Call for Experts: International Asset Management Short-Term Experts

EU Support to Strengthening Integrated Border Management in Ukraine (EU4IBM)

TITLE

International Asset Management Short-Term Experts (AM STEs) to support the improvement of the institutional asset management capacity of the national IBM agencies as well as the joint interagency assets planning and management capacity of the national integrated border management (IBM) stakeholders within the framework of implementation of the relevant activities of the EU-funded project “EU Support to Strengthening IBM in Ukraine (EU4IBM)” implemented by ICMPD. 

LOCATION

Home based, with travel to Ukraine (once the situation allows and travel restrictions are lifted).

ORGANISATIONAL OVERVIEW

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 18 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD is a growing and ever-more relevant presence in its field. The organisation’s greatest assets are its 250+ staff members, who personify its values of commitment, integrity, partnership, respect, and innovation in actions and decisions.

BACKGROUND

The project “EU Support to Strengthening IBM in Ukraine (EU4IBM)” supports the identification of and assists in addressing the gaps in the implementation of the national reforms approximating the Ukrainian border management system to the standards and best practices of the EU Integrated Border Management (IBM) in line with the national Integrated Border Management Strategy of Ukraine (IBM Strategy, adopted by the Cabinet of Ministers on 24 July 2019) and the Action Plan (IBM AP, adopted on 27 December 2019 by Decree of the Cabinet of Ministers No. 1409-p).

OBJECTIVE

International AM STEs will be involved into the implementation of a set of Project activities with the main objective of supporting the national IBM stakeholders (State Border Guard Service (SBGS) and State Customs Service (SCS) of Ukraine) in the development of their asset management systems, joint coordinated assets management capacity as well as the related processes according to the best EU practices.

The AM STEs will work in close cooperation with the EU4IBM Project Implementation Team (PIT) and in close collaboration with other Short Term Experts (STEs) on the implementation of the following project activities:

  1. Contribution to business process analysis on maintenance and exploitation and development of business process analysis re-engineering action plans
  2. Improvement of  asset management systems of the national IBM institutions
  3. Development of the maintenance standards and technical requirements for infrastructure, equipment and IT systems
  4. Development of the mechanism for cooperation, coordination and information exchange on assets management on national level
  5. Enhance the cooperation, coordination and information exchange on BCP management on regional and bilateral level

TASKS 

Tasks to be performed under this contract:

Result 1. Improvement of asset management systems of the national IBM institutions

  • Conduct fact finding analysis on the current asset management system in SBGS and SCS in place. Contribute to BPAR activities, by producing inputs to BPAR reports and Action Plans on procurement, maintenance and exploitation related BPs
  • Conduct comparative analysis on EU MSs best practices in assets management, providing recommendations on the best suiting institutional asset management methodology.
  • Support the implementation of a workshop on EU MSs best practices in asset management and identify the best fitting practices
  • Identify the best fitting methodologies in institutional asset management and adapt them to the national legal, institutional framework and context.
  • Develop the concept/ToR for the national assets management systems for the IBM stakeholders (SBGS and SCS)
  • Develop guidelines to implement the concept
  • Provide input in the development of IT solution (Technical Specifications)
  • Implement a workshop to present and raise awareness of the developed concept. 

Result 2. Development of the maintenance standards and technical requirements for infrastructure, equipment and IT systems

  • Support the development of the maintenance standards integrating the identified good practices
  • Support the development and/or update of standard technical requirements for BCPs assets and infrastructure
  • Support IBM stakeholders in conducting a systematic exercise allowing a detailed assessment of the compliance of all BCPs with assets, infrastructure and maintenance standards. 

Result 3. Development of the mechanism for cooperation, coordination and information exchange on assets management on national level

  • Develop the concept for information and coordination mechanism for assets management including the regular joint needs assessments and joint investment and budget planning
  • Support the development of the interagency regulatory framework e.g. joint SOPs in relation to assets management
  • Conduct one capacity building activity on joint assets management. 

Result 4. Enhance the cooperation, coordination and information exchange on BCP management on regional and bilateral level

  • Provide expertise to develop the regional and bi-lateral mechanisms for coordination and information exchange on assets management, develop methodology on information sharing on assets management.
  • Support the development of the methodology for joint BCPs needs assessments in terms of infrastructure and interoperability to be conducted jointly with the relevant IBM stakeholders from the neighbouring countries. 
  • Support the implementation of joint needs assessment of selected BCPs

DELIVERABLES 

AM STE is expected to provide the following deliverables:

Result 1. Improvement of asset management systems of the national IBM institutions

Task

Result

Time-frames

Estimated number of working days

Conduct fact finding analysis on the current asset management system in SBGS and SCS in place. Contribute to BPAR activities by producing inputs to BPAR reports and Action Plans on procurement, maintenance and exploitation related BPs.

Report on asset management systems 

 

BPA&R on maintenance and exploitation

February – March 2021

Up to 7 WDs

 

 

 

Up to 10 WDs

 

Conduct comparative analysis on EU MSs best practices in asset management, including recommendations on the best suitable institutional asset management methodology

 

Up to 3 WDs

Conduct a workshop on EU MSs best practices in asset management and identify the best fitting practices

 

Workshop agenda, materials,

Conclusions on the methodological framework,

activity delivery report

March – April  2021

Up to 3 WDs , including 1 WD for preparation and reporting

Identify the best fitting methodologies in institutional assets management and adapt them to the national legal, institutional framework and context.

