VACANCY NOTICE PROJECT IMPLEMENTATION UNIT STAFF “STRENTHENING RAPID EPIDEMIC RESPONSE CAPACITY OF HEALTH SYSTEMS PROJECT”

       -BACKGROUND
At the request of the Government of Mongolia the Asian Development bank has provided the grant fund to support an emergency response to COVID-19 financed by the Japan Fund for Poverty Reduction. The Ministry of Health (MOH) is recruiting Project implementation unit (PIU) staff that will be responsible for procurement of essential diagnostic and treatment equipment, laboratory supplies, vaccination unit consumables under the Project.
The PIU will be responsible for the implementation of the Project on behalf of the Ministry of Health and will ensure timely and efficient implementation. The Project will complete in 31 December 2024.
 
The MOH is seeking qualified candidates for the following positions:
 
I) Project Coordinator (24 person months)
The Project coordinator will be responsible for the overall management and monitoring of project implementation under the supervision of MOH, the executing agency. The Project Coordinator will closely work with the executing agency and implementing agencies, ADB, and other development partners.
 
Qualification and Requirements:
The Project Coordinator will be an experienced health care specialist with a postgraduate degree in public health, heath management, or related field; at least 10 years of professional experience in team leadership, specifically in complex health sector projects and programs involving vaccination, health care management and capacity building. Experience with ADB or other international financial institution-funded projects will be an advantage. Fluency in English is required. 
 
 Tasks for Project Coordinator:

1. Manage and provide guidance to PIU staff and consultants on a day-to-day basis, including distribution of responsibility of PIU;
2. Perform roles and responsibilities mentioned in the Government Resolution No.176;
3. Report to MOH and Project Steering Committee (PSC);
4. Liaise with the executing agency, implementing agencies and ADB;
5. Establish strong working relationships with MOF, MOH, NCCD and other stakeholders, including the Ulaanbaatar city and aimag governments, international partners, civil society organizations involved in the health sector;
6. Ensure that sufficient counterpart funds are included in the draft of MOH budget submitted to MOF;
7. Review and ensure consistency of all available baseline data for project monitoring;
8. Prepare quarterly and annual project progress reports (covering all outputs and activities), for review by the executing agency and the implementing agencies, and ensure that the reports are of high quality and submitted on time to ADB;
9. Monitor the implementation of project activities and achievement of design and monitoring framework (DMF) targets and indicators and report to the executing agency, implementing agencies and ADB;
10. Assist the executing agency in recruiting consultants and procurement of goods and supplies, and ensure that procurement of activities are in accordance with ADB guidelines and government requirements;
11. Ensure overall coordination among the PIU staff and consultants;
12. Prepare annual project work plans approved by the executing agency and NCCD;
13. Ensure that procurement activities and fund flow arrangements are in accordance with ADB guidelines and government requirements;
14. Arrange annual audit of project accounts and ensure timely submissions of the audit reports; and
15. Assist ADB review missions by preparing project implementation status report in advance of the mission team’s arrival, supporting development of the mission agenda, and participating and providing update during the review mission meetings.
16. Perform any other tasks deemed necessary to successful implementation of the Project.

II) Financial specialist (National, 24 person months)
Qualifications and requirements:
The financial specialist will have a degree in accounting, finance, public finance management, or related fields. The financial specialist will have at least 5 years of demonstrated work experience in project accounting and financial management. Work experience in financial management with ADB or other international organizations, including fluency in English is required.  Under the Project coordinator’s supervision and in close coordination with MOF and the executing and implementing agencies, the specialist will undertake:
Tasks for Financial specialist

1. Ensure proper management and disbursement of the project funds following a sound accounting, budgeting, financial control, and audit procedures in line with ADB policies and guidelines and acceptable to the Government of Mongolia;
2. Develop detailed accounting and financial reporting procedures to ensure effective management and control of the grant funds and assets;
3. Coordinate with other executing and implementing agencies and PIU specialists and consultants;
4. Disburse service contracts amounts according to rules set by the executing agency;
5. Prepare regular budgets in line with the project’s planned activities;
6. Maintain the project bank account (s);
7. Maintain proper accounting records and prepare detailed consolidated project financial statements in accordance with the government’s accounting laws and regulations which are consistent with international accounting principles and practices;
8. Use tailored financial accounting software acceptable to ADB, supported by hard copy records;
9. prepare regular financial reports and arrange timely financial information for internal and external audits;
10. Ensure all financial transactions are recorded and accounted timely and accurately;
11. Prepare all requests for payments;
12. Prepare withdrawal applications and their supporting documents according to ADB guidelines and government procedures;
13. Maintain accounting books in accordance with ADB and government guidelines;
14. Review invoices and contracts as part of implementation and execution of payments under such contracts;
15. Carry out control and filling of all payment documents, invoices, and other financial documents relating to project transactions;
16. Ensure that all documents, information, and supporting materials are kept in safe custody and are readily available when requested by ADB and auditors;
17. Support the executing agency and implementing agencies on financial management of the ADB-financed project;
18. Ensure compliance with the financial covenants of the project in coordination with the executing agency and implementing agencies;
19. Regularly review and update as necessary an action plan for financial risk mitigation;
20. Prepare regular financial reports for ADB, and the executing and implementing agencies; and
21. Take prompt remedial actions in respect to irregularities identified by the auditor or ADB;

