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TOR Management Information System/Database Specialist

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Ministry of Interior
Demand For Good Governance
Term of Reference (TOR)

Position Title: Management Information System (MIS)/Database Specialist, Demand for Good Governance Project
Classification: Contract position
Location: Project Coordination Office (PCO), Ministry of Interior
Reports to: Project Manager and Project Director

I. BACKGROUND
The Royal Government of Cambodia (RGC) has recognized the importance of strengthening governance in its National Strategic Development Plan (NSDP) 2006-10 and in the Rectangular Strategy (RS) 2004-08. The RGC has also publicly recognized that "achieving good governance will require the active participation and commitment of all segments of the society, enhanced information sharing, accountability, transparency, equality, inclusiveness, and the rule of law" (RGC 2004). A number of key government policy documents, such as the RS, the Governance Action Plan, and the Decentralization and De-concentration (D&D) Strategic Framework recognize the helpful role civil society can play in governance processes.


The DFGG Project is a response to the current RGC push for reform, and has been approved as a US$20 million-equivalent grant from the International Development Association (IDA). It will be implemented over a four-year period (2009-2013), under the general coordination of the Ministry of Interior (MOI) as the Executing Agency. Conceptually, 'Demand for good governance' (DFGG) aims to increase the extent and ability of citizens and other non-state actors (NSAs) to hold the state accountable, and to make it responsive to their needs. In turn, DFGG enhances the capacity of the state to become more transparent, accountable and responsive to citizens.


The process of operationalizing this concept will be implemented through four key activities: (i) promoting demand by disclosing, demystifying, and disseminating information on key government programs; (ii) mediating demand by creating and strengthening avenues for citizen feedback and addressing citizen concerns; (iii) responding to demand by creating programs for service delivery; and (iv) promoting regular monitoring and oversight of the public sector by independent actors. A detailed discussion of the DFGG framework is given in Annex 1.


The overall development objective of the DFGG Project aims to enhance demand for good governance in priority reform areas by strengthening institutions, promoting partnerships, and sharing lessons. This is to be achieved by supporting selected state institutions (SIs) engaged in DFGG through promotion, mediation, response, or monitoring functions; supporting non-state actors (NSAs) to develop DFGG programs in partnership with SIs or independently; and promoting learning, awareness raising, and capacity building on demand-side governance approaches in a broader context. The DFGG project will therefore include the following components:
Component 1: Support to State Institutions. The project will support the strengthening and scaling-up of programs conducted by four SIs which have committed leadership and demonstrated initial success: (i) the Arbitration Council or AC (under the purview of the Ministry of Labour and Vocational Training); (ii) the One Window Service Offices (OWSO) and District Ombudsman (under the MOI);
Component 2: Support to Non-State Institutions. The project will strengthen the engagement of civil society and NSAs in DFGG activities by providing grant funding and capacity building assistance to NSAs. The program is administered by the Asia Foundation.


Component 3: Coordination and Learning. The MOI is responsible for overall project coordination of the DFGG Project; awareness raising; and capacity building for a broader range of institutions than merely those directly involved in project implementation. To this end, a Project Coordination Office has been established, which will be responsible overseeing the daily management of the project, tracking progress, ensuring timely reporting, and promoting adherence to best management practices on part of all IAs. The PCO will have three small units that will comprise government and contract staff, supported by technical advisers:
(a) Project Coordination Unit: Functions will include oversight and coordination in planning and budgeting, financial management, internal audit, procurement and asset management, MBPI, PMG, and management information systems.
(b) Learning and Communication Unit: Functions will include guiding and overseeing the preparation and delivery of the annual Awareness Raising and Capacity Building, Communication and Studies Programs, by the appointed Research and Training Organization.
(c) Monitoring and Evaluation Unit: Assisted by the M&E research firm, the functions of this unit will include managing and supporting the M&E function across all components, developing forms/report formats to collect information on progress and performance, assisting in the development and testing tools/methods for evaluation, training M&E staff from the IAs, compiling and aggregating information from Components 1 and 2, and reporting regularly to the RGC and the Bank.


