Government of Bihar Bihar Gram Swaraj Yogna Society …biharprd.bih.nic.in/BPSP/TENDER/Final TOR for...
Transcript of Government of Bihar Bihar Gram Swaraj Yogna Society …biharprd.bih.nic.in/BPSP/TENDER/Final TOR for...
Government of Bihar
Bihar Gram Swaraj Yogna Society (Bihar Panchayat Strengthening Project)
Irrigation Block no-1, Harding Road, Patna 800001
Email: [email protected], website: www.biharprd.bih.nic.in
Terms of Reference for Hiring Human Resource Agency
Introduction Bihar Gram Swaraj Yojna Society is established by Department of Panchayati Raj, Govt. of Bihar with the aim of being a catalyst agency for the Government of Bihar’s vision for empowering Panchayati Raj institutions. It is currently implementing a project- Bihar Panchayat Strengthening Project (BPSP), supported by IDA assistance from the World Bank in 6 districts of Bihar viz., Patna, Nalanda, Bhojpur, Supaul, Saharsa and Supaul. Bihar Gram Swaraj Yojna Society is led by its General Body, from which a more functional Executive Committee has been formed for taking all policy level decisions and providing oversight on operational activities of the society. Representatives from the Government of Bihar, form the Executive Committee of the Society. The structural arrangement for implementing BPSP would be through its four tier structural unit i.e. State Project Management Unit, District Project Management Unit (DPMU), Block Project Management Unit (BPMU) and Panchayat Level Community Resource Persons.
The detailed Organizational structure with key functional responsibilities features is annexed as Annexure"A" for reference. Objectives of the Assignment The objectives of the present ToR is as follows: Successfully conducting recruitment of adequate number of manpower (as stated under section “scope of work”) on time (as mentioned under section “key task, output and time frame”) as per recruitment norms of BGSYS.
Executive Committee led by Development Commisioner, Govt. of Bihar, members from Govt. Depts.
SPMU headed by CEO/Directors supported by a thematic Expert consultants i.e State Project Managers s & Project
Managers
DPMU headed by District Project Manager and supported by various thematic Managers and support staff.
BPMU headed by Block Project Manager and supported by thematic facilitator and support staff.
Community Resource Person (Field Staff 1 for every 4 Gram Panchayats)
Scope of the Work A. The assignment is meant for meeting manpower demand fort different levels of the Unit namely: State Project
Management Unit (SPMU), District Project Management Units (DPMU) and Block Project Management Units (BPMU) and Panchayat Level. The manpower required under the assignment are as follows:
Year SPMU SPMU Total
DPMU DPMU Total
BPMU Panchayat
Level BPMU
&Panchayat Level Total
Grand Total
2013-14 Director(Knowledge
Management) DPM DC/DM Acc/Cas BF PAF CRP
HR Required
1 1 30 12 42 55 55 197 307 350
DC- District coordinator, DM-District Manager, ACC- Accountant BF- Block Facilitator, PAF- Panchayat Account
facilitator, CRP- Community Resource Persons.
The details of requirements for each position i.e qualification & experience is attached as Annexure- "B" Recruitment for the residual vacancies has to be completed latest by the end of three months after completing the recruitment cycle. Addition or deletion in number of position may be possible as per the actual requirements during the assignment period. This would be worked out mutually between the HR agency and BGSYS which would not be more than 10% of total positions as stated above. B. The information management at each step of recruitment (particularly state specific condition) needs CLEAR,
EFFECTIVE and ON TIME release of various advertisements, both in English and Hindi, in local newspaper with statewide and/or national circulation. Considering the number of positions against the recruitment has to take place, managing advertisement (publication of advertisement, receiving applications in appropriate format, short listing, conducting tests (written and/or oral), preparing the merit lists, etc. would be considered as one of a major task for the HR agency. The advertisement will also be floated on reputed web-portals visited by job seekers in the development sector. The recruitment agency will ensure this. The vacancies may also be floated on mobiles by bulk messaging facility through internet and web portals to maximize the candidature for the vacant positions.
C. After recruitment, the counseling and Joining of selected candidates would also be an important task to be completed on time with due accuracy and proper documentation. In addition to the above, another major task under the assignment for the HR agency will be to facilitate joining of selected candidates.
This assignment would be for the period of 1 year, effective from its inception date which may be further extended for another year, subject to requirement and satisfactory performance of the agency. Any change in the period of assignment will only be made after satisfactory review by the Society. Approach and Methodology of Recruitment:
A. The HR agency has to provide detailed work plan before any recruitment along with its methodology of recruitment, place of recruitment, tentative dates of examination, List of panel members, and submission date of result and reports. The schedule of the recruitment will be finalized by the recruitment agency in consultation with BGSYS.
