Project Admin Assistant 38 views

REQUEST FOR EXPRESSIONS OF INTEREST

(INDIVIDUAL CONSULTING SERVICES)

Republic of the Marshall Islands (RMI)

Education and Skills Strengthening Project

Grant no.: IDA-D7600

Assignment Title: Project Admin Assistant

Reference No.: MH-MOE-344271-CS-INDV

The Government of the Republic of Marshall Islands has received financing from the World Bank toward the cost of the Education and Skills Strengthening Project (ESSP) and intends to apply part of the proceeds for consulting services.

The consulting services (“the Services”) will assist the Project Manager and the RMI National Training Council to effectively implement the World Bank-funded project.

The assignment will focus on supporting the Project Implementation Unit (PIU) in the administrative duties and the daily management of all project coordination and logistics of the various activities of the project.

The detailed Terms of Reference (TOR) for the assignment is indicated in the attached Terms of Reference (ToR).

The National Training Council now invites eligible individuals (“Consultants”) to indicate their interest in providing the Services. Interested Consultants should provide information demonstrating that they have the required qualifications and relevant experience to perform the Services (attach a Cover Letter of no more than four (4) pages addressing the mandatory experience and qualification requirements curriculum vitae with description of experience in similar assignments, similar conditions, etc.). Firms’ staff may express interest through the employing firm for the assignment and, under such situation, only the experience and qualifications of individuals shall be considered in the selection process. The criteria for electing the Consultant are:

1. QUALIFICATIONS AND EXPERIENCE

Mandatory Qualification and Experience

• Diploma or Associate Degree in Business Studies or relevant field
• At least 1 years’ experience relevant to Administration Work
• Competency in the use of computer applications, especially MS Office and experience operating in a virtual office i.e use of email and various meeting platforms (Zoom, Webex, and Microsoft Team Meeting)

Desired Skills, Qualifications and Experience

• Bachelor in Business Administration or relevant field
• Experience working in the public sector or donor funded projects

The attention of interested Consultants (including firms) is drawn to paragraph 3.14, 3.16 and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 revised November 2020 “Procurement Regulations”, setting forth the World Bank’s policy on conflict of interest.

Further information can be obtained at the address below during office hours; 0900 to 1700 hours local time.

Expressions of interest must be delivered in a written form to the address below (in person, or by e-mail) by 5:00pm, 29^th March, 2023. The subject line should state: “Communications Specialist- full name of the candidate”.

Julius Lucky
Director

National Training Council
ntcdr@ntcinfo.org : mel_manager@ntcinfo.org
Phone: 692 625-4521

Cc: jpaul@pss.edu.mh

Malie Tarbwillin

Assistant Secretary,
Division of International Development Assistance
didadirector@gmail.com : filipesefeti@gmail.com

Phone: 692 625 5968

Susan Kommwa

Project Manager, ESSP

suekommwa@gmail.com

Phone: +265 999 521 818

Republic of the Marshall Islands

Ministry of Education, Sports and Training

Terms of Reference

 Individual Consultant

I. BACKGROUND

The Republic of the Marshall Islands (RMI) is one of the world’s smallest, most isolated, and vulnerable nations. The country consists of 29 atolls and five individual islands (24 out of these 34 atolls and islands are inhabited). It covers an area of 1.9 million square km (around the size of Mexico) but has just 181 square km in land area (around the size of Washington, DC). The population was estimated at 58,413 in 2018, of which around 28,000 (53 percent) reside in Majuro (the country’s capital) and 10,000 (18 percent) in Ebeye, the two largest urban centers. Its low elevation makes the country highly vulnerable to natural and climate related disasters threatening the physical viability of some areas of the main and more remote outer islands (OI).

Project summary

ESSP aims to increase access to and quality of Technical and Vocational Education and Training (TVET) opportunities and improve labor market outcomes for Marshallese beneficiaries in RMI and abroad. This project is designed to address the RMI’s challenges in building and using its human capital.

In RMI, participation in secondary and post-secondary education and training as well as poor academic performance across the board is a main concern and the labor market faces a dual challenge of skills gaps and a high formal sector unemployment (especially among youths). The Project was approved by the World Bank’s Board of Directors on 21^st January 2021 and declared effective on 6^th April 2021. The International Development Association (IDA) grant for the proposed operation is US$10 million.