II. OBJECTIVE OF THE ASSINGMENT
The Ministry of Interior requires a National MIS/Database Specialist to assist MOI staff in the Project Coordination Office (PCO) in data entry, data verification, development and maintenance of database software, and systematic updating of the data. MIS/Database Specialist will provide support to the state institutions (SIs) and Non-State Actor Component, as necessary. The MIS/Database Specialist will also assist the PCO to update and produce quality data from the project sites for the development of consolidated DFGG Project reports.


III. SCOPE OF SERVICES
Job Description

  • Develop a user friendly data management system for the whole DFGG project.
  • Coordinate data tracking and updating activities of PCO (including Learning and Partnership activities under Component 3B – Learning), State Institutions (SIs), and the Non-State Actor Component (NSAC).
  • Oversee and support periodic data collection and consequent updating of the Revised Results Framework.
  • Assist the M&E Team in the timely production of progress reports.

Scope of Work
The duties and responsibilities of the MIS/Database Specialist will be as follows:
1. Work closely with M&E Team of PCO, National and International Consultants of PCO, and M&E focal persons from SIs and NSACs to design user friendly MIS.
2. Support M&E Team through verification, entry, analysis, and consolidation of data pertaining to the Revised Results Framework;
3. Provide on-the job training and demand based technical assistant to IAs in MIS ;
4. Maintain data library of all the project components pertaining to lessons learnt and case studies in close coordination with the state and non-state actors;
5. Intensively participate in the conduct of surveys by the externally recruited consulting firm (for example: End of the Project Evaluation Survey);.
6. Ensure all the required data for the quarterly and annual progress reporting are collected on time, as per the established format in the Project implementation Manual;
7. Support preparation of relevant project meetings and also ensure active participation; and
8. Perform other tasks as directed by the Assistant Project Manager, Project Manager and Project Director.


The Position
The Ministry of Interior requires a National MIS/Database Specialist to assist MOI staff in the Project Coordination Office (PCO) in data entry, data verification, development and maintenance of database software, and systematic updating of the data. MIS/Database Specialist will provide support to the state institutions (SIs) and Non-State Actor Component, as necessary. The MIS/Database Specialist will also assist the PCO to update and produce quality data from the project sites for the development of consolidated DFGG Project reports. The contract will be for an initial period of 12 months with a possibility of extension, subject to satisfactory performance. The contracted MIS/Database Specialist will report to the Project Manager and the Project Director through the National M&E Consultant. He/she will be part of the M&E Team of PCO along with the International Project Management Advisor, National M&E Consultant, and the MOI/PCO M&E staff.


Candidates should be highly motivated with a willingness to learn and apply new skills and ideas. Competitive salaries will be paid based on skills and experience.


IV. Qualification and Experience and Database Skill Requirement
Qualifications:
A minimum of Bachelor's degree in Computer Science, Statistics or an appropriate discipline from a reputable university.
Experience:

  • At least 2-3 years of progressively responsible experience in the design, development and implementation of variety of data management tools in a (including designing user friendly database and structured data analysis) governmental agency or non-governmental organization.
  • Experience in monitoring and evaluation in a governmental agency or non-governmental organization is highly desirable.
  • Experience in programs involving collaboration between CSO/NGOs and government agencies is advantageous.
  • Good experience in quantitative and qualitative research tools is desirable.

Database Skills:

  • Strong database development skills using Microsoft ACCESS, EXCEL, or similar
  • Knowledge of SPSS is desirable.
  • Good working knowledge of English.
  • Good interpersonal, communication, and team motivation skills.
  • Workshop organization skills are advantageous.

VI. Services and Facilities to be provided by the Client
The IT assistant will be able to externally work from the Project Coordination Office (PCO). The IT assistant may travel to PCO's offices and use meeting room facilities, including printing, stationery, and drinking water. However, the IT assistant is to provide time schedule to meet IT Officer to report and discuss on work progress.


Duration
This full-time position is for 12 months and is expected to begin in November 2011.
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