Financial cum Administrative Consultant (FO)

Terms of Reference

A.     Introductions

The Project Management Unit (PMU) under Department of Climate Change (DCC), Ministry of Natural Resources and Environment (MONRE) is responsible for implementing all ODS phase-out activities stipulated in the Vietnam HCFC Phase-out Management Plan, Stage II (HPMP II) as agreed by Government of Vietnam and the Executive Committee (ExCom) of the Multilateral Fund and as implemented through the Grant Agreement on the HCFC Phase-out Stage II Project between the Government of Vietnam and the World Bank. This involves: (a) assisting DCC in formulating policy and regulatory measures to support sustainable phase-out of HCFCs in accordance with the phase-out schedule stipulated in the approved HPMP; (b) assisting HCFC consuming enterprises and other eligible entities in Vietnam in converting to non-HCFC technologies in an effective and transparent manner; (c) reviewing and approving project concepts and proposals for HCFC phase-out activities submitted by eligible enterprises in accordance with procedures agreed by MONRE and the World Bank; (d) monitoring implementation of all activities financed under the HPMP II and also fulfilling reporting requirements of the ExCom, DCC, MONRE, and the World Bank. 

The Project under the Grant Agreement between the World Bank and the Government of Vietnam consists of the following three components:

Component 1: HCFC Consumption Reduction

Air-conditioning (AC) manufacturing and servicing sector

Support to Beneficiary Enterprises in the AC manufacturing and servicing sector for conversion to non-HCFC based AC production; and (b) provision of technical support for, inter alia, policy measures, capacity building, and good practices related to the adoption of HFC-32.

Refrigeration manufacturing sector

Support to Beneficiary Enterprises in the refrigeration manufacturing sector for conversion of priority industrial refrigerating systems with available cost-effective and low GWP alternatives.

Refrigeration servicing sector

Provision of: (a) training and certification in good servicing and maintenance practices; (b) servicing tools to selected vocational training centers to enable training in the handling of alternative flammable refrigerants and to selected servicing shops to inform on alternatives and future HCFC phase-out projects; (c) technical assistance for selected industrial refrigeration end users on HCFC leakage management; and (d) support for monitoring, learning and dissemination activities.

Foam sector

Support Beneficiary Enterprises in the foam sector for establishment of blending housing, foam production conversion to hydrocarbon, methyl formate, hydrofluoroolefin or other low GWP alternatives, and conversion of extruded polystyrene foam production.

Component 2: Technical Assistance and Policy Actions

Provision of technical and analytical support and capacity-building activities for, inter alia, sector-wide technology, technical and safety standards and best practices related to HCFC phase-out, monitoring information system and public awareness; and (b) provision of technical and advisory support for the development of HCFC phase-out policies and regulations.

Component 3: Project Management

Provision of support to manage, supervise, coordinate and evaluate the implementation of the Project, including support for launch and completion workshops, financial audits, and annual HCFC consumption verification.

The PMU is responsible for overseeing the adherence to the policies and procedures in project development, preparation, approval implementation and review of the Montreal Protocol Funding mechanism, and the conditions and milestones as stipulated in the Project Document. 

The PMU will hire a Financial cum Administrative Consultant (FO) to assist PMU in the implementation of the HPMP II activities and to ensure timely achievement of the HPMP II targets and obligations. The overall responsibility and specific job descriptions for the FO is described below. 

B.      Overall Responsibility

The responsibilities of the FO are to assist the PMU and to ensure that: (a) the project accounts and financial statements accurately reflect the financial position and transactions relating to project expenditures and funding from the World Bank; (b) the reports required by PMU, the World Bank, and DCC are prepared on a timely basis. The FO will report directly to the Project Coordinator and will also be responsible for assisting PMU in the internal processing, especially on timely approval and payment of the eligible expenses to the beneficiaries or the suppliers for the subproject and other activities of the HPMP II. The Project Coordinator may also assign the FO to assist in the implementation of the HPMP II as appropriate; (c) the planning and implementation of the investment sub-projects are timely carried out and in line with the annual work plan, the Grant Agreement and the PIM of the project; and (d) the process of hiring consultants, approval of proposals and appraisal reports, endorsement of disposal plan, and coordination with other government agencies are on timely manner. 