B. The recruitment agency will follow the prescribed norms and criteria of selection for respective positions as
approved by the BGSYS. Further, special attention will be given by the recruitment agency to maintain the quality of conducting test of recruitment and setting question paper for the purpose.
C. The recruitment agency will design exclusive selection tools for different sets of positions i.e. Senior Managers, Mid
level managers, Field staff and Support staff. The selection strategy and tools should be designed in such a way that it could assess requisite knowledge, skills, and attitude on quality parameters for different positions.
D. The recruitment agency will have to comply with the reservation policy of Government of Bihar.
E. The recruitment agency will design the whole recruitment process according to the guidelines suggested in the HRD
manual of Society/after approval by CEO. The relevant portion of HR manual is attached as Annexure "C" for reference.
F. The design of advertisement will be prepared by the recruitment agency and approved by CEO, BGSYS. In general,
responsibility of notifying vacancies will be with BGSYS.
G. The recruitment agency has to follow a structured system of receiving application (through both electronic media and written form), scrutinizing them on criteria set by BGSYS, recording reasons of rejection of applications and announcing shortlist and rejected applications with necessary information on website (BGSYS). The rejected applications will be posted on website of BGSYS with reasons for rejection. Applicants will be allowed to claim their candidature with proper documents and if their candidature is found to be satisfactory they should be considered shortlisted for the position applied for. Whenever required, the necessary information about scrutiny of application will be provided to BGSYS.
H. The agency will capture all the processes of recruitment and selection in video form and submit to BGSYS.
The Key parameters of the assignment: 1. Successful completion of recruitment on time and selection of maximum suitable individuals meeting BGSYS’s
requirement. 2. Placement of a team of key professionals with relevant experience along with defined roles and responsibility
for conducting and completion of the assignment. 3. Maintaining high degree of accuracy, transparency, accountability and required confidentiality in the process of
completion of this assignment. 4. Reference check and credential verification of the recommended and waitlist candidates before presenting the
final result. 5. Post placement review after induction of the selected/joined candidates ensuring quality and suitability of
individuals selected on the positions. 6. Further systematizing as well as diversifying selection process to make the recruitment meaningful and
recognized. 7. Compliance on feedback of BGSYS on quality concerns in the fulfillment of the objective and completion of this
assignment. 8. Candidates who do not turn up for joining after selection would not be considered as completed task on behalf
of the recruitment agency. The payment schedule of the assignment would necessarily be linked with final recruitment and completion of task on time.
Reporting requirements: A. The agency will submit an inception report both in hard and soft copy. B. Detailed progress report after every step of the process from announcement of the vacancies to joining of the
final candidates.
C. The final list of the recommended candidates will be submitted by the agency along with waitlist candidates under each category of positions. The recruitment agency will submit the final result of recommended candidates in the prescribed set of formats and along with documents as mentioned below after completing every event of recruitment.
Form A: Latest copy of CV in original of both recommended and waitlisted candidates (filled by candidates while participating in the selection process according to format designed by the recruitment agency)
Form B: Compiled Profile of the Candidate (both recommended and waitlist) in soft and hard copy in the format designed & approved by BGSYS.
Form C: Credential Verification Form (of both recommended and waitlisted candidate) as annexure. Compiled reports of the same.
Form D: Basic Information details suggested as annexure.
D. The result must be submitted after verification of reference of both selected and waitlisted candidates. The reference check will not apply for candidates selected or waitlisted for the position of Community Resource Persons.
E. The final report of recruitment would include the following documents:
i. Soft copies in CDs and hard copies of original scanned data (marks & profile of candidates)
ii. The soft CDs & hard copies of data exported in excel sheet,
iii. The list of shortlisted candidates (merit list)
iv. The reservation roster/vacancy wise recommendation list
v. The clear statement/cut off of logic for selection/recommendation
vi. The profile of the recommended and wait listed candidates
vii. The verification report of credentials certificate of candidates
F. Whenever required, the recruitment agency will share all information sought by Society related to recruitment
conducted as per ToR and the agreement. Therefore, the agency will keep all recruitment records with it.
G. The entire assignment is expected to be completed by the time line given under Key Task Output and Time Frame table given below. However, residual vacancy at any level may be filled up by the recruitment agency immediately in the next three months. The extension or any change in the period of assignment will only be made after mutual review by both the parties.
H. The agency would have to maintain high degree of accuracy, transparency, accountability and required confidentiality in the process of completion of this assignment and would be required to provide compliance of queries related with recruitment under RTI Act 2005, applicable for the Society.
