VACANCY ANNOUNCEMENT

The Government of Mongolia has received a loan of World Bank (WB) of the "The Ulaanbaatar heating sector improvement project". The Ministry of Energy (MOE) of Mongolia, is now recruiting project coordinator and project specialists under the project management unit (PMU). The PMU comprises the 7 staff.

Background

The Government of Mongolia received a credit from the International Development Association (IDA) in the amount of USD 41 million for the implementation of the Ulaanbaatar Heating Sector Improvement Project (hereinafter referred to as the "UBHSIP"). This project is aimed at expanding capacity and improving efficiency of the district heating network in Ulaanbaatar (UB).

In accordance with the Financing Agreement, the Project Management Office (PMO) headed by a project coordinator, is established within the Ministry of Energy (MOE) will be responsible for the preparation, coordination, Monitoring and Evaluation (M&E), and implementation of the project. The PMO will be responsible for the procurement of the goods, works, and services; undertaking of Financial Management (FM) including disbursement processing and project audit; public relations; consolidation of environmental and social safeguards measures in compliance with the World Bank’s requirements; and preparation of periodical reports and their submission to the World Bank. The PMO will coordinate with the Ulaanbaatar District Heating Company (UBDHC) and make sure that the UBDHC actively participates in the project implementation stages, particularly by providing technical inputs.

The project includes two components:

Component 1: Rehabilitation and expansion of DH network (estimated US$40 million)

This component will support the preparation and implementation of priority investments for the DH system operated by the UBDHC, including related goods, works, and consulting/non-consulting services. The proposed prioritized investment plan was informed by the World Bank’s technical assistance and follow-up discussions with the Government and stakeholders.

Component 2: Capacity strengthening and project implementation support (estimated US$1 million)

This component will finance activities aimed at supporting policy and institutional reforms in the medium to long term, strengthening the UBDHC’s technical, operational, fiduciary, and corporate resource management functions, and ensuring effective project implementation.

For the needs of implementation of the UBHSIP Project, the Ministry of Energy envisages the hiring of a Project Coordinator. The Project Coordinator will be assigned to the PMO and will support Ministry in management and coordination of all activities under UBHSIP, as per below stated scope of work.

Duration of Consultancy

The staff of the PMU shall be engaged on a full time basis. The consultancy under the UBHSIP is expected to start on October 1, 2020 and last until December 31, 2021. The contract is renewable to every year based on his/her performance.

1.      Scope of Work for the Project Coordinator

The Project Coordinator monitors and participates in daily activities related to the implementation of the project, including procurement, financial management, and social and environmental safeguards under the overall guidance and supervision of the Project Steering Committee. The Project Coordinator will ensure the effective implementation and functioning of the project including project inception activities, annual and quarterly planning and reporting, implementation of project activities, and semi and annual project reviews.

A detailed list of the Director’s duties is indicated in his / her contract with the MOE and includes at least the following:

• Ensuring the coordination of projects between the MOE, the Ministry of Finance, municipality of UB, UBDHC in connection with the World Bank.
• Organizes coordination of work on timely coordination at the level of interested ministries and departments of documentation prepared in cooperation with TA in the framework of project implementation;
• Coordination of timely preparation and submission of project and financial reporting to the World Bank, as well as ministries and agencies participating in the project and taking the necessary measures to adjust and revise them;
• Ensuring control along with UBDHC for the targeted and efficient use of credit funds allocated for the implementation of the Projects in accordance with the Financing Agreement;
• Organization of preparation and conduct of international audit of the use of funds in the course of project implementation in accordance with the requirements of the World Bank;
• Organizes monitoring of all activities related to the timely conduct of organizational and technical measures ensuring the full and qualitative implementation of the Projects;
• Organizes monitoring of the preparation and execution of work programs and project budgets in order to determine the schedule for the implementation of project activities;
• Preparation, conduct and participation in the work of the World Bank's implementation support missions;
• Provision of a monitoring and technical supervision system for project activities in the field;
• Participation in the evaluation and monitoring of the work of the Consultants to assist in the implementation of the project;
• Regularly assess the implementation of the project activity in accordance with the requirements of the Financing Agreement. Identify any potential risks to achieve the project's development goals and ensure that they are timely reported to the World Bank, the MOE and the PMO, and the adoption of appropriate actions and timely solutions.
• Coordination of technical meetings (at least once a quarter) and technical assistance;
• Regulation together with the World Bank and the MOE of the staffing of the PMO, job descriptions, appointment and dismissal of the PMO staff;
• Ensuring compliance with labor, financial and accounting discipline;
• Ensuring the confidentiality of information;
• Participation together with the specialists of the PMO, the local coordinators of the PMO, UBDHC, and the Consultant, in the preparation of detailed plans for the implementation of the Projects, annual work programs for the implementation of the Projects, procurement schedules and payments in accordance with the requirements of the World Bank. Preparation and coordination of project implementation schedules.
• Such other tasks as may be assigned and/ or delegated by the charge of PSC and the World Bank.

