TERMS OF REFERENCE (TOR)

For the Preparation of a Project/Program Operational Manual
for the Cambodian Rehabilitation and Development Board
of the Council for the Development of Cambodia
(CRDB/CDC)

Background

The Cambodian Rehabilitation and Development Board is an operational arm of the Council for the Development of Cambodia (CRDB/CDC) to act as the Royal Government's focal point to coordinate and mobilize all external development assistance to Cambodia.

CRDB/CDC has been assigned as the implementing partner of a UNDP-supported Multi-donor Support Program (MDSP), which is a Nationally Executed Project (NEX). CRDB/CDC chiefly uses UNDP procedures for project management, although in some areas, e.g. procurement, these have been adapted and simplified to promote direct CRDB/CDC project execution. The medium-term vision is for CRDB/CDC to establish its own procedures in procurement, asset management, administration and finance management, human resource management, planning and reporting based on UNDP and RGC policies and procedures.

With such a strong commitment and based on ownership principle in implementing the program, CRDB/CDC is in need of an "operational manual" which is simple but covers a wide range of operational functions to enable all of its relevant staff members to apply and adhere in an efficient and effective manner.

Based on this requirement, CRDB/CDC wishes to engage the services of a national consultant with experience in operations management and in supporting organisations to introduce and apply operations management practices. The consultant will be expected to develop a practical operational manual which will be served as a tool to implement both CRDB/CDC activities and those of the MDSP and its future support Project/Program.

Objective

The objective of this assignment is to develop an "Operational Manual" (in Khmer and in English) which shall attain minimum standards of accountability and management as defined in UNDP and RGC policies and guidelines. The Operational Manual must be acceptable by all relevant parties as a basis for operations management. The manual will be used to manage and operate CRDB/CDC and donor-supported activities.

Scope of the Assignment

The consultant is expected to develop an "Operational Manual" based on: 1) RGC laws, regulations and guidelines as they relate to the areas covered under "Deliverables" below, and 2) management principles provided in the UNDP guidelines for the Nationally Executed Project (NEX) describing policies, regulations and procedures of the operational functions covering the following aspects:

  1. Internal Control,
  2. Financial Management,
  3. Management of Equipments and Supplies,
  4. Procurement Function,
  5. Human Resource Management, and
  6. Management of Information Communication Technology

Methodology:

The consultant shall review the current and existing work flow process, internal control and operational management structure of the program. The following documents and resources of UNDP will be made available to be used as the basic reference:

  1. SOPs and NOGs of the RGC
  2. Guideline of the Nationally Executed Project of UNDP
  3. Financial Management Hand Book, UNDP
  4. Procurement Manual, UNDP
  5. HACT Guidelines
  6. Policy on Use of Information Communication and Technology (ICT) Resources, and
  7. UNDP Intranet on Program Operation Policies and Procedures (POPP)

Deliverables

The consultant is expected to bring and contribute his/her professional skills and experiences in the operational aspects to develop an operational manual for program/project implementing which include operational policies, processes and guidelines and relevant templates. The details and basic structure of the deliverable would be as follows:

 S. No.

Tasks

Detailed Outputs

1

Internal Control

Establish and lay the down appropriate management policies and principles for the internal control processes by highlighting level of responsibilities and segregation of duties to ensure for the effectiveness, efficiencies and reliabilities of the operation and the compliances.

2

Financial Management

Establish and lay down financial management policy and processes including essential functions for handling the transaction, budgeting, accounting, internal controlling and audit, etc to ensure transparent and sound financial management based on the national applicable laws.

3

Management of Equipments and Supplies

Lay down consistent policies, rules and processes to ensure the sufficient and effective management of the program/project assets from acquisition to management, disposal and loss or theft. Appropriate and necessary forms shall also be established. 

4

Procurement Function

Lay down policies and procedures of procurement process of goods and services to ensure that the functions are carried out effectively and in a transparent and accountable manner. Appropriate and necessary forms shall also be established

5

Human Resource Management

Key policies and procedures will be established and appropriate forms will be developed and incorporated.

6

Management of Information Communication Technology

Set up a policy and procedures in ITC management to ensure that the IT supplies, both hard and soft, are utilized in appropriate manner for optimizing the effectiveness and efficiencies.

 

Duration of Assignment

The duration of the assignment will be 50 working days, covering the period of 01 August to 30 September 2010. This will be divided into the following tasks:

  • Reviewing appropriate documents highlighted in the Methodology of the assignment
  • Developing a basic structure for the manual,
  • Presenting an outline for discussion by CRDB/CDC and MDSP management,
  • Writing the manual (Khmer and English)
  • Revision based on comments by a core group (consist of all CRDB department heads and MDSP staff)

Confidentiality

No part of the manual or information may be reproduced or used other than the CDC/CRDB’s purpose without its written permission.

Competencies and Composition of Consultant

Principally the assignment will require only 01 national expert consultant. H/She is required to have at least 10 years relevant development experience in the field of operations and finance management, with experience in establishing and analysing operations systems, good writing and speaking skills in English and Khmer with in depth knowledge of public administration.

Management Arrangement

The consultant will work in close consultation with the Senior Operations Manager of the MDSP with the advisory support of the MDSP Senior Advisor. The overall management and guidance will be provided by the Secretary General of CRDB/CDC.