Key Professionals and team to be engaged for the assignment The agency would provide a list of Core Team with qualified key professionals having adequate number of manpower with relevant experience for this assignment. The core team of key professionals must include a Team Leader, a Co Team Leader, 3 Expert members having minimum PG degree qualifications with relevant experience as stated below: Team Leader: The Team leader should have a minimum of 10 years experience in planning, designing strategy & framework along with developing, directing and managing similar assignment with a Post Graduate Degree. Co- Team Leader: The Co-Team leader should have a minimum of 8 years experience in coordinating, execution and managing similar assignment with a Post Graduate Degree in Management. Expert Team Member-1: The expert team member should have a minimum of 7 years of experience in recruitment and selection methodology with a post graduate in Management. Expert Team Member-2: The expert team member should have a minimum of 7 years of experience in recruitment and selection methodology with a post graduate in Psychology/Management. Expert Team Member-3: The expert team member should have a minimum of 7 years of experience in the field operations in rural development projects with a post graduate degree in Management/MSW. The Key Task, Deliverables and Time frame of the assignment: The key tasks, deliverables and time frame of the assignment will be as follows:
S Key Task Deliverables and Time frame Remarks
N
1 Workshop A workshop will be conducted to facilitate understanding and clarity of both the parties on the TOR. It will be the responsibility of the agency to organize the workshop.
Within 10 days of signing of the contract
2 Submission of Inception report
Inception report submitted within 15 days of signing the contract agreement for the assignment
Inception report will include the readiness report on i.e. Office set up & placement of team at Patna with all support systems and assets.
3 Recruitment process for 350 positions
Report of written examination within 75 days after signing the agreement by the agency
Report will include detailed progress report of the process
4 Interview The final list of successful candidates including wait list within 105 days of signing of the agreement.
Report will include the total score i.e. written exam, group discussion & interview.
4 Completing Recruitment process for 350 positions
The recruitment on 350 positions to be completed successfully within 105 days of signing agreement
list of recommended and waitlist candidates
5 Completing issuance of offer letter & conducting joining for finally selected candidates
Completing joining of recommended candidates as per approval by BGSYS
Final report of deliverables.
***Note: The panel for interview will be decided by BGSYS. However, the date, venue & time (including tea & snacks for the panelists) for the interview will be fixed by the HR agency. The HR agency will also suggest the panelist for each of the positions for which the interview will be conducted. BGSYS will facilitate invitation to the government officials . Services and facilities to be provided by the Client: A. The BGSYS will provide all the guidelines, provisions, norms related to conducting recruitments viz. numbers of
vacancies, guidelines of Govt. reservation roster and other necessary information required for completion of this assignment.
B. The CEO, BGSYS may nominate its representative in any of the selection process. C. SPM – Admin & HR will be the Nodal Person for this assignment from BGSYS. Review and Monitoring of the Assignment A review will be conducted formally by both BGSYS and the recruitment agency after conducting each round of recruitment. CEO BGSYS may form a review committee at BGSYS level to monitor and review the progress of the assignment. Annexure: Suggested Format for Submitting Profile of the Selected and Waitlisted Candidate (Form B)
1. Sl.
2. Reg. No.
3. Name of the candidate
4. Father’s/Husband’s name
5. Category (under which s/he has selected)
6. Domicile of
7. Date of Birth
8. Address for communication (present)
9. Address for communication (permanent)
10. E-mail and phone no
11. Educational Qualification (from matriculation to higher along with year of passing, subject, institute
and % of marks)
12. Work experience (including designation, name of agency/institution, duration, nature of experience)
13. Remarks which specifically details the total years of experience, nature of experience, post
qualification experience and comments which is necessary to take consider before accepting the
result)
Annexure: Credential Verification Form (Form C) Name of the Candidate: Registration No: Position applied For: Camp at: Date:
1. Educational Qualification
Certificate Presented: Yes/No
Sl. Examination Passing Year
Marks Obtained
Certificate Yes/No
Initials of Verifying Officer
2. Age Proof
Certificate Presented: Yes/No
Type of Certificate presented: Matriculation Certificate/others Date of Birth:
3. Caste Certificate
Certificate Presented: Yes/No Certificate Issuing Authority: No and Date: Category
Caste 4. Domicile Certificate
Certificate Presented: Yes/No
Certificate Issuing Authority: No and Date:
Resident of:
Signature of verifying Officer
Seal of Agency with date
Note: The OMR sheet/technique may be used for the purpose to get the data base and required information correct which would be used for further reference. Annexure: Basic Information Details (Form D)
