational structure of the PPO, relationships between individual sectors, groups and departments, as well as the entire working process of the PPO, in order to suggest the process optimization and create procedures for every legally binding procedure in the PPO. In conducting this analysis, the SNKE will use the available information on the organization of work in the PPO and will also interview employees in different sectors and departments about their duties and responsibilities. Depending on the results of this analysis the SNKE will prepare proposals concerning optimization of relevant processes in the PPO, including assessment of risks related to those processes. SNKE will develop outline of new working positions if they are necessary to comply with new duties of PPO. The SNKE will also draw diagrams in order to help to explain and understand clearly the work flow of PPO and determine procedures for every legally binding working process with the PPO. For those legally binding processes for which there are currently no procedures, the SNKE will develop procedures and present them in the form of diagrams.

Outputs requested

The SNKE is expected to deliver the following:

1. Analysis of supporting function of the PPO to the contracting authorities and economic operators carried out and recommendations for improvement presented;
2. Functional analysis of work processes in the PPO carried out and functional analysis report presented;
3. Proposals concerning optimization of all legally binding processes in the PPO, including those for which currently there are no procedures, developed, and presented in the form of diagrams;
4. Outline of new working positions necessary to comply with new duties of PPO, where necessary, developed.

Reporting

The NKE shall provide the Final Mission Report, no later than one week after completion of tasks under this assignment. The Report will include description of all activities and outputs provided by the NKE in the context of this assignment. Draft version of the Final Mission Report prepared in the relevant quality shall be submitted to the Team Leader for review, comments and final approval at the end of the mission. The Final Mission Report shall be signed by the NKE and the Team Leader responsible for endorsing the Report. The Final Mission Report and all prepared documents shall be submitted in hard copy and in electronic version to the Team Leader.

If required for planning and implementation of the project activities, the NKE can be requested by the Team Leader to submit additional brief interim mission reports.

Expert’s profile (minimum requirements and selection criteria)

Minimum requirements concerning education, skills and overall professional experience

• University degree in law;
• Working knowledge of English;
• Excellent reporting, writing and analytical skills;
• General professional experience of minimum 10 years.

Selection criteria

Specific professional experience and knowledge:

• Professional experience in the field of procurement of minimum 4 years (maximum 50 points);
• Proven experience in planning needs of organizations/companies concerning human resources concerning in terms of numbers and profiles of required employees (maximum 25 points);
• Proven experience in development of job descriptions of employees and/or optimization personnel structure (maximum 25 points).

Advantages (assets)

Additional points will be given for the following advantages (assets):

• Proved familiarity with the public procurement procedures and the institutional set – up in the field of the Serbian public procurement (up to 15 points);
• Working knowledge of the Serbian language (up to 10 points).

In the event two or more best ranked candidates are awarded the equal total number points the evaluation committee will organize an interview with those candidates in order to get more in-depth knowledge of their skill and capabilities.

Conduct of Expert and Disclaimers

The NKE shall work under the guidance and follow the instructions of the Team Leader. The NKE shall collaborate with the Project team, other experts involved and representatives of beneficiary institutions and national structures, as relevant.

The NKE’s activities and outputs mentioned above may be adjusted by the Team Leader at any stage in the implementation of the Project, depending on the evolving needs of the Project, main beneficiary and/or target beneficiaries. Each of the short-term mission, its timing and duration shall be agreed with the Team Leader prior to each mission.

The NKE shall work as an expert of the project and present themselves as such in his or her professional capacity when dealing with matters related to the project. This should also be reflected in any communication, publication, article, interviews or whenever his or her name is mentioned. In all written articles, papers, interviews, publications etc. the usual disclaimer shall appear as follows: “The views expressed are those of the individual expert(s) and do not necessarily present the views of the European Commission. “

The advice provided to the project partners will be non-prescriptive. Against this background, the expert will avoid to give the impression that the provided advice represents the perceptions of the European Union or of the European Commission. The expert shall strictly consider the following confidentiality rules:

– No information/advice requested by a partner organisation or individual is to be communicated to any other body or individual without prior consent of the CFCU and GIZ Headquarter and, no public statement or presentation is to be made without prior agreement with GIZ Headquarter and with the CFCU.

 Applications

Applications (EU format CV and application letter, both in English) can to be submitted via GIZ e-recruiting system or to the following e-mail address: dariusz.piasta@giz.de, until 12 November 2018, titled:

“Application for the position of Senior Non-Key Expert for supporting functions and work flow processes in PPO”

References must be available on request.

The Project is an equal opportunity employer.

All applications will be considered strictly confidential.

Advertised post is not available to civil servants or other officials of the public administration in the beneficiary country, Serbia.