 

2 methodologies – SBGS and SCS developed

April – May 2021

Up to 10 WDs

Develop the concept/ToR for the national asset management systems for the IBM stakeholders (SBGS and SCS)

 

SBGS and SCS  concepts/ToR on asset management system  

May – June 2021

Up to 6 WDs in total

Develop guidelines to implement the concept on national asset management systems for the IBM stakeholders (SBGS and SCS)

Guidelines

July – October 2021

Up to 10 WDs

Provide input in the development of IT solution (Technical Specifications)

Technical specifications in place

October – November 2021 

Up to 2 WDs

Implement a workshop to present and raise awareness of the developed concept

Workshop is conducted, results analysed  in activity delivery report 

April 2022

Up to 3 WDs including 1 WD preparation and reporting

Total number of working days:  54

Result 2. Development of the maintenance standards and technical requirements for infrastructure, equipment and IT systems

Task

Result

Time-frames

Estimated number of working days

Support the development of the maintenance standards integrating the identified good practices

Maintenance standards developed

February – April 2021

Up to 10 WDs

Support the development and/or update of standard technical requirements for BCPs assets and infrastructure

A set of standard technical requirements/guidelines on maintenance standards

April – June 2021

Up to 7 WDs

Total number of working days:  17

Result 3. Development of the mechanism for cooperation, coordination and information exchange on assets management on national level

Task

Result

Time-frames

Estimated number of working days

Develop the concept for information and coordination mechanism for assets management including the regular joint needs assessments and joint investment and budget planning

Concept

June – December 2021

Up to 10 WDs

Support the development of the interagency regulatory framework e.g. joint SOPs in relation to assets management

Proposals for amendments of legislation are drafted

January – March 2022

Up to 15 WDs

Conduct capacity building activities on joint assets management

1 activity implemented, agenda, material, activity delivery report is in place

April 2022

Up to 5 WDs

Total number of working days:  30

Result 4. Enhance the cooperation, coordination and information exchange on BCP management on regional and bilateral level

Task

Result

Time-frames

Estimatednumberof working days

Provide expertise to develop the regional and bi-lateral mechanisms for coordination and information exchange on assets management

Methodology is developed and presented, discussed

June – October 2021

Up to 10 WDs

Support the development of the methodology for joint BCPs needs assessments in terms of infrastructure and interoperability to be conducted jointly with the relevant IBM stakeholders from the neighbouring countries, develop methodology. 

 

Methodology for joint (inter-agency and cross-border) border crossing points needs assessment and joint infrastructure is developed, presented and discussed

June – October 2021

Up to 10 WDs

Support the implementation of joint needs assessment of selected BCPs

capacity building event conducted to practice the (interagency and cross-border) border crossing points needs assessment and assets planning

June – October 2021

Up to 5 WDs

Total number of working days:  25

The draft deliverables must be submitted in English in line with the timeline established at the moment of contracting. If possible, the working versions of the deliverables could be drafted in Ukrainian to allow for smooth participation of the national beneficiary agencies experts. 

It is expected that during the COVID-19 travel restriction period, the tasks identified above would be conducted in a remote mode (using the vast array of technical means for distance communication, collaborative platforms and regular on-line coordination meetings). Once the travel situation allows, the expert will be expected to travel to Ukraine to continue the delivery of mentioned above tasks. 

PIT will support the delivery of the tasks by providing the relevant documents, interpretation and translation support, coordinating with the beneficiary agencies on organisational issues. 

During the process, the expert will work with the relevant national and international stakeholders in a collaborative and coordinated manner. 

The final deliverables must be submitted no later than 31 December 2022.

Reporting lines

AM STE reports to Mr. Yehor Bielkin, Project Officer (SCS), EU4IBM and works in a collaborative manner with other international/national experts. 

Qualifications and Experience

  • Master´s university degree (or equivalent) related to the area of work.
  • At least 5 years of experience in the area of asset management relevant to IBM.
  • Experience in improving the institutional asset management systems, developing the maintenance standards and technical requirements for infrastructure, equipment and IT systems – relevant to IBM agencies.
  • Experience in developing the cooperation, coordination and information exchange mechanisms on assets management on a national level.
  • Experience in drafting concepts, ToRs/TSs, methodologies in the area and asset management.
  • Experience in working with similar projects funded by EU or another donor is an asset.
  • Knowledge of appropriate examples of international and EU good practices in asset management relevant to national IBM stakeholders.
  • Demonstrated ability to assess complex situations in order to succinctly and clearly distil critical issues.
  • Must be able to work independently and demonstrate excellent teamwork, coordination and facilitation skills.
  • Analytical, research, reporting, communication, documentation and presentation skills.
  • Experience working with senior management of border guard/police and customs services is an asset.
  • Ability to plan and implement several multi-component and multi-stakeholder activities in parallel.
  • Ability to process large volumes of information.
  • Ability for provision of deliverables and in reporting in a timely manner.
  • Ability to work under pressure and in rapidly changing circumstances.
  • Computer literate with ability to operate Microsoft applications.
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
  • Ability to establish and maintain effective and constructive working relationships with people of different International and cultural backgrounds while maintaining impartiality and objectivity.

Languages:

  • Fluency in English is required
  • Knowledge of Russian/Ukrainian for business communications is an asset

Materials to be provided by ICMPD

  • Project Description of Action.
  • IBM Strategy of Ukraine 2020-2025 and its implementation plan 2020-2022.
  • Catalogue of SBGS and IBM Business Processes.
  • Template of timesheet.
  • Template of payment claim.
  • Any other documents.
  • Translation of the documents not yet translated into English.
  • PIT will facilitate the contacts with the relevant International agencies.
  • PIT will organise meetings with the relevant beneficiary agencies in case of need.

Application Process

Interested experts should send their CV with an indication of this announcement in the subject line of the email to EU4IBM_UA@icmpd.org

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