Required Experience and Qualifications of Project Coordinator

The Project Coordinator should meet the following requirements

·         a university degree or above in economics/ management/ finance/ engineering / other relevant discipline;

·         at least 5 years of relevant working experience in project management/organization/coordination, preferably in the area of energy and district heating;

·         operational experience and knowledge in implementation of investment programs supported by international financial institutions,  is considered a strong plus;

·         demonstrated experience in working successfully with various stakeholders, including high level government officials and staff, other ministries and local governments, private companies, and international organizations; 

·         proven ability to manage people and work in teams;

·         fluency in both written and spoken English and Mongolian language and advanced computer skills are required

2.      Scope of Work for the Financial Management Specialist

The FMS will be responsible for establishing and maintaining financial management system and practices appropriate for the Project and will ensure the Project’s compliance with the World Bank’s financial policies and procedures and related laws of Mongolia. Financial Management functions for the Project shall include budgeting; accounting; financial reporting; internal controls; including documentation, records keeping and filing; disbursement and funds flow e.g. managing and maintaining the Project bank accounts and preparing/submitting withdrawal applications and other supporting documentation; and external auditing. The key responsibilities of the FMS will include:

1. Observance of relevant Mongolian legislative requirements by examining existing and new legislation; ensuring strict compliance with requirements;
2. Designing, establishing and maintaining an appropriate project financial management system including functions of budgeting, accounting, financial reporting, internal controls, and external auditing;
3. Establishing a computerized financial management system with an appropriate chart of accounts set up the project for accounting and reporting;
4. Preparing the project financial and disbursement plans on a monthly, quarterly and annual basis;
5. Managing and maintaining Designated Account (DA) and Sub Account (SA) and their replenishment in accordance with the World Bank’s disbursement requirements;
6. Maintaining up-to-date accounting records and ledgers as well as asset registers;
7. Preparing monthly bank reconciliation statements in a timely manner;
8. Manages and oversees the establishment of the eDisbursement and other World Bank required functionalities, tools and means for the Projects finds flows management;
9. Ensuring that a proper internal control system is in place to achieve accountability at level;
10. Properly filing and maintaining all accounting forms and supporting documents;
11. Preparing unaudited quarterly and annual Project interim financial reports (IFR) as part of Project Progress Reports and submitting them to the Bank;
12. Working with external auditors to complete the annual audit for the Project in a timely manner and submitting audit reports to the Bank and the MoE;
13. Preparing and submitting following formats according to the standard formats approved by the MOE,
14. Annual and quarterly financial reports for the Project expressed in MNT (e.g. Balance Sheet, Income Statement, Cash Flow Statement, Statement of Owner’s Equity and other related information and data) through the E-Report system (http://119.40.100.204/EReport/);
15. Income tax statements (for the PMO staff and all consultants) expressed in MNT through the electronic system of the General Department of Taxation (https://e-tax.mta.mn/portal);
16. Monthly Social Insurance Statements to the Government’s Social Insurance System (https://app.ndaatgal.mn/onlineshim/);
17. According to the Law of Glass Accounts, disclosing all the required monthly, quarterly and annually financial reports, audit reports and other financial data and information to the Glass Account Portal in a timely manner (http://shilendans.gov.mn/);
18. Prepares, oversees, controls and analysis the project Budget, ensures it regular review and analysis for utilization, compliance with project objectives and scope, and provides suggestions on the effective and efficient utilization of funds;
19. Prepare payment orders, contracts for the sale of currency, statements on opening loans, cash plan and other bank documents. Work with bank data on payments by the World Bank.