The Financial cum Administrative Consultant will be responsible for:

• Developing accounting, financial files and documents and conducting monitoring, reporting effectively to ensure that management and government agencies, and the World Bank to able to review the project’s financial progress periodically;
• Identifying and, following approval as required, implementing modifications to the Chart of Accounts to accommodate changes in approved project activities;
• Ensuring that financial transactions are, in all cases, recorded in project accounts accurately and on a timely basis and in accordance with the World Bank requirements and agreed financial policies and procedures for the project;
• Ensuring that the project expenditures on contract payments are made in accordance with the terms and conditions of the respective contract and are adequately certified by duly authorized officials in relation to works completed and/or goods or services provided;
• Ensuring that adequate internal control is maintained in terms of separation of responsibilities for processing and authorizing payments, and in the management and accounting for project income;
• Ensuring that all financial records are retained for audit purposes and for review by the World Bank, donors and Government;
• Ensuring that project financial transactions are recorded in the accounts in accordance with government regulations and the World Bank requirements respectively and that records are reconciled periodically, at least on a monthly basis;
• Ensuring that the Designated Account to be established for the project is administered in accordance with the World Bank requirements;
• Ensuring that withdrawal requests for reimbursements from the World Bank are prepared and submitted to the Government and to the World Bank on a timely basis and in accordance with the World Bank procedures to replenish the Designated Account. Ensure that Statements of Expenditures (SOEs) supporting withdrawal requests accurately reflect qualifying project expenditures and that underlying documents that verify these expenditures are retained and available for review as required;
• Periodically, but at least quarterly, reconciling project records with the World Bank records relating to disbursements from the World Bank. Project records and bank statements should be reconciled more frequently, at least monthly;
• Preparing quarterly and annual project financial reports and statements required by the World Bank, under the provisions of the Grant Agreement, Provide any special financial reports that may be required from time to time on specific aspects of project’s financial progress or position as may be requested by the World Bank and the Government;
• Ensuring that cash inflow and fund allocations for the project are available to meet projected cash flow requirements for contract payments, pending reimbursement by the World Bank, and for administrative expenditures of the PMU;
• Ensuring that project assets and inventories are safeguarded and revalued and verified periodically in accordance with the requirements of the World Bank and to support annual project financial audits;
• Conducting financial appraisal and review for selected enterprises;
• Providing administrative support to Project Coordinator and other PMU staffs;
• Providing the PMU with logistic support and assist the PMU to organize meetings, seminars, exhibition, workshops, any field visits, and other activities related to ODS phase-out activities to be carried out by PMU,  the World Bank, and other countries;
• Preparing relevant travel requests and documents for all PMU staffs, and others as assigned by Project Coordinator;
• Assisting the PMU to office and administrative duties;
• Assisting the PMU to carry out public outreach activities including preparation and production of information dissemination materials;
• Participating in the preparation of the HPMP stage III;
• Performing other assignment and responsibilities assigned by PMU director.

C.  Experience and Qualifications

• Relevant degree in the area of finance and accounting or equivalent.
• Understanding on financial procedures and regulations of the government agencies.
• Understanding on financial procedures and regulations of the World Bank.
• 3-5 years of experience in working for ODA projects, knowledge of World Bank policies and procedures preferred.
• Advanced command of English.
• Proficient use of office and accounting software.
• In good health.
• Not being on probation and/or suspension time according to Vietnam regulations and the World Bank policies.

D. Duration and Performance Evaluation

The FO is expected to start working from July 2022.

The contract will be signed till to the end of 2023. The contract will follow the Bank’s standard template for medium-term time-based contract with Individual Consultants.

E.  Selection method

The FO will be selected following Individual Consultant method stipulated by the World Bank. The initially qualified candidates will be invited for interview by PMU at project’s office.

Interested consultants must provide information indicating that they are qualified to perform the services (description of similar assignments, experience in similar conditions, CV, letters of recommendation, etc.).

Deadline for submission of application: 10:00 August 5, 2022 to email: [email protected]