1. Recruitment date
2. Positions for which recruitment conducted
3. No of vacancy (for each positions)
4. Place :
5. Total no of application received
6. Total no of application shortlisted and invited to participate in selection process
7. Total no of rejected applications with reason of rejection
8. Total no of claims received.
9. Total no of claims settled after verification of claims
10. Total no of candidates shortlisted for round 2/3 (or any other) selection process
11. Category-wise details of recommended and waitlist candidates
12. Name and association of Resource Person/Panel Member involved in selection process
13. Declaration of checking the reference of the selected and waitlist candidates
Organisational Structure and with key functional property: "Annexure-A"
State Project Management Unit:
The State Project Management Unit headed by Project Director cum Chief Executive Officer and will
proactively work for designing policy, planning interventions and operational strategies for the Program under
the guidance of its Executive Committee. Besides this, SPMU will work for the following: -
Foster collaborations with external agencies, Government departments and other stakeholders
through regular interface, meaningful linkage and purposeful dialogues.
Setting up team within organization and build up their capacity for effective functioning and
implementation the Mission’s activities.
Design and operationalise Project Management System including Program Monitoring System,
Financial Discipline, Human Resource Management and Administrative Control within the Project.
Lobbying and policy advocacy on panchayati raj issues and coordinating with relevant Government as
well as line departments and pursuing the same.
Constituting effective and functional group i.e. advisory/tasks/research/study group as and when
required to conduct evaluation and review of the progress.
Design communication policy, disseminate learning on various platforms, preparing relevant
documents, progress reports and enabling favorable environment for various convergences.
Developing training design, relevant materials, conduct required training exposure, workshop,
experience sharing/cross learning events and institutionalize learning system within organization.
Institutionalize learning system within the organisation and usher the culture of learning organization.
Designing and identifying scope of partnership with service provider agencies related to need based
and emerging panchayat raj interventions, Managing and coordinating work with them.
Identify and initiate knowledge gap studies, special studies on emerging issues and draw its
implications for improvement of quality of the program.
Have overall responsibility and authority to decide the ways for implementation of the Program under
the guidance of the Executive Committee.
Support Structure at SPMU (State Project Management Unit)
Key Roles and Responsibilities of Positions at SPMU:
Position Key Roles & responsibilities
Project Director Cum Chief Executive
Officer
Administrative head of the project; day-to-day oversight and leadership;
link between the project and the DoPR and other government
departments; leadership roles and functions vis-à-vis finance,
administration, human resources as described in detail in the HR Manual
of the project and the Society.
Director -
Finance & Administration
Assist the Project in financial management and administrative function of
BGSYS.S/he will lead, supervise & review their performance and
recommend for extension of contract and performance linked annual pay;
s/he will be also responsible for coordination with auditors and
financial/HR consultants of the project. S/he will be responsible for
ensuring timely submission of IFR/reports/plans in addition to his/her
functions; Overall responsible for grievances redresses within the
society/project. other work as & when assigned by the Project director
Director-
Operations & Communications
S/he has to give leadership in managing the Panchayat capacity
building, Institutional strengthening, Panchayat Performance wards, and
Communication components. S/he has to plan and execute Capacity
Building & Institutional Strengthening interventions according to project
objectives and in close coordination with other government agencies;S/he
will be responsible for preparing the ToRs for the consultancy
required for different capacity building activities envisaged under the
project; other work as & when assigned by the Project Director.
Director-
Knowledge Management
As a head of the Knowledge Management Unit will be overall responsible
for Decentralization & Policy Research, Panchayat Performance Research
and Analysis, Monitoring and Evaluation Capacity Building of
Panchayats related to Financial Management. Monitoring and evaluation
Project Director cum Chief
Executive Officer
Director -
Finance & Administration
Director-
Operations & Communications
Director-
Knowledge Management OSD
(Personal assistant (Steno))
SPM-ADMINISTRATION &
HR S
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SPM-FINANCE
SPM-M & E
SPM-ADMINISTRATION & HR
SPM-PROCUREMENT
SPM-CAPACITY BUILDING
SPM-COMMUNICATION
SPM-Environment & Natural
Resource Management
SPM-Nutrition
SPM-Water and Sanitation
SPM-Civil/Architectural
Engineering
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PM - HR
Assistant (4) PM - Accounting (CB)
PM - IT
Cashier
PM - Documentation
SUPPORT TEAM Receptionist - 1, Data Entry Operator - 4, Security - 4, House Keeping - 1, Driver - 3 & Office boy - 4
Accounts Officer (2)
will involve project interventions in capacity building of Panchayat,
construction of Panchayat Sarkar Bhawan, monitoring of Panchayats for
giving performance award and monitoring of subproject taken up for
utilization of award money. S/he has to work for and manage
activities related to innovation and learning like studies, documentation,
organizing events and dissemination of good practices. Other work as &
when assigned by the Project director.