20. Prepare documents for participants, suppliers and contractors, and regularly receive advance funds to the Special Account to be able to make payments on time; and
21. Assistance in replenishment of local (in national currency) and special currency accounts using credit and budgetary funds, as well as preparation of applications for withdrawal of funds for loan payments;
22. Regular receipt of bank statements from all accounts of the commercial bank and monthly summary reports on cash flows;
23. Develop and update a financial guide with a description of internal control, budgeting, external audit, financial reporting, accounting policies and procedures, taxation, statistical reporting, and cash flow for the Project;
24. Maintaining records of certificates of work performed by contractors, conducting timely payments, quarterly reconciliation of payments, keeping all supporting documentation in a well-organized and orderly manner;
25. Performing any other tasks as assigned by the Project Coordinator.
26. Required Experience and Qualifications of the Financial Management Specialist
27. The FMS should meet the following requirements:
28. Bachelor’s degree or above in finance or accounting;
29. Professional certification i.e. CPA, CA or ACCAis preferred;
30. At least 5-8  years of direct relevant professional experience in finance and accounting. The candidate should possess the ability to work with an accounting system and be familiar with laws and standards relating to accounting, financial reporting, auditing, and taxation.
31. Knowledge and experience of financial management procedures of international organizations would be an advantage;  
32. MS Office proficiency such as Word, Excel, PowerPoint, etc;
33. Ability to clearly communicate in Mongolian and English both in writing and speaking.
34. o   Other:
35. a. High professional and personal integrity,
36. b. Excellent communication and interpersonal skills,
37. c. Ability to collaborate effectively with the relevant stakeholders and implementing agencies,
38. d. Ability to function independently and collaboratively in a team environment,
39. e. Organizational skills with the ability to handle multiple assignments.
40. 3.      Scope of Work for the Procurement Specialist
41. The objectives of this assignment are being responsible for design and implementation of all procurement duties required to achieve the timely completion of project implementation activities. Detailed tasks include but not limited to:
42. Upload all the procurement documents in STEP in a timely manner for the Bank’s prior review and post review, including but limited to the Project Procurement Strategy for Development (PPSD), General Procurement Notice (GPN), TOR, bidding documents, Request for Proposals (RFP), Specific Procurement Notice (SPN), any amendments of the bidding documents and RFP, evaluation reports, contracts, amendments of signed contracts, complaints (if any) etc.
43. Prepare, monitor and update regularly the overall Project Procurement Plan;
44. Prepare bidding documents on the basis of the Bank’s sample and standard procurement documents and send them to the Bank for its review and NOL;
45. Finalize for submission Bid Evaluation Reports prepared by Procurement Committee;
46. Prepare a draft of contracts, contract negotiations and its finalizations;
47. Handle any complaints in the procurement process;
48. Prepare, monitor and update quarterly procurement management report (Report format is attached);
49. Ensure that all procurement activities are conducted in accordance with provisions in the Financing Agreement and the Bank’s Procurement Regulations;
50. Maintaining accurate and timely files and records of procurement activities to serve as a basis for audit and IFR as well as the Bank’s regular post review;
51. Monitoring, jointly with project Financial Management Officer, the implementation of the contracts signed by the PMO;
52. Providing the project Financial Officer with information about the on-going and forthcoming procurement procedures, the implementation of which, correspondingly the payment under which, are expected to start in the planning period;
53. Performing all operations in connection with tax assessment, custom duty clearance, exemptions from taxes, levies, custom duties and fees;
54. Responsible for archiving documentation on a completed bidding in a fiscal year; and
55. Such other tasks as may be assigned and/ or delegated by the Project Coordinator.

