Strengthening Apparatus Management and Development (SMART) Project

4.1 Core Team (Key Experts):

1) Team Leader/Senior Project Management Specialist (International, 60 pm- nearly full time):

·        Qualifications: Minimum Master's (S2) degree in Public Administration, Business Administration, Economics, Development Studies, or related fields. Professional certification in Project Management is desirable.

·        Experience: At least 12 years (as net assigned period) of progressive experience in managing and leading similar-sized development projects, preferably within or related to the Indonesian public sector. Demonstrated experience in managing projects funded by multilateral/bilateral agencies is mandatory (required).

·        Responsibilities: Overall strategic leadership, coordination, and management of the consulting team; primary liaison with Bappenas PCU and senior management; ensuring quality and timeliness of all deliverables; oversight of project planning, risk management, and overall project performance.

2) Capacity Development Specialist/Co-Team Leader (international, 50 pm, Intermittent)

·        Qualifications: Minimum Master's (S2) degree in education and training, management, social studies, or related fields. Relevant training and certifications are desirable.

·        Experience: At least 10 years (as net assigned period) of experience in designing and coordinating capacity development programs, including 5 years experience in designing and coordinating training in Japan.

·        Responsibilities: (i) Identify urgent training needs, including prerequisite training needs; (ii) Plan capacity development programs, including prerequisite training in Indonesia and abroad, learning objectives, and target competencies; (iii) Identify potential training providers and establish cooperation and collaboration with training providers; (iv) Prepare overall design and plan for the implementation of capacity development programs; (v) Coordinate with the relevant units requiring capacity development activities; (vi) Plan and carry out monitoring and evaluation of the implementation of capacity development; (vii) Provide advice on improvement of the efficiency and effectiveness of capacity development programs; (viii) Coordinate the Japan-based Training Implementation Specialist and the Overseas Training Placement Officers in delivering the training; (ix) Provide technical inputs to other project component activities, such as the human resources development roadmap and planner human resources; and (x) Act as Co-Team Leader.

3) Financial Management Specialist (national, 70 pm):

·        Qualifications: Minimum Bachelor's (S1) degree in Accounting, Finance, or related fields. A Master's (S2) degree or professional accounting qualification (e.g., CPA, CA, BKP) is preferred.

·        Experience: At least 10 years (as net assigned period) of experience in financial management, budgeting, and financial reporting for similar-sized projects, preferably in government or development contexts. Strong knowledge of Indonesian government financial regulations (e.g., PMK) and experience with audit processes.

·        Responsibilities: Oversee all financial management aspects of the project; prepare and manage project budgets; ensure compliance with financial regulations and audit requirements; prepare financial reports and balance sheet; provide financial analysis and advice to the PCU.

4) Procurement Specialist (national, 30 pm intermittent):

·        Qualifications: Minimum Bachelor’s (S1) degree in Law, Business Administration, Engineering, or related fields. Professional certification in Procurement (e.g., Certified Professional in Supply Management – CPSM, or equivalent national certification) is mandatory (required).

·        Experience: At least 10 years (as net assigned period) of experience in managing public procurement processes, preferably for consulting services and/or procurement of goods in the Indonesian government context. Familiarity with international procurement guidelines (e.g., World Bank, ADB, JICA) is a strong asset.

·        Responsibilities: Lead all procurement activities for the project (consulting services, training providers); prepare procurement plans and bidding documents, support the procurement committee in preparing evaluation reports, and contracts; ensure fairness, transparency, and compliance with all relevant procurement laws and regulations; and prepare cooperation and partnership documents (including contracts) with providers of consulting services and training providers.

5) Monitoring and Evaluation (M&E) Specialist (National, 40 pm intermittent)

·        Qualifications: Minimum Bachelor’s (S1) degree in Development Studies, Social Sciences, Statistics, Economics, or related fields.

·        Experience: At least 10 years (as net assigned period) of experience in designing, implementing, and managing M&E systems for development projects. Demonstrated expertise in indicator development, data collection methodologies (qualitative and quantitative), data analysis, impact assessment, and M&E reporting. Experience with Results-Based Management (RBM) frameworks is an advantage.

·        Responsibilities: Develop and implement the project’s M&E framework; design data collection tools; develop TOR for and carry out survey and data collection for monitoring and evaluation; conduct data analysis and interpretation; prepare M&E reports; facilitate learning and adaptive management based on M&E findings; support baseline and end-line surveys as needed.

6) Communications and Knowledge Management Specialist (national, 32 pm intermittent):

·        Qualifications: Bachelor’s (S1) degree in Communications, Public Relations, or relevant fields.

·        Experience: Minimum 10 years (net assigned period) of experience in developing communication strategies, preparing knowledge products, and managing public relations for projects.

·        Responsibilities: (i) Develop and implement a project communication strategy tailored to the needs of stakeholders (PCU, Bappenas, and others), including dissemination of project outputs to the public and the media (including social media), and provide strategic advice on public relations, stakeholder engagement, and crisis communication; and (ii) Develop and implement a knowledge management framework (strategy, products, and platforms) and support knowledge dissemination and sharing.

