School Administration and Organizational Advisor (RE-ADVERTISE)




Democratic Republic of East Timor

Management Strengthening Project


Grant Nos: TF012495

Expressions of interest

The Democratic Republic of East Timor has received financing administered by the World Bank under the Global Partnership for Education Fund toward the cost of the Management Strengthening Project (MSP), and intends to apply part of the proceeds for consultant services regarding : School Administration and Organizational Advisor.


A key function of the Administrative and Organizational Advisor will be to advise and support the Ministry, in particular the Directorates of Pre-School and Basic Education with the effective implementation of Priority Program 1 (for Pre-School Education, 2 (for Basic Education) and 7 (Teacher quality) respectively. These programs require system implementation, organization, coordination, planning, budgeting, training, advisory skills and also good knowledge, insights and experience in implementation, quality control, monitoring and support of the impact of system implementation and capacity building. The responsibilities of the advisor will include, but are not limited to:

  1. Efficiency of Systems

To assist the Director-General of Pre-School and Basic Education in:

  1. Identifying the needs of national, district and school directors to manage and implement their national, district and school plans in the area of school and management as indicated by the NESP 2011-2030;

  2. Produce a work plan for 1 year aligned with the NESP-administration and management activities in Pre-School and Basic Education and INFORDEPE-priority programs that aim to improve the coordination, effectiveness and efficiency of operational systems and the administrative staff in Pre-School and Basic Education. The plan needs to include clear goals, practical and measurable outcomes, specific approaches and indicators of performance to enable monitoring of impact of all revised standards, systems and operational procedures, and should ensure ultimate quality school standards.


  1. Coordination

To assist the Director-General of Pre-School and Basic Education in:

  1. Analyzing current organizational systems and propose alternatives to increase effectiveness of service delivery and communication systems include both internally within the Ministry in Dili, as well as communication between national and district level, district and EBC level, and EBC to filial school levels. This could also include coordination with the Director-General of Cooperative Services as well.

  2. Assuring effective ways to improve school management and administration, and devise ways to implement these, at the Pre-School and basic education levels

  3. Establish clear and effective monitoring and supporting systems to ensure effective school management and administration, at the Pre-School and basic education levels.;

4) Ensure smooth coordination and communication between Pre-School and basic education, including

a. Emphasis on the concept of continuous early grade learning between Pre-School and first and second grade levels.

b. Smooth administrative coordination between Pre-School and basic education directorates

c. Sufficient support to Pre-School schools from the Basic School support structure in the districts

d. Clear definition of roles and responsibilities between Pre-School and basic education

5) Ensure the efficient and effective collection of data, including proper and continuous coordination with EMIS

6) Ensure the proper analysis of said data in regards to quality of Pre-School and basic education, and follow up to ensure that programs and systems are put into place that adequately reflect and address this data.

7) Support coordination between other relevant sectors and directorates related to management and administrative needs of directors in districts and schools in the following areas:

  1. Awareness raising about new roles and responsibilities in Pre-School and Basic Education;

  2. Management (including financial management, planning, budgeting, implementation and monitoring) of Pre-School and Basic Education for directors, deputy directors and technical assistants in Basic Education. This includes the promotion of “Eskola Foun” whole school approach, the implementation of the new curriculum, advice on the National Quality School Standards Framework and supervision of the production of school management manual and other related materials;

  3. Improving data base management and monitoring systems for Pre-School and Basic Education;

  4. Analysis, revision and strengthening of the school grants policy;

  5. Assurance of effective implementation of school feeding program;

  6. Strengthening of school planning;

  7. Implementation of policies that promote gender equity and equal access to Pre-School and Basic Education for girls and other students with specific needs;

  8. Organize and implement research on school dropout and repetition rates and formulate policies to improve access to education and quality of teaching and learning, and assuring efficient implementation of said policies;

Expected outputs

  • Review and produce a situational analysis assessment of current organizational and communication systems within relevant directorates and to and within the districts and EBCs, including a needs assessment, within first two months;

  • Review and produce a situational analysis assessment of existing research on school quality, school dropout, etc., as well as review of current school policies and manuals within two months

  • Development of school policies to ensure improved and more efficient organizational systems and communication strategies within first five months

  • Support in implementation of said policies, including their piloting and monitoring within 9 months.

  • Support Pre-School and basic education directorates in data analysis, research, and advice as necessary, ongoing.

  • Effective system of data collection established between Pre-School, basic education and EMIS, with reliable data that Ministry of Education can utilize to its maximum potential by the end of 6 months.

  • Introduction of planning tools and procedures for school administration and management, by the end of 10 months;

  • Production of monthly progress reports against expected outputs of agreed annual work plan;

  • Final report with key recommendations regarding efficiency of systems and coordination in the Pre-School and basic education systems

The assignment is planned for 11 months and expected to commence in September 2014

The Ministry of Education of the Democratic Republic of East Timor now invites eligible individual consultants to indicate their interest in providing the services for this position. Firms are not invited to propose individual consultants. Interested consultants must provide information indicating that they are qualified to perform the services (CV, description of similar assignments, experience in similar conditions, availability of appropriate skills, etc.). Qualification requirements are:

  1. Higher post-graduate degree in (Adult or Basic) Education, Pedagogy, Education Management, Planning, Monitoring and Evaluation systems or other relevant area (a Master’s Degree or above);

  2. Excellent communication and capacity building skills, both within an office context and in the field;

  3. Experience of at least 5 years working in education, specifically focusing on administration and management systems, including monitoring, evaluation, and data collection and analysis;

  4. Previous experience working with or in the Ministry of Education at national and/or regional and district level will be considered an advantage;

  5. Skilled in transferring of knowledge and skills for planning, budgeting, management and administration;

  6. Fluent in either Tetum and/or Portuguese, with proficiency in English;

  7. Experience in drafting training manuals;

  8. Professional reporting skills and full proficiency in utilising MS-or Apple software.

  9. Able and willing to work as part of a team of national directors, international and national advisors and to be regularly in the districts.


The successful candidate shall be offered a standard remuneration package according to rates for this level of specialization.

Interested eligible consultants may obtain further information and a copy of the Terms of Reference from the Management Strengthening Project at the address given below or visit Ministry’s website at:


The email subject heading must be: School Administration and Organizational Advisor.

A consultant will be selected in accordance with the procedures set out in the World Bank’s Guidelines: Selection and Employment of Consultants under IBRD Loans and IDA Credits and Grants by World Bank Borrowers (January 2011).

Interested consultants may obtain further information at the address below during office hours 09:00 to 17:00 hours of local time.

The Expression of Interest together with your latest curriculum vitae must be delivered to the email address given below by 3rd September 2014.


Attn: Mr. Danino da Cunha

National Director of Procurement

Ministry of Education

Democratic Republic of East Timor

Vila Verde, Dili

Tel: +670 3311035

E-mail: and