Operations and Finance Advisor (Short Term Consultant)

  Harakat- Afghanistan Investment Climate Facility (H-AICF)
  Afghanistan Unspecified 295
Date Posted:Jan 30, 2010
Reference:2010 - 006
Closing Date:Feb 12, 2010
Work Type:Unspecified
Number of Vacancies:1
Gender:Male
Functional Area:Consulting
Nationality:International
Salary Range:As per NTA salary scale policy
Years of Experience:Fresh
Contract Duration:Not specified
Extension Possibility:Yes
Contract Type:Short Term
Probation Period:Unspecified
Required Languages:

About Harakat- Afghanistan Investment Climate Facility (H-AICF):

Founded:  

Job Summary:

1.Background

The Land Lease and Management One Stop Window is a project to be implemented by the Ministry of Agriculture, Irrigation, and livestock of Afghanistan with the financial support of Harakat. The goal of the project is to create a mechanism that will significantly increase the amount of public land that would be made available to the business community for productive investment. Obtaining land to use for commercial purposes remains one of the most significant constraints to economic growth. Potential investors face considerable uncertainty concerning the availability of suitable land, its cost and the time required to secure the land after it is identified. Survey in recent years has consistently shown that access to land and electricity are the two most frequently cited obstacles for investors. The lack of workable mechanisms for making land readily available at market cost significantly discourages existing businesses from undertaking new investment and effectively prohibits new investors from entering the market.

2.Project Objectives

The objective of this project is to establish the Afghanistan Land Authority (ALA), as an autonomous public entity subjected to Government policies. As a statutory body responsible for leasing public land, the ALA will operate as a single reference point or one-stop window for investors seeking to obtain access to land for commercial activities. It will have a mandate to consult closely with the president, the Afghanistan Investment Support Agency (AISA), line ministries and the National Assemble as well as private sector organizations to ensure that land needed for productive investment is made readily available throughout the country. It will coordinate its activities with ministries and donors to ensure that investment in infrastructure, including irrigation facilities, water and power supplies, and roads, contribute to attracting productive investment.

The ALA will have responsibilities to i) Maintain a public land inventory database with detailed information about mapping locations, size, land categories and descriptions, prices and availability of services, ii) Offer a comprehensive land-lease solutions, by delivering a public service in a cost-effective, timely manner that promotes transparency, competition and accountability, iii) Assume management responsibility for making state-owned land available for commercial purposes (including agriculture, industry and services investments). It will supervise the compliance of the lease contracts and will collect the lease revenues and iv) Promote land improvement investments, directly or indirectly.

Phase 1 of the project will take 04 months (mid-Feb – mid-June, 2010) to design the key aspects required for project implementation, including legal aspects, organizational policies and procedures, land inventory standards, land lease procedures, IT protocols etc. At the end of the design, it will be possible for MAIL to start the project implementation, legally establishing the ALA, staff it and start the preparation of its public services.

Duties & Responsibilities:

3.Consultancy Objectives

The Operations and Finance Advisor will be in charge of the design of the operations systems for the new organization, including areas of Finance, Administration, Procurement, Contracts, Logistics, IT and Security.

4.Supporting National Team

A team of 14 permanent national staff from the Ministry of Agriculture will be in place to collaborate with the consultant on a full time basis. The team will integrate the future management staff of the entity to be created (1 CEO, 6 Directors, 6 Deputy Directors, 1 Executive Assistant). Each one of the national MAIL staff will be instructed to interface on a daily basis with the consultant’s personnel, supporting in the organization of key meetings with public officers, collection of national documents, participating in brainstorming sessions, reviewing draft documents produced by the consultants, etc. as a result of the daily interaction with the consultant’s experts, it is expected that enough capacity will be built in the national tam to guarantee smooth implementation of the project after the conclusion of phase 1.

5.Deliverables

The Operation and Finance Advisor will be fully responsible for the development of the project deliverables number 9, 10, 11, 12, 14 and 15 (#9: Security Policies, #10: Logistic Policy, #11: Procurement and Contract Policy, #12: Finance Policy, #14: Finance Projections and #15: Assestment of needs of offices, equipments and supplies.

To conclude, he/her will be responsible for at least 20 hours of general and technical training to the national staff participating in the project, in order to ensure the fully understanding of the deliverables by the future users.

6.Location

The Operations and Finance Advisor should be interacting on a daily basis with the national team, sharing office space inside the Ministry of Agriculture (MAIL) compound.

