MINISTRY OF INDUSTRY, TECHNOLOGY, ENERGY AND COMMERCE

 

GOJ/IDB Information and Communications Technology Project (LOAN No.1438/OC-JA)

MITEC/2007/00040

 

 FINANCE/PROCUREMENT OFFICER

TERMS OF REFERENCE

  

I.  BACKGROUND 

1.1.   In 1999 the Government of Jamaica (GOJ) developed a strategy for the acceleration of the use of Information and Communications Technology (ICT) in the public and private sectors. Some elements of the strategy have been implemented in an attempt to increase productivity in the private and public sector and contribute to higher levels of economic growth and employment.  However, the government has not been able to achieve these objectives because of lack of financial resources and technical expertise.  The proposed Project would provide resources to finance critical elements of the strategy.  Proposed Project components are: (a) strengthening the Ministry of Commerce, Science and Technology (MCST); (b) introducing E-government (Government online) in key agencies to improve efficiency in the public and private sectors; (c) increasing community access to the Internet in low-income areas (“bridging the digital divide”); and (d) augmenting human capital in ICT.  Total Project costs have been estimated at US$23 million, of which US$17 million would be financed by a Bank loan (OC).

 

II.              OBJECTIVES

 

2.1  The major objective of this consultancy is to undertake responsibility for the financial and procurement activities of the Project Execution Unit (PEU). The officer will ensure that all accounting records are maintained according to the requirements of the IDB. In addition, he will ensure that all procurement of equipment and services adhere to the IDB’s procurement guidelines.

 

III.       CHARACTERISTICS OF THE CONSULTANCY

 

3.1.Type of Consultancy:             Individual

3.2.Duration:                                5 years

3.3.Place of Work:                       The officer’s tasks will be undertaken in

                        Kingston, Jamaica.

3.4.   Qualifications: A Bachelor of Science in financial administration, public administration, business administration, accounting or ACCA Level II.  At least 10 years experience in project accounting and procurement policies of the GOJ/IDB. Must be computer literate and have knowledge of office automation application software, especially Microsoft Office and accounting applications. An ability to communicate effectively in written and oral formats and to prepare reports is required. Experience in ACCPAC or Peachtree Accounting Software would be an advantage. 

 

IV.  ACTIVITIES

 4.1  FINANCE ACTIVITIES

 To achieve the above objective, it is expected that the officer will perform the following activities:

  1. Directly responsible for the efficient management of program funds in keeping with the budgetary allocations outlined in the Project Document;

  2. Managing the Program’s Bank Accounts;

  3. Preparing financial plan ,  monthly, quarterly, and annual cash flow projections to the MITEC to ensure funds are available to meet budgeted expenses;

  4. Monitoring the status of funds and keeping up to date accounting records;

  5.  Provide documentation of expenditure of loan and government resources to the IDB and MITEC and request disbursement of Project funds are required on a timely basis;.

  6. Ensuring that the disbursement of funds is done in a timely manner.

  7. Ensuring that before disbursement on any particular activity, the budget unit cost and disbursement schedules are established in collaboration with the Program Manager, the sub-executing and implementing agencies and the IDB;

  8. Liaise with internal and external auditors.

  9. Prepare Audit Schedules and other information required to facilitate timely auditing of Project accounts;

  10. Observing the financial and accounting system and procedures to ensure that they are in keeping with the financial regulations set by MOF and IDB.

  11. Establish policies and procedures for the safe storage of documents and files, data backup;

  12. Ensuring the maintenance of appropriate records and to prepare reports as required.

  13. Manage accounting software that is able to record financial transactions in accordance with international standards.

  14. Directly responsible for timely processing of financial transactions.

  15. Ensuring that all reports are submitted to the Program Manager in a timely manner;

  16. Preparing financial reports on a monthly basis for submission to the GOJ and the IDB.

  17. Manage payroll software to ensure accurate and timely payment of staff, statutory payment made and annual statutory returns made;

  18. Liaise with other departments and agencies within the public and private sector and international organizations

  19. Carry out such other duties as may be required from time to time under Loan 1438/OC-JA  , as will enhance the efficiency and effectiveness of the PEU and achieve the objectives of Loan 1438/OC-JA.

 4.2  PROCUREMENT ACTIVITIES 

To achieve the above objective, it is expected that the officer will perform the following activities:

  1. Ensuring that procurement practices conform with all relevant legislation, regulations, guidelines and IDB contractual requirements;

  2. Establishing a project procurement manual that is consistent with all relevant IDB and GOJ procurement requirements;

  3. Assisting Technical Officers and agencies in the preparation of bidding documents (TORs, product specifications.) and the assessment of bids.

  4. Establishing and advising selection committees with the assistance of Technical Officers;

  5. Negotiating prices with vendors and services providers.

 

V.                                   SPECIFIC DELIVERABLES

 

1.      Loan 1438/OC-JA Audit (annually)

2.      Monthly Expenditure Statements for  PEU

3.      Monthly Payroll

4.      Monthly Statutory Deductions

5.      Annual Statutory Returns (end of each calendar year)

6.      Monthly Record – Keeping

7.      Monthly Reconciliation of Bank Accounts

8.      Revolving Fund for Loan 1438/OC-JA  reconciled

9.      Annual Statement of  PEU Assets and Liabilities

10.  PEU Annual Budget

11.  Monthly and Quarterly Cash Flow Requirements for PEU

12.  IDB Disbursement Requests

13.  Yearly Work plan and Budget

14.  Quarterly Work plan

15.  Monthly Status Reports MCST

16.  Quarterly Reports

17.  Financial reports for each Semestral Report

18.  Payment to suppliers/contractors

19.  Quarterly monitoring report for MOFP

20.  Semi-annual report to IDB for certification of local counterpart expenditure.

 

VI.                                SUPERVISION AND COORDINATION

 5.1              The Project Manger in the PEU will supervise the Finance/Procurement Officer.