Required Experience and Qualifications of Procurement Specialist

The Procurement Specialist should meet the following minimum requirements:

·        at least a bachelor’s degree in business, economics, finance or public administration from accredited university

·        at least 5 years of relevant work experience as a procurement specialist in procurement practice on projects financed by international financial organizations, preferably the World Bank.

·        knowledge/experience with national public procurement regulations and procedures, including preparation of (tender) documents and technical specifications, is required.

·        fluency in both written and spoken English and Mongolian language and advanced computer skills are required, as are abilities to communicate, negotiate, analyze, elaborate and present reports and statements.

4.      Scope of Work for the Environmental and Social Safety and Monitoring and Evaluation Specialist

The primary objective of this assignment is to implement and monitor/ oversee operational, environmental and social aspects of the Project, as well as the progress towards the Project Development Objectives. The Environmental and Social Safety and Monitoring and Evaluation Specialist will ensure the environmental and social performance of the project and the implementation of environmental and social activities are in accordance with the Project’s Environmental and Social Management Framework, and a number of E&S documents were prepared during the project preparation stage: the ESMP including an asbestos management plan and Resettlement Plan (RP) for activities identified at appraisal stage, ESMF including a Resettlement Policy Framework (RPF) for activities not identified at appraisal stage, the Stakeholder Engagement Plan (SEP) with Stakeholder Engagement Framework (SEF) and the Project GRM, Labor Management Plan (LMP) with a Labor GRM, and the Environmental and Social Commitment Plan (ESCP). In addition, the Specialist is accountable for the progress towards the Project Development Objectives, including preparing data for progress reports, focusing on progress, results and outcomes - tracking indicators for the objectives outlined in the project appraisal document, results framework. Based on the data received, reports will be generated to the World Bank and authorized agencies.

Detailed tasks include but are not limited to:

• Assist the borrower in implementing the ESMP by incorporating the mitigation measures (particularly the asbestos management plan) into the relevant biding documents and contract, and monitoring the implementation of the contracts, and preparing the bi-annual report for ESMP implementation;
• Assist the borrower to prepare the ESMPs for the physical activities to be identified in the implementation phase. The ESMF should be strictly followed when preparing the ESMP, meantime, the SEP and the ESCP should be updated;
• Assist the borrower to pay compensation to all affected households/entities well prior to commencement of construction for component 1.1 (per the Resettlement Plan); and assist the borrower with other activities required as required under the Resettlement Plan entitlement matrix.
• Assist the borrower to implement the LMP and establish the Labor GRM as specified in the LMP. The relevant clauses in the LMP in terms of the OHS measures, and contractor management should be incorporated into the Bidding Documents and Contracts;
• Assist the borrower to carry out the SEP and establish the Project GRM. The SEP should be carried out throughout the project implementation, the identification of stakeholders and the strategies for consultation and information disclosure should be updated along with the implementation of the project. The SEF should be followed when updating the SEP and preparing the ESMP;
• Assist in providing training for contractors in environmental management of their contracts;
• Assist the borrower to carry out the ESCP and update the ESCP as necessary. Revision of the ESCP is subject to the prior agreement from the Bank;
• Implement environmental and social safeguards activities in compliance with applicable Mongolian and World Bank requirements through providing due diligence, such as site visits, preparation of necessary E&S documentation and reports;
• Resolving E&S issues in case of non-compliance, and where needed, preparing a time-bound corrective action plan with specific follow-up procedures;
• Ensure requirements of consultation and disclosure are carried out in alignment with the Environmental and Social Management Framework for subprojects;
• Prepare reports on environmental and social safeguards management and applicable mitigation measures as per the ESMF;
• Responsible for maintaining and managing an archive of project documents related to environmental and social safeguards;
• Assist MoE and UBDHC with preparing environmental and social portions of periodic project progress report;
• Preparing data for progress reports, focusing on progress, results and outcomes - tracking indicators for the objectives outlined in the project appraisal document, results framework. Present updated forecasts and recommendations for changes in indicators and targets (if necessary) to ensure successful achievement of the project development goals.
• Analyze monitoring data to identify potential risks that must be reported to the PMO Director and UBDHC to ensure appropriate measures for their prevention on the spot.
• Participates in World Bank monitoring missions, as appropriate, and submit special and technical progress reports from time to time to the Project Manager of the World Bank, if necessary.
• Such other tasks as may be assigned and/ or delegated by the Project Coordinator.