7.Contract Duration

The Operations and Finance Advisor will have 03 months (12 weeks) to present the mentioned deliverables, detailed also in Annex 1. Contract start date will be March 1st , 2010 tentatively.

8.Report and Supervision

The consultant should report and will be supervised by the Team Leader assigned by MAIL. He will receive the deliverables the consultant will produce and approve them after complete satisfaction.

Job Requirement:

9.Qualifications and Experience

The ideal candidate has a master degree in Business Administration and at least 10 years of working experience in the area of operations of organizations and projects of different nature. He/her should have experience in the main areas involving operations (Finance, Administration, Logistics, Security, Contracts, and Procurements). Additionally, it is expected to have Knowledge in the areas of anti-corruptions measures, inventory management and audit. Personal Skills and Abilities of the candidate should include:

•Demonstrated experience in developing and maintaining effective work relationships
•“Self-starter” mentality with strong personal motivation, enthusiasm, perseverance and entrepreneurial spirit.
•Exceptional interpersonal communication, relationship building and networking skills.
•Demonstrated leadership skills and a supportive management style.
•Ability to communicate with persons of various cultures and disciplines.
•Excellent written communication skills.
•Ability to work in a dynamic and responsive environment.
•Ability to work under pressure and respond to multiple tasks.


10.Nationality
The position is opened for all afghan and foreign citizens.

11.Salary
Competitive salary will be offered based on experience and qualification

12.Facilities to be provided by the client
Accommodation and transportation will be provided

________________________________________
Annex 1 (Detail of Deliverables)

DELIVERABLE
Number 9 Security Standards and Procedures


OBJECTIVE
To design a policy framework for security procedures to identify and characterize potential security threats to the ALA operation and create systems and procedures to minimize the threats as much as possible, facilitating a safe environment for ALA’s staff, clients and stakeholders.

DESCRIPTION
The deliverable will include the following 5 sections or parts:
1.Analysis and mapping of potential security threats by organizational areas of ALA (for example, in the Land Lease Unit, threats when receiving external visitors to the ALA offices, alteration of legal contract documents, etc; in the Land Enforcement Unit, threats of robbery of the lease incomes; in the Land Inventory Unit, threats related to land mines or violence against field staff; in the Operational Unit, threats of robbery of organizational equipment.)
2.One manual containing security policies in order to minimized the potential threats previously identified. Security policies will include measures to be taken, partnerships with security agencies, person providing accountability for the implementation of each measure, etc.
3.Annexes containing the design of all the templates and forms to be used when implementing security procedures (visitor control at the entrance, etc.)
4.Power Point Presentation to be used during the orientation process of new staff members, summarizing the key information of the Security Policy and Procedures.
5.Investment Budget proposal to implement the Security Policy (for example first aid kits, extinguishers, radios, cameras, etc)



SUGGESTED METHODOLOGY
 Project review and interviews with key staff
 Benchmark of best practices in security

DELIVERABLE
Number 10 Logistics Procedures and Systems


OBJECTIVE
To design a policy framework for logistics procedures oriented to guarantee on time provision of support offices services in compliance with quality standards.

DESCRIPTION
The deliverable will include the following 4 sections or parts:
1.One manual containing policy guiding the logistics support to organizational operations, including guidelines for offices and equipment maintenance, cleaning services, use protocol for vehicles, etc.
2.Annexes containing the design of all the templates and forms to be used when implementing logistic procedures (travel request form, cleaning schedules form, etc)
3.Power Point Presentation to be used during the orientation process of new staff members, summarizing the key information of the Logistics Policy and Procedures.
4.Investment Budget proposal to implement the Logistics Policy (furniture, office equipment, vehicles, etc)

SUGGESTED METHODOLOGY
 Project review and interviews with key staff
 Benchmark of best practices in logistics


DELIVERABLE
Number 11 Contracts and Procurements Procedures


OBJECTIVE
To design policies and procedures for contracts and procurements in the organization able to reach high standards in terms of competitiveness and transparency, at the same time that ensure effectiveness and efficiency. These standards should also be based on the Conflict of Interest Policy.

DESCRIPTION
The deliverable will include the following 3 sections or parts:
1.One policy manual containing contract policies guiding the preparation of the bidding process, public offers, evaluation guides, negotiation, adjudication and contract of third parties. Policies will contain descriptions of the processes, levels of authorizations, audit protocols, file system organizations and others.
2.One policy manual containing procurement policies guiding the solicitation of procurement, quotations, provider evaluation and selection, and others. Policies will contain description of the processes, levels of authorizations, audit protocols, file system organizations and others.
3.Annexes containing the design of all the templates and forms to be used in both contracts and procurements (quotation templates, etc.)
4.Power Point Presentation to be used during the orientation process of new staff members, summarizing the key information of the Contracts and Procurement Policy.

