Turkey - Support to the National IPA Coordinator Office in the Preparations for IPA

Lot:7 - Governance and Home Affairs - EuropeAid FWC Beneficiaries 127054

Number of requested experts per category and number of man-days per expert

The Consultant shall make a team of two senior experts available for the successful completion of this assignment. 70 working days including the international travel days will be totally allocated to the experts for the implementation of the assignment. The Consultant shall ensure that these experts work in cooperation with each other.
1 Expert 1 Number of Working Days: 35
2 Expert 2 Number of Working Days: 35

Profile required (education, experience, references and category as appropriate)

The experts to be proposed shall have the necessary professional qualifications and experience required to successfully deal with the issues and to cover all the activities indicated in these Terms of Reference. Moreover, the team shall have excellent writing and editing skills. If the team proves unable to meet the level of quality required for drafting the reports, the consulting team shall provide, at no additional cost to the Beneficiary, an immediate technical support to the team to meet the required standards.
The qualifications, skills and experience listed below are the minimum required skills except the ones specified as assets.

Expert 1 (Team Leader):

Qualifications and Skills:
• University degree in human resources management, economics and business administration or equivalent degree. In the absence of a university degree, the expert will have an equivalent professional experience of minimum 14 years in the relevant fields.
• Good command of both written and spoken English
• Full computer literacy

General Professional Experience:
• At least 10 years of professional working experience in the sector(s) related to the lot.

Specific Professional Experience:
• At least 3 years of experience in human resources management,
• At least 3 years of experience in a management role dealing with EU structural/pre-accession funds,
• Experience in the field of management and control systems and in the development systems in:
- Programming, monitoring and evaluation of EU funded pre-accession programmes,
- Implementation modalities of pre-accession financial instruments or Structural / Cohesion Funds, will be asset.


Expert 2 (Human Resources - Organization Management Expert)

Qualifications and Skills:
• University degree in human resources management, business administration or equivalent degree. In the absence of a university degree, the expert will have an equivalent professional experience of minimum 14 years in the relevant fields.
• Good command of both written and spoken English,
• Full computer literacy,

General Professional Experience:
• At least 10 years of professional working experience in the sector(s) related to the lot.

Specific Professional Experience:
• At least 3 years of experience in managing EU structural/pre-accession funds
• Experience in the preparation of at least 1 project in field of management/organization,
• At least 1 year of experience in human resources management or development in government bodies or institutions having a management and control system and preferably having more than 150 staff.
• Experience in the field of management and control systems and in the development systems in programming, monitoring and evaluation of EU funded pre-accession programmes will be asset.


LOCATION AND DURATION

Starting period: The indicative starting period for this assignment is September 2010.

Foreseen finishing period or duration: The foreseen duration of this assignment is 80 calendar days.

Location of the Assignment:
The country of the assignment is Turkey and working place is in Ankara at the premises of Secretariat General for European Union Affairs (EUSG).

Global objective

The global objective of this assignment is to support the National IPA Coordinator in fulfilling effectively and efficiently his/her obligations and responsibilities in relation to IPA Regulation and Implementing Rules.

Specific objectives

The specific objectives of the assignment are to;

- Conduct an organizational review of the whole EUSG, which has been re-structured in accordance with the new Law No. 5916 on the Organization and Functions of the Secretariat General for EU Affairs, in order to assess qualitatively and quantitatively that whether the present organizational set-up is appropriate for the functions, tasks and responsibilities under IPA and to make a projection considering the ongoing institutional strengthening process for the next programming periods.

- Review and revise the existing operational guideline (NIPAC Manual) describing the internal procedures implemented by the Secretariat General for EU Affairs - EUSG (acting as secretariat of NIPAC) in order to effectively coordinate, programme and monitor the IPA assistance considering the new segregation of duties principle led to this new structure within the EUSG and in the Financial Cooperation Directorate. The revision studies should also take into consideration the road map from DIS to EDIS prepared by the NAO with close cooperation of the Commission and related internal bodies which would lead NIPAC and other related bodies within DIS to make necessary arrangements to for fulfilling the EDIS requirements.

- Review the current workload analyses of the EUSG regarding its roles and functions in programming, and monitoring and also prepare separate workload analysis for the functions of evaluation of the IPA assistance and general coordination of the whole IPA under various components.

2.3. Requested services

The services to be provided by the Consultant under these Terms of Reference include the following activities:

Task 1

The TA team should review and revise the organizational structure and the NIPAC Manual for the EUSG including the following main headlines (to be further elaborated during the provision of service):

• overview of the general framework of IPA assistance in Turkey (including background; regulatory and institutional aspects)
• definition of institutional framework of Secretariat of NIPAC (job descriptions; overview and update of the existing risk assessment study; ethic policy; training policy and provide a training strategy; etc.)
• definition of overall coordination tasks of the NIPAC in order to provide coherence of all IPA components
• definition of evaluation tasks of the NIPAC for the IPA Component I by taking into consideration findings and recommendations set out in Country Programme Interim Evaluation project initiated by the European Commission which is expected to be finalized in July 2010.
• definition of annual programming tasks of the NIPAC for the transition assistance & institution building component and the cross-border component.
• definition of overall and component-based monitoring tasks of the NIPAC i.e. checklists, guidelines, methodology for analysing and processing all project relevant information (from monitoring sub-system and evaluation report), controls (how, when and frequency) to be carried out by NAC monitoring services, guidelines on how to assess the monitoring reports and develop and propose action plan to address monitoring/audit findings/JMC recommendations on programme/project implementation, other relevant information to be able to report to the NIPAC to fulfil his responsibilities as stipulated in the IPA regulation and Implementing rules.
• The revised NIPAC Manual is also to include specific procedures regarding the “management of changes” (including reporting to the NAO/EC)

Task 2

With a view to supporting the human resources management system in the EUSG, TA team should overview the current work load analysis carried out for monitoring, programming and evaluation functions of the NIPAC for Component I and update them considering that the management and responsibility of the Component II will be under EUSG as the National Authority after the transition period which is to be completed by the end of 2010.

In the framework of the revision studies, work-load analysis for the Component I and Component II should include (to be further elaborated during the provision of service);

• determination of current work-load
• assessment of current human resources capacity regarding current work-load (with recommendations)
• estimation of future work-load volumes
• determination of future skill needs
• recommendations on future recruitment policy
• Preparation of detailed job descriptions for personnel to be assigned to the programming, monitoring, evaluating, training (for the whole DIS actors) and general coordination of all components of IPA.
• Overview of the existing risk management and update it (assessment, mitigation and follow-up). Risk management study should also take into consideration all the responsibilities as set out in the IPA implementing regulation and necessary mitigation measures with realistic deadlines should be included.

2.4 Required outputs

Main outputs of this assignment in accordance with the requirements of Section 2.3 will be:

• Operational manual prepared for EUSG, including the following;

- general framework of IPA assistance in Turkey
- institutional framework of Secretariat of NIPAC
- overall coordination tasks of the NIPAC
- annual programming tasks of the NIPAC
- overall and component-based monitoring tasks of the NIPAC
- evaluation tasks of the NIPAC
- specific procedures regarding the “management of changes”
- risk management section with necessary mitigation measures

• Work-load analysis of the EUSG identified regarding its roles and functions in the framework of IPA assistance including the following;

- current work-load
- current human resources capacity
- future work-load volumes
- future recruitment policy
- training strategy
- future skill needs

• Final Report.

PLEASE NOTE: ONLY SELECTED CANDIDATES WILL BE CONTACTED