Team Leader and Civil Service Reform Expert, Organisational Review Expert, Pedagogical

Governance for Development (Interim Support Services)

Terms of Reference: Strategic Review of the Timor-Leste Civil Service Commission


Three positions:
  a. Team Leader and Civil Service Reform Expert (GfD 025)
  b. Organisational Review Expert (GfD 026)
  c. Pedagogical Expert (GfD 027)


Deadline for applications: 23.30 Dili time 20 January 2013

Duration: Up to 3 months, starting in early February 2013

Location: Dili, Timor-Leste

ARF Category: See selection criteria

Reports to: President of CSC

Location: Dili, Timor-Leste

Language: Tetum and Portuguese are the Government of Timor-Leste’s official languages. English and Indonesian are working languages. A high level of proficiency in Portuguese and/or English is highly desirable.


1. Background

The Government of Timor-Leste established an independent Civil Service Commission (CSC) in 2009 to enhance efficiency and effectiveness of its civil service for improved service delivery. The CSC reports directly to Parliament and has powers and authority as defined in the Civil Service Commission Act (7/2009).

The role of the CSC is to provide a framework for all human resource management and development activities across the Civil Service in Timor-Leste, in accordance with the provision of the CSC Act. The CSC comprises of five Commissioners and presided by a president. The CSC is supported by a Secretariat led by the Secretary of the CSC who holds the status of Director General. The Secretary reports to the Commission. The Secretariat is responsible for developing and implementing the operational plan of the CSC and is accountable to the Commission for expenditure, operational activities, and administration of the CSC in accordance with the Commission’s strategic and legal requirements. In addition, the Secretariat is responsible for implementing the policies of the Commission and for achieving the outcomes and performance objectives set by the members of the Commission.

As a result of changes made under the V Constitutional Government (by Decree Law no 41/2012), INAP now is under the CSC which is responsible for the delivery of training and development courses to civil servants. The Director General of INAP now reports directly to the Commission.
Thus, the structure of the CSC comprises of a Secretariat of the CSC and INAP.


2. Objectives

The objective of the Strategic Review of CSC is to:

•  Identify key organisational and policy reforms required to support CSC’s strategic objectives over the next 5 years and beyond;

• Provide an overview of INAPs current status and capability, including an assessment of the institutional framework, organisational structure, human resource capability and pedagogical material by a team of relevant experts (covering English, Tetum and Portuguese language); and

•  Support CSC to develop a road map to update and operationalize the Government of Timor-Leste’s training and development policy. This should be informed by:

- the new role and functions of INAP as training organisation within CSC, and the Decree Law 38/2012, Regime on Training and Development in the Civil Service;

– recent Government decisions and policies with implications for training and development such as induction, and staff requirements under a deconcentrated or decentralised civil service;

– integration with Government policies on scholarships and capacity building; and

– integration with Government policies on career progression and performance management.


3. Scope of Review

The consultants shall, inter alia, undertake the following specific activities:

a) Consider findings of existing reviews, including but not limited to the paper on CSC in fragile states, the George O’Farrell review on CSC, the PSCDP independent completion report and the organisational review of INAP;

b) Consider mandates, roles, responsibilities and reform opportunities based on CSC strategic plan, AAP and legislative framework such as the CSC legislation, Civil Service legislation, Training and development legislation, V Constitutional Government legislation and other;

c) Assess and reconfirm goals, objectives, role and reform agenda of the CSC, including INAP through interview and consultation;

d) Consider institutional and organisational developments (procedural, structural, and human resource capacity issues) required to achieve these goals; and

e) Propose a roadmap; identifying SWOT and resource requirements to inform the CSC plans, budget proposals and discussions with development partners.


4. Deliverables and Outputs

a) Final Report to CSC and AusAID in English and Portuguese; highlighting the situational analysis of considered institutions. Indicate the strengths, weaknesses, opportunities and possible constraints to reform of the public service; and provide suitable recommendations, where possible;

b) A road map that sets out:
– recommendations and options on how the CSC might organise managerial procedures and ways of fulfilling its responsibilities in a strategic and effective way; provide advice on training and development centre or institutions relevant to the context of Timor-Leste – which will then inform the design of the campus construction of the training institute of Timor-Leste’s public administration;
– recommended ways of harmonising the current Civil Service Commission Decree Law (7/2009) and the Decree Law of the National Institute of Public Administration (25/2012) in light of the newly develop training and development Decree Law ( 38/2012); Provide inputs around the CSC’s budget proposals for 2014 and onwards.

c) Propose curriculum design and competencies based on the DL 38/2012.

d) Training calendar for 2013.


5. Team Composition

The strategic review team will consist of three consultants with expertise in the area of Civil Service Reform, Organizational Structure and Training Delivery will conduct a strategic review of CSC within the context of CSC’s expanding role, particularly, in relation to the integration of INAP. The consultants will collect and make use of available information and apply sound technical practices and methods in carrying out the review. The team will work closely with the Commissioners of the CSC, the secretariat and INAP.

The CSC strategic review team will consist of one Team Leader who is an expert in the area of Civil Service Reform and two further members. The other members of the team are required to have significant experience in the area of Organizational Capacity and Management Procedures; Pedagogic experience and Portuguese, Tetum and English skills.