SUGGESTED METHODOLOGY
 Review content of new governmental Procurement Law.
 Project review and interviews with key staff to understand the procurement and contracts profile of the ALA.
 Benchmark with best practices in contracts and procurement policies and instruments.

DELIVERABLE
Number 12 ALA Financial Systems


OBJECTIVE
To design financial policies and systems able to support financial transactions and registers in the organization. These policies and systems should be in accordance with legal accounting norms and financial best practices and try to limit bureaucracy and promote accountability and transparency.

DESCRIPTION
The deliverable will include the following 4 sections or parts:
1.Financial policies of the organizations guiding cash management, lease receipts, payments, bank accounts, fixed assets inventory, depreciation, financial investments, accounting, reporting, etc. Policies will contain description of the processes, levels of authorizations, audit protocols, file system organizations and others.
2.Annexes containing the design of all the templates and forms to be used in financial transactions (payroll, expense reports, financial reports, annual financial statements, etc.) of the organization.
3.Power Point Presentation to be used during the orientation process of new Board and staff members, summarizing the key information of the Financial Policy.
4.Existing finance software, including analysis of strengths and weakness and recommendations of best options based on ALA’s needs.
5.Investment Budget proposal to implement the financial policy (safe box for cash management, accounting software, etc.)

SUGGESTED METHODOLOGY
 Project review and interviews with key staff to understand future financial needs.
 Benchmark with best practices in financial policies and instruments.

DELIVERABLE
Number 14 Financial Projections


OBJECTIVE
To provide the ALA’s management with an economic and financial tool to guide their daily operations, ensuring budget discipline to limit expenses and achieve income goals, providing wide financial understanding and awareness among the staff.

DESCRIPTION
The deliverable will include the following 3 sections or parts:
1.Annual operational budget (assuming full operation, estimated for 2011), based on the appropriate organizational accounting structure (Deliverable number 5)
2.Organizational investment budget for the period 2010 – 2014 (based on the compilation of investment needs proposed in other deliverables such as investment in legal costs, IT equipment, vehicles, GPS equipment, software, office rehabilitation/construction, etc.)
3.Financial sustainability plan for the post grant period. This should include financial projections of income and expenses for the next 5 years, identifying the break-even point and the amount of subsidy required until reaching financial sustainability.

SUGGESTED METHODOLOGY
 Coordination with other experts working in the design
 Review of other deliverables estimating cost of different investment in IT, land inventory, etc.


DELIVERABLE
Number 15 Assessment of rehabilitation and equipments needs for LLMOSW’s offices


OBJECTIVE
To identify and characterize the rehabilitation and/or construction works that will be needed in the next phase of the project (implementation) in order to prepare the office space of the entity. At the end of the design phase, all the technical components of the rehabilitation/construction and furniture of the offices have to be designed based on the following values and principles:
 Safe and comfortable environment for staff and visitors.
 Distribution of areas will attend to concepts of security, energy efficiency, comfort for the staff and visitors.
 Materials selected should attend to concepts of durability and maintenance requirements.
 Offices style should be harmonized with the organizational image defined by the communications team;
 Distribution of areas will facilitate team work and transparency by providing common working areas as much as possible.
 Cable systems (electricity, internet network between offices, TV) integrated.

DESCRIPTION
The deliverable will include, for each one of the offices to be identified, the following 3 sections or parts:
1.Construction/Rehabilitation plan, including evaluation of the current status of the building, details of all the works to be done classified by categories (construction, repairs, electric work, pipe works, gardening, windows, etc.), in addition to all of the equipment necessary (kitchen furniture, office furniture, extinguishers, etc.) Detailed technical specifications are required since the deliverable will be the technical basis for a future RFP to be released during the implementation phase.
2.Investment budget required in order to implement the construction/rehabilitation plan, detailed by item.
3.Visual materials including blue prints and computer simulation of the offices to facilitate presentation and discussion.

SUGGESTED METHODOLOGY
 Field visits to evaluate current conditions of alternate offices.
 Coordination with the team working on the org chart and operations in order to understand needs of space in terms of amount of area, size and distribution.
 Coordination with the team working in security in order to attend to security considerations regarding access, evacuation, etc.
 Coordination with the team working in communications in order to attend to organizational image guidelines when defining a design proposal.

Job Location:

Afghanistan
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