7) IT/Data Management Specialist (national, 40 pm):

·        Qualifications: Bachelor's (S1) degree in Information Technology, Computer Science, or relevant fields.

·        Experience: Minimum 5 years (net assigned period) of experience in data management, database support, project management information system, or basic IT system administration.

·        Responsibilities: (i) Develop a project management system; (ii) Support the M&E Specialist with data collection tools, data entry, basic data management, and potentially system user support; and (iii) Design and implement integration of the project management system with the existing system.

8) Japan-based Training Implementation Specialist (international, 40 pm)

·       Qualifications: Bachelor’s (S1) degree in education, management, economics, public policy, or other relevant fields.

·       Experience: Minimum 5 years (net assigned period) of experience in planning and managing training activities in Japan in the public sector.

·       Responsibilities: (i) Coordinate the placement of training participants; (ii) Coordinate with training providers (e.g., universities, research institutions, government institutions, and other training institutions) and bridge the communication and coordination between the providers and  Bappenas, including partnership/agreement documents related to the training implementation; (iii) Oversee training implementation, including the development of training implementation plan; (iv) Identify suitable training providers; (v) Supervise and provide direction to the Overseas Training Placement Officers; (vi) Review and consolidate the training implementation reports; and (vii) Develop and maintain networks with relevant Japanese organizations to support project activities, provide technical inputs on Japanese policies, systems, and institutional practices relevant to the training themes, and support the development of long-term institutional collaboration and networking.

4.2. Non-Key Experts:

1) Subject Matter Experts (unidentified, to be proposed during implementation, national, 40 pm, to be covered under a specified provisional sum)

·        This is to anticipate the project’s needs for specific experts or resource persons during implementation, for example, to provide quality assurance on technical issues and/or specific topics in each sub-component. The types of expertise will be determined during implementation based on actual needs on a case-by-case basis. The recruitment of these experts will be subject to the approval of the PCU. The cost allocation for this consultant will be put under a provisional sum, where all bidders will propose the same amount – to be determined in the Request for Proposal (RFP).

2) Indonesia-based Training Placement Officer (national, 88 pm, 2 persons)

·        Qualifications: Bachelor’s (S1) degree in education/training or related subjects.

·        Experience: Minimum 5 years (net assigned period) of experience in arranging the overseas training participants’ placement.

·        Responsibilities: (i) Support and coordinate with the Capacity Development Specialist and Japan-based Training Implementation Specialist in planning and implementing capacity development; (ii) Provide administrative and logistical arrangement support for the training participants; and (iii) Assist in processing the departure documents of overseas training participants.

3) Overseas Training Placement Officer (international, 120 pm)

·        Qualifications: Bachelor’s (S1) degree in education, management, economics, public policy, or other relevant fields.

·        Experience: Minimum 2 years of experience in arranging training activities in Japan in the public sector, covering logistical, institutional, and other arrangements.

·        Responsibilities: (i) Handle training and institutional logistics: coordinate training schedules, venues, meetings, site visits, and institutional activities; communicate with the Japanese host institutions on day-to-day arrangements; confirm activity schedules, participants, venues, and requirements; and prepare agendas, itineraries, and activity information; and (ii) Handle participant placement: coordinate participant arrival, departure, accommodation, transportation, and local movements; support participant registration, orientation, and daily schedules; provide day-to-day assistance to the participants during the program; coordinate changes, cancellations, and other operational requirements; and handle first-line participant inquiries and issues.

General Qualifications for All Experts:

·        Demonstrated ability to work effectively in a team environment.

·        Strong analytical, problem-solving, and organizational skills.

·        Excellent communication skills, both written and verbal, in Bahasa Indonesia and English.

·        Proficiency in relevant software applications (e.g., Microsoft Office Suite, project management software, M&E software).

·        High level of integrity, professionalism, and ability to work with government counterparts.

4.3. Support Staff:

1) Administrative & Logistics Officers (Full-time, 2 personnel):

·        Qualifications: Diploma or Bachelor's (S1) degree in Administration, Secretarial Studies, or related fields.

·        Experience: Minimum 3 years of experience in project administration, office management, and logistics coordination.

·        Responsibilities: Provide administrative and logistical support to the entire team, including managing schedules, organizing meetings, handling travel arrangements, and maintaining office records.

2) Publication Officer (Full-time, 1 personnel):

·        Qualifications: Diploma or Bachelor's (S1) degree in Visual Communication Design, Digital Media, Communication, or related fields.

·        Experience: Minimum 3 years of experience in graphic design, social media management, and content creation.

·        Responsibilities: (i) Prepare design and visualization for project reports and publications; and (ii) Assist in the implementation of project communication strategies.

3) Accountants/Bookkeepers (Full-time/Near Full-time, if FM Specialist focuses on high-level

strategy, 2 personnel):

·        Qualifications: Diploma or Bachelor's (S1) degree in Accounting or Management.

·        Experience: Minimum 3 years of experience in bookkeeping and preparing financial documentation for projects.

·        Responsibilities: Day-to-day bookkeeping, processing payments, preparing financial reconciliations, and supporting the Financial Management Specialist.

4) Drivers (Full-time, 2 personnel).

5) Office Operational Service (OB) (Full-time, 1 personnel).