State Project Manager- Core Thematic
Unit (Capacity Building,
Communication, Environment &
Natural Resource, Nutrition, and
Water and Sanitation)
Designing various policy frameworks related to the concerned
thematic area and intertwining/interlinking them with other related
thematic programs as per their requirement. Developing business
plan, standard business processes, ensuring its monitoring and
progress review for need based change and effective roll out of the
concerned thematic program in sync with other domains.
State Project Manager- Support
Thematic Unit: (Administration & HR,
Finance, Procurement, M&E,
Civil/Architectural Engineering)
Designing and developing policy frameworks, standard business
process related to HRM, Finance, Admin & Procurement to support
and coordinate the SPMU core program team in rolling out the
thematic program operations effectively and achieving the quality
results timely.
Project Manager- (HR,Documentation,
Accounting CB )
To support concerned SPMs in designing various policy
frameworks and developing standard business plan related to
interventions and program support in sync with other domain
requirements. To roll out various required thematic interventions as
well as support the District team in conducting staff
inductions/trainings/CB programs related to the concern
domain/thematic area for staff as well as community cadre timely
for quality program interventions.
Team of IT staff Designing and implementation of system related to development
work and web based MIS system and data based software. To use
Information technology methodsto monitor, obtain, analyze and
data transfer from MIS. Maintenance of machines and equipment.
To administer the data of MIS, compiling and analyzing reports for
the purpose of monitoring and evaluation team for learning and
further needful action.
Team of Accountants &AO To maintain books of account at SPMU level and regularly
updating them. Responsible for providing all secretarial assistance
to block staff and maintain all official records. Responsible for
channeling upward and backward official communication.
Team of Office Assistants To extend all secretarial assistance to Officers/Managers at
SPMU. Largely will be looking after all communication, office
record keeping, compiling of project information, maintaining
records related with programmatic, administrative and HRM affairs
and acting as nodal person for channeling communication to/from
SPMU.
Pool of Miscellaneous Staff-
Receptionist , Computer operator, PA
etc
Responsible for designing and entry work, managing information
and compliance related to complains and grievance, drafting letters
and other documents required at SPMU level. Also, personal
assistance, receiving visitors etc.
DPMU: District Project Management Unit
The District Project Management Unit will be operational at District level. The role of DPMU will be to
coordinate, implement and manage mission activities (as per overall activity plan spread over different
phases).The district unit will be responsible for the following functions:
Preparing annual action plan of the program activities and ensure timely accomplishment of the same.
Ensure operationalization of all the policies under financial, administrative, procurement and HRD
guidelines at District level.
Conducting periodic reviews of program progress and timely communicating of reports to SPMU and
District administration as and when required.
Conducting periodic capacity building reviews as well as other related activities for district and Block
staff and community cadre.
Establishing strong linkages with district government offices, line departments, district resource
agencies and eminent public representatives for garnering required support for success of the project.
Monitoring and supervising Panchayat Grant Fund.
Documenting learning of the project and disseminating the same on all relevant platforms and with
SPMU as well district administration.
Extending handholding to block staff as and when required, facilitating block team for building team
there and also being responsible for furnishing MIS information to SPMU on time.
Support Structure at District Project Management Unit: DPMU
Key Roles and Responsibilities of Positions at DPMU:
Position Key Roles & responsibilities
District Project Manager S/he will be the team leader of DPMU & responsible for managing
and supervising a team of 10-15 staff of district Unit and 8-12
staff in each block units (about 15 -20 blocks per district). S/he has
to work under overall guidance & supervision of SPMU. S/he will
be member secretary of district level coordination committee under
the chairmanship of DM. S/he will be responsible for convening
the meeting as per the society rules. S/he will be responsible for
overall planning, implementation, management, monitoring and
reporting of all project activities and for ensuring that all block
staff give reports / meet the desired outputs given by BGSYS. The
person has to coordinate with government line Departments as
required for the project in the district, other work as & when
assigned by SPMU.
District Social Development
Coordinator (1x4)
The person will be responsible for institutional strengthening of
the Panchayats and coordinate the capacity building support
functions related to institutional development aspects of PRIs.