Required Experience and Qualifications of the Environmental and Social Safety and Monitoring and Evaluation Specialist

The Environmental and Social Safety and Monitoring and Evaluation Specialist should meet the following requirements

·        the Consultant shall have a graduate degree in environmental and / or social impact assessment, environmental science, environmental engineering, planning or similar relevant discipline.

·        the Consultant shall have at least 5-8 years relevant experience in the assessment and management of impacts from infrastructure or natural resources management projects in small island states or similar landscapes. This must include both the preparation of impact assessments and the implementation of management plans, using good international practice approaches. At least two year's demonstrable experience applying World Bank safeguard policies or equivalent development partner policy implementation is a plus.

·        experience in conducting and managing monitoring and evaluation activities.

·        proven experience in designing and utilization of data collection tools.

·        experience in setting up computerized databases and conducting analysis.

·        demonstrated ability in effective project management is essential, including: expertise in work planning; an ability to manage their own time effectively, an ability to work in a team; effective at providing advice and outputs on time and to agreed quality; and able to communicate effectively and build relationships with a range of stakeholders.

·        proficient speaking and writing professionally in English and Mongolian.

·        it is preferred that the candidate has a certification or registration with a recognised industry body, or is capable of gaining such certification during the time of the assignment.

5.      Scope of Work for the Head Heating Engineer

The Head Heating Engineer is accountable to the Project Coordinator of the PMO and performs the following main functions, but is not limited to:

• Provision of technical / engineering support for UBDHC to ensure quality, effective and efficient planning, design and implementation of investments financed by the project.
• Providing technical assistance to develop and implement measures to assess institutional support - in order to improve the provision of heat and utility services.
• If necessary, assist UBDHC in coordinating all issues related to planning, construction design, technical aspects of construction, commissioning and operation of activities carried out and controlled by the project.
• Review the design and construction reports prepared by contractors / consultants within the project and provide comments and, if necessary, proposals;
• Assist UBDHC in technical matters to coordinate with other Government departments and provide documentation and responses to obtain all necessary approvals in the planning, design, procurement and implementation phases of the project.
• Conducts a technical review of procurement documents to ensure high quality design and presentation in accordance with international standards and in accordance with all local legal requirements;
• Executes, as necessary, joint field visits and field inspections of construction sites to accelerate the successful completion of engineering design and construction activities;
• Reviews the compliance of contractors with contractual requirements and reporting;
• Participates in the preparation of technical specifications for the purchase of equipment and goods;
• Prepares data for progress reports, focusing on technical issues, progress, design results, consultants' performance and potential risks. Ensures that the risks are properly identified, reported and worked together with the Director of the PMO and UBDHC to ensure appropriate measures for their prevention on the spot.
• Participates in World Bank observation missions, if necessary, and submit special and technical progress-reports from time to time to the Project Manager of the World Bank, upon request.
• In carrying out this task, the Head Heating Engineer will work closely with the UBDHC, the International Consultant, and other specialists of the PMO and local project coordinators.

Required Experience and Qualifications of Head Heating Engineer

The Head Heating Engineer should meet the following requirements

·        bachelor or above in mechanical engineering from a credited university, a master's degree is considered a plus;

·        minimum of 5 years of work experience in the area of district heating, district heating construction, related procedures, and laws.  Experience in the preparation and delivery of district heating and energy efficiency projects is considered an asset.

·        fluent in English and Mongolian language (reading, speaking, writing);

·        advanced computer skills in key programs;

·        excellent management, reporting and teamwork skills.

