Call for Experts on Cataloguing IBM Business Processes Project: Closing the IBM gaps in Ukraine TOR – Short-term Expert

Posting Date: 18/07/2019
Deadline for Applications: 16/08/2019
Duty Station: homebased
Start Date: 01/08/2019
Duration of the contract: 01/08/2019 - 31/10/2019
Maximum number of working days: 30 (thirty)



The project will support the identification of and assist in addressing the gaps in the implementation of the national reforms approximating the Ukrainian border management system to the standards and good practices of the EU Integrated Border Management (IBM) in line with the currently finalised national Integrated Border Management Strategy of Ukraine. This activity is directly related to the project as precondition for identification of business processes used by the State Border Guards Service (SBGS) and Customs Service, as well as other IBM relevant services.

Overall objective: The overall objective of the assignment is to identify and collect business processes of the SBGS and Customs of Ukraine, and prepare a catalogue of the business processes that need further detailed analysis (Business Process Analysis).

Specific objective: Specifically, the expert shall produce two catalogues, including all business processes of the State Border Guard Service of Ukraine and business processes (BPs) of other IBM stakeholders and jointly with the project team and Ukrainian stakeholders identify priority BPs to be analysed. 


The short-term expert (STE) will work closely with the State Border Guard Service (SBGS) and Customs of Ukraine under the overall supervision of the Project Manager.

He/she shall 

  • In close cooperation with SBGS prepare a list of all business processes (BPs) used in daily operations at central, regional and local level;
  • In close cooperation with SBGS, Customs and other stakeholder prepare a list of IBM-related business processes (BP) used in daily operations at central, regional and local level;
  • Cluster BPs, but not limited to project components, focusing on border control procedures, joint risk analysis, HR Management system modernisation, assets management system of IBM institutions, including  budget planning and maintenance, training systems, internal audit quality management and accountability systems, inter-agency and cross border cooperation;
  • Jointly with the Ukrainian stakeholders identify and select BP that will be subject to thorough analysis;
  • Draft technical specifications for the tender on BPAs. 


  • Two catalogues of BP used by SBGS and other IBM institutions, respectively
  • The list of priority BPs for analysis supported by analytical and comparative  report with detailed description and proper justification
  • Technical Specifications for planned Tender dossiers in line with EU and ICMPD Procurement rules and regulations
  • STE reports

The draft deliverables must be submitted in line with the timeline established at the moment of contracting. 

During the process, systematic feedback will be collected by the consultant from the relevant stakeholders.
The deadlines for the submission of the Technical specifications will be determined along with the timelines of each tender and in close cooperation with the Project Manager.


Tentative work plan




Number of Working Days

Catalogue of SBGS BPs and IBM-related BPs

August 2019


Thematically clustered list of BPs for analysis agreed by all UA stakeholders   

August –September 2019


Development of technical specifications for the tender  

September -  October  2019



Maximum number of working days: 30

Reporting lines
On a regular basis, the Expert will report to Project Manager who will be in charge of the overall supervision both in terms of administrative and content issues and who will provide input and comments on deliverables as needed.

Qualifications and Experience

University degree in business administration, public administration, engineering or related relevant field 
At least 5 years of prior work experience in the field of analytics of business process. Knowledge of business processes in border control procedures / human resource management / assets management/ risk analysis/ IBM monitoring, especially in the regional and international context

  • Experience working with similar EU-funded or national funded projects
  • Experience working with senior management of Border Guards/Police and Customs services
  • Understanding of the Ukrainian security context, previous experience in the Eastern Partnership region is an asset
  • Ability to establish good working relations with a multinational/ multi-disciplinary team
  • Experience of working in sensitive political environments
  • English proficiency in writing is a requirement. Ukrainian/Russian is an asset

Material to be provided by ICMPD

  • Project Information Notice/extract of the Description of Action 
  • Any other relevant documents

Administrative Information

Travel Information
The Expert shall receive from ICMPD a travel itinerary for the foreseen activities abroad. Travel by the most direct route available, by the most cost-effective mode of transportation shall be authorised. No additional private destinations or stopovers shall be allowed. Tickets for air travel will be provided by ICMPD for the most direct route and lowest available fare in economy class. For pre-authorized travel by train, the traveller will purchase regular first class or equivalent standard, and will be reimbursed upon submission of the tickets and a proof of purchase. Travel in first class is authorized except for high-speed trains such as TGV, Thalys or Eurostar where second class tickets should be booked. If exceptional circumstances require a traveller to travel by car the travel costs will be reimbursed with the amount equivalent to the costs of corresponding first-class railway ticket. Where railway connection is not available, the reimbursement will be calculated on the basis of a kilometer allowance applied by the European Commission. The rate covers all vehicle travel costs including toll fees, parking and fuel costs. When using a private car, ICMPD cannot assume liability for any third party claim, damage to the car, or loss or theft of personal belongings left in the car.

The Expert shall be entitled to receive a daily subsistence allowance (DSA) from ICMPD for authorised missions. The DSA shall be deemed to cover the costs of accommodation, breakfast and meals, transportation to/from airports, in-town transportation (such as train, bus, tram, metro, taxi) at the place of destination, gratuities and other incidental costs. A full DSA is applicable for each night spent at the place of destination. In case where accommodation and/or meals are provided free of charge by ICMPD, a government or a related institution, the amount of daily subsistence allowance will be reduced proportionately. Upon request, ICMPD will provide to the traveller an advance of funds for official travel in the amount of up to 50% of the applicable DSA for missions longer than four (4) days.


Application Process:

Interested experts should send their CV and an indication of the topic of interest via email to so as to be included in the project expert roster. The CVs will be selected from the roster in order to facilitate a possible recruitment of experts on a short term basis as consultants to work on specific project activities. The exact duration of engagement will be determined separately for each activity. ICMPD cannot guarantee that all experts in the roster will receive assignments.


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