SUPPORT TEAM Assistant cum Data Entry Operator & Office boy
District Social Development
Coordinetor
District Environment & Nature
Resourse Coordinator
District Water Sanitation
Coordinator
District Nutrition Coordinator
District M & E Coordinator
District Finance Coordinator
District Finance Manager
Account
Cashier
District Project
Mananger
Coordination with line departments on activities related to social
mobilization and social inclusion in flagship programs. Implement
project plans for building awareness on social inclusion and
empowerment of weaker section among the PRI representatives
and functionaries at the district level. Orient block managers to
ensure awareness creation among the community on the project,
participation in Gram Sabha and inclusion of weaker section in
PRI. Ensure the implementation of IEC material. Responsible for
the implementation of Resettlement Policy framework in the
district.Other work as & when assigned by SPMU.
District
Nutrition Coordinator
(1x4)
Overall responsibility for the effective implementation in the
district of all activities related to the nutrition component. It will
include planning and roll out of nutrition capacity building for
all GPs in the district. Under the supervision of the State Nutrition
Coordinator, and in close coordination with the other members of
the District Project Management team, s/he will plan, implement,
support and monitor the activities in the district, ensuring
collaboration and coordination with district officials of relevant
government department, counterparts from other development
agencies, NGOs to strengthen the involvement of Panchayats in
improving nutrition. Developing action plans and support their
effective implementation; S/he has to strengthen Village Nutrition
and Health Days (VNHDs) at Anganwadi Centers and to plan and
supervise nutrition and health education Coordinator. S/he has to
serve as resource person for nutrition at district level, and any
other task assigned by the State Nutrition Coordinator. other work
as & when assigned by SPMU.
District Environment &
Natural Resource Coordinator
(1x4)
Overall responsibility for the effective implementation in the
district of all activities related to the ENRM component. It
will include planning and roll out of ENRM capacity
building for all GPs in the district. Under the supervision of
the SPM - ENRM , and in close coordination with the other
members of the District Project Management team, s/he will
plan, implement, support and monitor the activities in the
district, Ensuring collaboration and coordination with
district officials of relevant government department,
counterparts from other development agencies, NGOs to
strengthen the involvement of Panchayats in improving
ENRM. Other work as & when assigned by SPMU.
District Water Sanitation
Coordinator (1x4)
The primary responsibility of the District Water and Sanitation
Coordinators contracted under the project is to plan and implement
C.B. of GPs with regard to Water & Sanitation activities
through the BPMU and coordinate with BPMU, line departments
and implementation partners in an effective way. It also includes
monitoring the work of the implementation partners and report to
the PMUs at state and district level. Conduct district level
workshops advocating for community led approaches. Support
implementation of Behavior Change Communication strategy.
Monitor outsourced firms to support capacity building and
handholding. Block level trainings for GP members. Roll out of
community level activities in the villages for behavior change –
creating demand among the people, facilitate construction of
toilets by the households, end open defecation. Implementing a
monitoring system at GP level which tracks coverage of toilets,
usage and sustainability – linked to the project MIS / TSC MIS.
other work as & when assigned by SPMU.
.
District M&E Coordinator
(1*6)
S/he will organize progress, process and results monitoring
according to agreed procedures and formats developed at State
level. S/he will be responsible for MIS management activities,
facilitating reviews at various project levels and documentation
work, streamlining information flow through periodic compilation
of progress, periodic analysis of data based on project health
indicators and circulation of the same both downward and upward
to all concerned and documenting identified best, process
monitoring and periodic evaluation at district level. S/he will
propose adjustments to monitoring indicators based on feedback
from the field, S/he will implement agreed participatory M&E
with local stakeholders, S/he has to work closely with the other
coordinators/managers to ensure that all data is captured in
timely manner, analyzed for lessons learnt and disseminated to all
parties as needed, to support regular management information,
review and decision- making. Other work as & when assigned by
SPMU.
District Finance Manager
(1x6)
S/he has to manage regular books of accounts, financial reporting
and submission of accounts/reports to SPMU. S/he has to work
for financial management activities related to credit/grant of the
grant of WB and Govt. S/he will support District Project
Manager in managing day to day financial management of the
DPMU. S/he has to help in preparing procurement plan &
procurement of goods and services for the project/Society.
Her/his role includes preparation of budgets and
monitoring the financial management functions and application of
tools. S/he will maintain inventory of materials and books of
accounts, co-ordinate and support meetings, workshops related to
financial procedure budget expenditure analysis. Ensuring
compliances of TDS under Income Tax Act, WCT of VAT. Other
work as & when assigned by SPMU.
District Panchayat
Finance Coordinator
(1x6)
S/he has to coordinate at DPMU and help in coordinating capacity
building & facilitation activities related to Panchayat accounting,
PLAN PLUS and PRIASOFT for the target Gram Panchayats
through BPMU of the district. S/he has to ensure regular
training and other CB interventions on the aspect of Panchayat
accounting & PRIASOFT, maintaining relationship with
support agencies, other managers and stakeholders. S/he has to
organize and monitor support interventions like training,
handholding and reviewing for CB on Panchayat accounting &
PRIASOFT. Other work as & when assigned by SPMU.
