Human Resources Management Database Specialist

Terms of Reference: 

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 : Human Resources Management Database Specialist.

A key function of the Human Resources Management Database Specialist will be to assist the National Directorate of Human Resources to: (i) Do a situation assessment and make recommendations to address current database issues for the Ministry of Education, including the reconciliation of PMIS/Payroll/EMIS and (ii) oversee and ensure the reconciliation of PMIS/Payroll/EMIS .

The consultant should also work together with the MoE IT and EMIS Departments to ensure compliance with the government IT policy, established MoE rules and practices and MoE IT development strategy; and compatibility of the proposed options for improvement of the existing HR database management system with the MoE IT infrastructure and applications being used by the MOE.

The responsibilities of the consultant will include, but are not limited to:

a) Prepare step by step work plan of the assignment, including a list of those to interview, coordination with IT, EMIS, etc., visits to MoF payroll and civil service commission, presentations, wrap ups, and etc.

b) Perform necessary comprehensive analysis of the existing HR database system which includes the organisational structure, data sets, roles of relevant parties inside and outside ME, the communication system among all concerned parties, procedures for data collection and entry, IT environment, database users and resources;

c) Oversee the reconciliation of data between PMIS, EMIS, Payroll and relevant directorates (i.e. Basic Education, Secondary Education, etc.), including showing MoE staff how to do this and ensuring its validity;

d) Develop recommendations on options to expand or replace the current database system that will meet the needs for accurate, reliable and sustainable HR database management and analysis of the commercial off-the-shelf HR software and applications available on the market and suitable for the use by the MoE. The recommendations should also include necessary resources (IT, costs and human resources), required access and roles of relevant parties inside and outside DNRH and ME, communication system with other MoE systems/sub-systems (i.e. PMIS run by the Civil Service Commission, EMIS and Payroll) and future expansion;

e) Develop terms of reference for the development of new HR database as recommended in the options provided through comprehensive analysis as mentioned in para “b“ above;

f) Prepare monthly reports to be approved by the Director of DNRH and submitted to MSP Coordinator;

g) Prepare final report to be approved by the Director of DNRH and submitted to MSP Coordinator;

h) Perform any other tasks/responsibilities in relation to the database development assignment as instructed by the Director of DNRH.

Expected outputs /deliverables:

1. An Approved work plan
2. A report on the findings of comprehensive database analysis and recommendation for improvement of the database management system;
3. Data reconciliation;
4. Elaboration of Terms of reference for the development of relevant HR database system recommended through comprehensive analysis;
5. Approved monthly reports
6. Approved final report

The assignment is planned for 2 months with and expected to start ASAP.
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:
a) Masters in IT or in Business Information Management System other or equivalent degree;
b) Proven records of assisting in the design and development of customized database system for public administration, preferably in the area of education;
c) Minimum of 5 years of experience in the area of database development and Information management Systems preferably in education;
d) Strong experience of HR database development, and statistical program would be an asset;
e) Experience working in developing countries;
f) High level of analytical and problem-solving skills;
g) Strong interpersonal, oral and written communication skills;
h) Strong facilitation and organization skills;
i) Experienced in training and mentoring staff;
j) Experienced in developing and maintaining effective partnerships and networks with key stakeholders; and
k) Proficient in English; knowledge of Tetun, Bahasa Indonesia or Portuguese would be an advantage.

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: Human Resources Management Database Specialist.
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 21 May 2015.

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