6.      Scope of Work for the Heating Engineer

The Heating Engineer of the PMO is accountable to the Project Coordinator of the PMO and performs the following main functions, but is not limited to:

• If it is necessary to assist UBDHC in coordination of issues related to planning, construction design, technical aspects of procurement, construction, commissioning and operation of activities carried out and controlled within the project.
• Review the design and construction reports prepared by contractors / consultants for the project and provide comments and, if necessary, proposals;
• Assist UBDHC in technical matters to coordinate with other Government departments and provide documentation and responses to obtain all necessary approvals in the planning, design and implementation phases of the project.
• Conducts a technical review of procurement documents to ensure high quality design and presentation in accordance with international standards and in accordance with all local legal requirements;
• Executes, as necessary, joint field visits and field inspections of construction sites to accelerate the successful completion of engineering design and construction activities;
• Reviews the compliance of contractors with contractual requirements and reporting;
• participates in the preparation of technical specifications for the purchase of equipment and goods;
• prepares data for progress reports, focusing on technical issues, progress, design results, consultants' performance and potential risks. Ensures that the risks are properly identified, reported and worked together with the Director of the PMO and UBDHC to ensure appropriate measures for their prevention on the spot.
• Participates in World Bank implementation support missions, if necessary, and submit special and technical progress-reports from time to time to the World Bank task team leader, upon request
• In the performance of this task, the engineer of the PMO will work in close contact with the UBDHC, the International Consultant, and other specialists of the PMO and local project coordinators.

Required Experience and Qualifications of Heating Engineer

The Heating Engineer should meet the following requirements

·        bachelor’s degree or above in mechanical engineering, another relevant field of engineering, or architecture from an accredited university; a Master’s degree in these fields will be considered a plus;

·        minimum of 4 years experience including knowledge of and experience within the design and implementation of heating projects, and assessments for buildings, and knowledge of/experience with local construction practices, procedures, and laws; experience with development of energy efficiency projects (including financial structuring) would be considered an asset;

·        fluent in English and Mongolian language (reading, speaking, writing);

·        advanced computer skills in key programs;

·        excellent management, reporting and teamwork skills.

7.      Scope of Work for the Office Manager / Interpreter

The Office Manager / Interpreter of the PMO is accountable to the Director of the PMO. The interpreter for this project is assigned the functions of an office manager as well. Office Manager / Translator performs the following main functions, but is not limited to:

·           Maintaining regulatory documents of the World Bank and other organizations in the system;

·           Visa support for foreign specialists,

·           Perform translation of incoming and outgoing correspondence;

·           Perform translation during negotiations and meetings with foreign representatives and companies.

·           Implementation of translation of methodological works, instructions, normative acts, orders, resolutions and other documents.

·           Execution of a translation of the management's conversation on the telephone line with foreign representatives and companies;

·           Carrying out typing and multiplying works;

·           Ensuring the reception and sending of faxes and other documents to the World Bank and other organizations;

·           Organization of work on the prevention and repair of computing and other equipment in the PMO;

·           Organization of work on receipt of stationery, paper and equipment for the PMO;

·           Implementation of other instructions from the management of the State Investment Committee

Required Experience and Qualifications of Office Manager / Interpreter

The Office Manager / Interpretershould meet the following requirements

·        bachelor’s degree in law, economics, public administration, social sciences or other relevant faculties from accredited university, with at least 1 years work experience in the field.

·        knowledge/experience with local administrative practice and procedures is required.

·        Fluency in both written and spoken English and Mongolian and advanced computer skills (MS Word, Excel, Power Point) are required, as abilities to communicate, negotiate, analyze, elaborate and present reports and statements.

 Required Documents:

•            Cover letter;

•            CV prepared according to Public servant formant:

•            Copies of professional certifications, diplomas;

•            Photocopy of citizenship ID; and

•            Evidence of Language proficiency i.e. IELTS, TOEFL score if possible; and

•            Copy of social insurance book

Application Deadline: 2:00 PM, October 16, 2020

Application submission:

Room No. 301

Policy, Planning Department

Ministry of Energy

Government Building XIV

Khan-Uul District, 17060

Phone: 51-263074

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