.
Accountant
(1x6)
S/he will maintain day to day cash, accounting and book
keeping of the DPMU. S/he will maintain IT based accounting
and bank relations. S/he will manage payments and maintain
documentation
Cashier
(1x6)
S/he has to manage cash transaction. S/he has to process the
cheques. S/he has to help in making payment.
The Block Project Maagement Unit (BPMU) will be the key unit for implementing and managing the mission
activity at the Block Level. The BPM will be the functional head of the BPMU supported by a resource team of
Block Facilitators (resource persons for water & sanitation, environment & natural resource,
institutional & social management) and Panchayat Accounts Facilitators. At the GP level, technical
community resource persons will be engaged as per requirement and they will assist the Block Team
for community mobilization, institutional development & proper implementation of welfare
schemes.
The community resource persons will also support the first stage of participatory M&E. They will
arrange regular meetings with beneficiaries and collect group inputs into and feedback on progress
and intermediate outcome indicators. This will be the key unit of the project whose quality and
effectiveness will determine how effectively the project rolls out in the field in partnership with village
communities.
Support Structure* at BPMU (Block Project Management Unit)
Key Roles and Responsibilities of Positions at BPMU:
Position Key Roles & responsibilities
Block Project Manager S/he will lead the Block level team of the Project, managing
almost 10-15 staff working directly under her/him for the
purpose of capacity building of Panchayats in various aspects
including institutional, social, nutrition, sanitation ,NRM, finance
etc. S/he will coordinate with DPMU and partner support
organization under the guidance & supervision of DPMU &
SPMU. S/he will be member secretary of block level
coordination committee under the chairmanship of BDO and
will be responsible for convening the meeting as per the society
rules. Responsible for planning, execution, monitoring &
documentation of project activities at block level. Monitoring
of performance of facilitators, Panchayats and project activities.
Liaison with Government departments including Government
Department, PRIs, civil society organizations and other external
agencies for project purposes. ot Other work as & when assigned
by SPMU/DPMU.
Block Facilitator : INS
[Institution/ Nutrition/ Social]
Overall I/C of Capacity building activities related with
WATSAN, NRM, Nutrition & Social and Institutional
mobilization in the block. S/he will be responsible to facilitate
and support the Community Resource Persons at GPs level and to
provide handholding support to them. Regularly facilitate
Panchayats for planning, implementing and monitoring Social
and Institutional mobilization and strengthening activities. Co-
ordinate with concerned line department for implementing the
plan prepared by GPs. Facilitation of community mobilization
and IEC initiatives to achieve desired results as per guidelines of
Project /Society. Ensure timely completion of the documentation
of the community mobilization processes and assist in ensuring
appropriate and timely follow up action to address the issues
identified and expected results in the process. Monitoring of
performance of Panchayats and project activities. Collecting and
updating the MIS related information for the project. Other work
as & when assigned by SPMU/DPMU.
Panchayat Account
(PRIASOFT)
Facilitator
S/he will responsible for capacity building and handholding
of Mukhiyas, Sachivs’ and Panchayat officials in 15-25 GPs.
S/he will be responsible for CB & handholding of Panchayat
Sachivs & Accountant for computerized accounting and planning
using PLANPLUS & PRIASOFT software. In initial phase
facilitating Panchayat Sachivs and Accountants in updating the
PLANPLUS & PRIASOFT formats offline/online will also be
required. Other work as & when assigned by SPMU/DPMU.
Community Resource Person
(One per four PanchayatsP
Mobilization of GPFT. Hand Holding Support to GPFT.
Community Mobilization. Assist Block facilitators in GP level
training programs. Facilitation of GP on the activities related with
institutional & social mobilization and strengthening activities.
Assist Block Facilitators in proper execution of activities related
with institutional strengthening & social development activities.
Block Facilitator : INS
[Institution/Nutrition/social]
Panchayat Account
(PRIASOFT)
Block Project Manager
Annexure-"B" Position wise eligibility criteria /required qualifications and experience for BGSYS:
Sl. Positions Qualifications and experience Req.Nos.