The key stakeholders to this project include the Ministry of Education, Sports and Training (MOEST), Public-School System (PSS), the National Training Council (NTC), and the Ministry of Finance, Banking and Postal Services, Division of International Development Assistance (DIDA).

This project will support the following:

1. Improvement in the general secondary education to increase acquisition of foundational skills (Math and English)
2. Expansion and improvements in the supply of TVET programs, specialization tracks within secondary schools, accredited college-level programs in post-secondary institutions, and shorter programs by governmental and non-governmental organizations.
3. Strengthening of the labor market intermediation services in the country such as workforce planning, counseling and career guidance, employment center, recognition of prior learning, work placement program, etc.
4. Project management, Monitoring and Evaluation (M & E). Financing M & E activities to complement existing M&E systems in collecting relevant data for monitoring the project, inform needed course-correction, and evaluate outcomes of activities. As part of building MOEST capacity, the component would finance assessments, the development of a Roadmap and action to prepare for (including make efficiency gains where possible) and navigate any changes in the level of, or access to, resources or services and ways of working which may alter as a result of the Compact renegotiations process.

The project also aims to improve equity, especially related to women’s participation in TVET and in the work force and related to students, especially youths from islands other than Majuro and Ebeye. As part of project implementation, the project will support the introduction of Island skills and Vocational Skills track in public schools. Furthermore, the project will conduct needs assessment to identify RMI skills gap through Skills Survey. With these range of activities, it is vital that career counselor should be well equipped to help students to be well informed of career choices whilst at school level and also know the employment opportunity available at post training.

NTC and PSS are the technical leads for their component(s). Each Agency has assigned one staff to manage the activities for about 30 percent of their work program. For the project support, a Project Implementing Unit (PIU) is comprised of two coordinators, one for NTC and one for PSS, one administrative assistant, and one Project Manager. To maximize coordination and efficiency, the PIU is located within the NTC’s office.

II. OBJECTIVES OF THE ASSIGNMENT

 The Project Administrative Assistant will assist the implementing agencies with administrative and coordination requirements of the project in the conduct of its various activities.

 III. SCOPE OF SERVICES

The Project Administrative Assistant will support the PIU in daily management of all project coordination and logistics activities. S/he will ensure that deliverables are submitted in a timely manner which will contribute to the successful day to day implementation of the whole project.

The administrative assistant will be expected to carry out the following activities:

• Provide daily administrative support to the Project Manager, and the two Component Coordinators
• Provide assistance in all Project Administrative work as required by the PIU,
• Take primary responsibility in all administration and filing system tasks by organizing and maintaining electronic and hard copies of documents
• Coordinate and arrange meetings, book venues, and make travel arrangements for the PIU
• Maintain a calendar of WB Missions and ensure meeting arrangements, logistics, administrative requirements are coordinated efficiently and effectively, working collaboratively with the Implementing Agencies and other stakeholders
• Assist in the procurement activities of the project by, issuing and obtaining Request for quotations, evaluating quotes from vendors and suppliers and submit the required documents to the CIU Procurement team
• Ensure that all procurement documents are uploaded into the World Bank procurement system – Systematic Tracking of Exchanges in Procurement (STEP) and assist the Contract Manager in uploading documents in the Contract Management System (CMS).
• Preparation of documents and following up with FM to ensure that vendors receive timely payment after goods, works, and services are completed/rendered to the project;
• Ensure continuous follow up on pending business and project needs
• Ensure that all open POs documents are confirm by PIU prior to submitted to FM
• Perform other duties, as may be required, relevant to the Project

IV. INSTITUTIONAL AND ORGANIZATION ARRANGEMENTS

 The Project Administrative Assistant will directly report to the Project Manager

V. QUALIFICATIONS AND EXPERIENCE

Mandatory Qualification and Experience

• Diploma or Associate Degree in Business Studies or relevant field
• At least 1 years’ experience relevant to Administration Work
• Competency in the use of computer applications, especially MS Office and experience operating in a virtual office i.e use of email and various meeting platforms (Zoom, Webex, and Microsoft Team Meeting)

Desired Skills, Qualifications and Experience

• Bachelor in Business Administration or relevant field
• Experience working in the public sector or donor funded projects

VI. DURATION, LOCATION, CONDITIONS

 The position is a full-time position to be located in Majuro, RMI.  The duration of the contract will be for twenty-four (24 months) with the opportunity to extend based on satisfactory performance.