 III) Training Coordinator/ Deputy Project Coordinator (national, 24 person months)
Qualifications and requirements:
The Training Coordinator / Deputy Project Coordinator/ will have at least 5 years of professional experience in conducting capacity development and training to health care staff. Capacity development experience in the projects financed by ADB and other international development partners will be an advantage.  The training coordinator/deputy project coordinator should have an excellent communication and interpersonal skills, and be fluent in English. He/she will report to the project coordinator and will carry out the following:
Tasks for Training Coordinator/ Deputy Project Coordinator

1. Report to the Project Coordinator and work closely with the executing agency, implementing agency and PIU staff and consultants;
2. In close coordination with WHO, MOH and NCCD experts, develop a training program to be carried out under the Project;
3. In close coordination with WHO, MOH and NCCD experts, prepare relevant training materials, including modules, slides, simulation exercises, references handouts, needs assessments and course evaluations;
4. Coordinate the preparation and implementation of the training workshops, including the preparation, logistics, transportation and other items required for efficient and effective training of the project target groups;
5. Closely coordinate and liaise with Japan International Cooperation Agency (JICA), World Bank, UNICEF, and other international donor organizations involved in the heath care sector; and
6. Prepare and submit to MOH, NCCD and ADB training progress and evaluation reports on the conducted training program.

 
IV) Procurement specialist (National 12 person months, intermittent)
The Procurement specialist will support the executing agency on procurement and contract management for both APVAX and grant projects and on compliance with the ADB procurement procedures. The procurement specialist will closely work with the MOH, NCCD, ADB and PIU staff to closely monitor the project and report procurement progress in line with ADB procedures.
Qualifications and requirements:
The procurement specialist shall have a degree in biomedical engineering or related fields. The procurement specialist will have at least 5 years of demonstrated work experience in procurement, preferably with procurement of medical equipment and medical devices. Procurement experience of Goods with ADB or other international organizations, including fluency in English is required. 
He/she will report to the project coordinator and will carry out the following:
Tasks for Procurement Specialist

1. Perform roles and responsibilities mentioned in the Government Resolution No. 176;
2. Report to the project coordinator and work closely with the executing agency, and other PIU experts and consulting services experts;
3. Service contract process: review the TOR with PIU and MOH staff; supervise the publication on ADB website and newspapers; prepare the answers to clarifications from consultant companies; assist in shortlisting; participate in the evaluation and contracting process;
4. Participate in drafting, negotiating, and signing of contracts (equipment procurement, and consulting services) and provide inputs on legal and logistical matters;
5. Develop and implement procedures for contract management and administration in compliance with ADB and relevant Mongolian laws and regulations;
6. Serve as the point of contact for contractors on contractual performances; act as contractual “contact person” between company employees and client (MOH or PIU) ensuring timely review and approval/reconciliation of variations;
7. On all standard and nonstandard contracts, provide recommendations and negotiate directly with the contractor until consensus has been reached;
8. Manage all records and documentation such as contract amendments, control of all contract correspondence, contact information sheets, status reports, and other documents for all projects;
9. Ensure contract closing, extension, or renewal with support from relevant specialists;
10. Goods and related services contract process: review the equipment list for the different facilities; prepare tender schedule in coordination with MOH; prepare the tender documents in coordination with MOH and government agencies; publish the tender and follow-up; prepare the minutes; prepare all answers for clarifications from contractors; ensure the Bid Evaluation Committee nomination by MOH is made; participate as a secretary to the Bid Evaluation Committee and prepare the reports; organize the technical envelopes bids opening; prepare the administrative and technical evaluation report; organize the financial envelopes bids opening; prepare the financial evaluation report; prepare the contracts; and
11. Contracts monitoring: prepare the variation orders; prepare contracts amendments according to recommendations of the engineer for equipment supervision; follow-up if all required contract documents were provided on time and are valid (bank guarantees, social security, insurances, etc.); ensure that all documents are approved, signed, and published on time.    

• Application submission procedure

Interested applicants should submit an application consisting of the following documents, prepared in English and Mongolian languages:

• Cover letter (maximum 2 pages) explaining the reasons for applying for the positions, describing how the candidate’s qualification, skills and work experiences meet the selection criteria;

• Curriculum Vitae with ID photos (3x4) attached;
• 2 reference letters from a previous employer/supervisor or persons who know the candidate well;
• Copies of all diplomas and certificates;
• Other supporting documents (such as information on previously conducted similar works, proof of English language proficiency etc).

All documents should be submitted through the e-mail below or in person to the following contact address before 4:00 PM on 8 July 2021.
Contact information:
          The Ministry of Health of Mongolia, Project implementation unit for HSDP-4,4+ and 5.
          Sukhbaatar district, Olympic Street 2,
          Extension of the Government Building-8, Room No.302
          Ulaanbaatar, Mongolia
          Tel: +976-329369
          E-mail: altantsetseg.batsukh@hsdp.org
          Only the short-listed candidates will be contacted and asked to have a job interview.