The Team Leader and Civil Service Reform Expert

> Provide overall management of the team and direct team member to undertake specific inputs ensuring that all the requirements under these terms of reference are met;

> Take stock of prior work carried out in CSC and INAP (part 3.a);

> Provide key inputs in relations to part 3.e

> Provide key inputs on current situational analysis of the institutions in line with changes introduced DL no 41/2012 and compare the current situation with a snapshot taken prior to the reforms for CSC and INAP (part 3.b), to address the following dimensions:

– Briefly map out the history of institutional reforms and portray decision-making processes for institutional reforms including analysis carried out in forming or implementing changes;

– Highlight changes in institutional structures, staff numbers and qualification, work and decision making processes, inter-institutional relations and coordination, human resource management practices etc;

o Analyse the gaps between sector strategies and annual work plans and actual achievement of CSC;

o Assess impact the proposed changes on CSC’s effectiveness, i.e. on its capacity to fulfil its strategic plan and annual work plans, service delivery, working relations, team work and staff empowerment, staff morale etc;

o Identify functions that could be outsourced or decentralised.


• Where applicable, link performance gaps with the current situation and propose rectifying measures for CSC and generally for future iterations of public sector reforms;

•  Lead the team engagement with counterparts organisations and stakeholders ensuring that both gender are consulted;

•  Lead team internal discussion of its findings;

•  Lead team’s drafting of its Aide Memoire and its final report;

•  Direct and contribute the roadmap proposal of the CSC.
Organisational Review Expert

•  Contribute to the overall strategic review of the CSC and support the Team Leader to meet all requirements under these terms of references

• Provide key inputs to the review of the current structure of CSC’s secretariat and recommend ways of accommodating and realigning the current structure and resources within INAP to CSC (part 3.b&c)

•  Provide key input to the review of INAP’s administrative operations, financial systems and business processes and propose ways of incorporating to CSC’s system (part 3.d).


Pedagogical Expert

•  Contribute to the overall strategic review of the CSC and support the Team Leader to meet all requirements under these terms of references;

•  Provide key inputs to the review of the current structure of CSC’s secretariat and recommend ways of accommodating and realigning the current structure and resources within INAP to CSC (part 3.c&e); Provide key input to the delivery of INAP’s current training programs and priorities based on government program and priority; and

•  Provide key input to the propose curriculum design & competencies based on the DL 38/2012


6. Selection Criteria

The consulting team should have relevant experience as indicated below:

The Team Leader and Civil Service Reform expert
Position number: GfD025

Adviser Remuneration Framework classification: D4 (short term)

•  A university degree in human resource Management and development, social sciences, management, public administration OR other related fields;

•  A minimum of 10 years professional experience in public reform programs and Hands on experience in institutional and functional reviews;

•  Preferably fluent in in English and Portuguese or at least one of these languages and experienced at working in with translation.

•  Be able to work in a team and collaborate with institutions of different nature;

•  Be very client oriented, work out key issues and priorities and cater flexibly to needs as they emerge.


Organisational review expert (position number GfD026)
Position number: GfD026

Adviser Remuneration Framework classification: D3 (short term)

• A university degree in human resource Management development, social sciences, management, public administration OR other related fields:;

•  Hands on experience in public reform programmes, especially institutional reforms and organizational structure;

•  Working knowledge of English and Portuguese, knowledge of both
languages would be an advantage;

•  Experience working on at least 3 similar assignments ;

• Be a good team player and highly collaborative in engaging clients and other team members.


Pedagogical Expert

Position Number: GfD027

Adviser Remuneration Framework classification: B3 (short term)

•    A university degree in training and development or human resource development;
•    Hands on experience in training delivery and curriculum development;
•    Working knowledge of English and Portuguese, knowledge of both languages would be an advantage;
•    Experience working on at least 3 similar assignments
•    Be a good team player and be highly collaborative in engaging clients and other team members.


7. Position details

Commencement: Early February 2013

Duration: Up to three months

Remuneration: This positions will be remunerated in line with the AusAID Adviser Remuneration Framework. The position classifications are listed in Section 6 above). More information about the framework can be found here: http://www.ausaid.gov.au/publications/pages/3994_1809_6357_1618_6763.aspx


8. How to apply

Send an email to recruitment@gfd.tl before 23.30 Dili Time on 16 January 2013. Your email must contain the following:

1. Your CV, outlining your work history and experience.

2. A response to each of the selection criteria for the position that you are applying for, as set out in section 6. There is no word limit for this response, though a total length of 2-3 pages is appropriate.

3. The names and contact details of at least two referees.

4. The reference number for the positions you are applying for in the subject of the email.

Useful tips on how to prepare a CV and address selection criteria are available from the following web pages:

CV (resume) preparation: http://jobaccess.gov.au/Jobseekers/Getting_work/How_to_apply_for_a_job/How_to_build_a_resume/Pages/home.aspx

Responding to selection criteria: http://jobaccess.gov.au/Jobseekers/Getting_work/How_to_apply_for_a_job/How_to_write_selection_criteria/Pages/home.aspx


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