3
Director-
Knowledge Management (Functional
Head of Knowled
ge Managem ent Wing)
Post Graduate Degree/Post Graduate Diploma in Business
Administration/Management/Rural Development/ Social
Work/Social Science or Equivalent with minimum 10 years of
total experience in development sector out of which 5 years
relevant experience at the State/National level will be preferred. Nil
DPMU Qualifications and experience
3
District
Nutrition
Coordinator
Post Graduate Degree/ Post Graduate diploma in nutrition/
Public Health/Social Sciences/Rural Development/Social Work
or related discipline. Three years experience in thematic
domain in Government/Private Sector Organization out of
which 1 year experience at the District level will be preferred
4
4
District
Environment &
Natural Resource
Coordinator
PG degree in Environmental Science/Natural Resource
management/Agriculture/Forest or related discipline. Three years
experience in thematic domain in Government/Private Sector
Organization out of which 1 year experience at the District level will
be preferred.
4
5
District
Water
Sanitation
Coordinator
Post Graduate Degree/ Post Graduate Diploma in Environmental
Science/Rural Development /Social Work/Social Science/ Management
or related discipline. 3 years experience in thematic domain in
Government/Private Sector Organization out of which 1 year experience
at the District level will be preferred.
4
6
District
M&E
Coordinator
PG degree in Statistics/ Economics/ Rural Development/Social
Work/social Science/ Management or related discipline. 3 years
experience in thematic domain in Government/Private Sector
Organization out of which 1 year experience at the District level will be
preferred.
6
7
District
Finance
Manager
PG degree/PG diploma in finance/accounting/commerce;or, CA-Inter /
ICWAI- Inter or related discipline. Three years experience in thematic
domain in Government/Private Sector Organization out of which 1
year experience at the District level will be preferred.
6
8
District
Panchayat
Finance
Coordinator
PG degree/PG diploma in finance/accounting/commerce; or, CA-Inter/
ICWAI- Inter or related discipline. Three years experience in thematic
domain in Government/Private Sector Organization out of which 1
year experience at the District level will be preferred.
6
9 Accountant
Graduate in Commerce/ Finance/ Accounting At least 2 years
experience in accounting Skills in tally 6
10 Cashier
Graduate in Commerce At least 2 years of work experience in
accounts Candidates having knowledge of tally will be
preferred.
6
BPMU Qualifications and experience
2 Block Graduate in any discipline with at least 2 years relevant experiences. 55
Facilitator : INS
[Institution/
Nutrition/
Social
Proficiency in MS Office and having good Communication s, Reporting
& documentation skill. Capability to drive Two- wheeler and have
driving license
3
Panchayat
Account
(PRIASOFT)
Facilitator
B.Com or Equivalent At least 2 years experience in accounting. Good
IT background. Good Communication Skills. Capability to drive Two-
wheeler and have driving license. 55
Panchayat
Level
1
Community
Resource
Person (One
per four two
Panchayats)
(326)
Intermediate (Preference will be given to Graduates) with atleast one
year experience in similar work. Good Communication skill in Hindi &
local language.
197
The positions above are indicative that may very as per the actual requirement during the assigned period.
Annexure-"C"
SYSTEM OF RECRUITMENT & SELECTION OF STAFF IN BGSYS
3.1 System of Recruitment (ref. HRD Manual)
The following methods will be applicable for selection of all positions in the Society except the CEO.
3.1.1 By recruiting individuals from the open market, through a competent external agency or by the
Society itself
3.1.2 By selection of personnel on deputation from Government Departments and other Instrumentalities of
Bihar State, Government of India or Nationalized Banks
3.1.3 By outsourcing the services to an external agency for support services e.g. security, cleaning etc.
3.1.4 By head hunting through HR Agencies or through generating applications by soliciting
recommendation from staff, well wishers, other Govt. Departments.
3.1.5 By direct campus recruitment from reputed rural development, rural management, management,
social work, agriculture as well as other technical colleges/institutions.
For purpose of recruitment, staff categorization and method of appointment will be as indicated in the table
below.
Sl Categories of
staff
Methods of Recruitment & Selection
Directly
from Open
Market
On
deputation
Outsourcing the
services through an
external agency
Retired
Government
Personnel
1 Category I
NA PD No No
2 Category II
All except
Director –
Finance &
Admin
All No All
3 Category III
All All No All
4 Category IV
All All No All
Recruitment process has to focus on selecting competent individuals who have people centric attitude and
their approach must reflect genuine thinking on working for the advancement of poor, ability to perform in
teams and commitment towards his/her job. Before recruitment of employee in the Society creation of
posts must be approved by the Executive Committee of BGSYS. Once the post is created, CEO will be
authorized to choose the selection method and accordingly recruit and select staff for all the positions
lower than CEO. For normal recruitment for all other positions the following steps will be followed.
a) CEO approves the job profile of the positions to be recruited
b) Minimum eligibility criteria for each position are defined. The criteria should define the
education and experience necessary for that position, plus desirable criteria if any.
c) Selection of Agency as per procurement norms (if it is decided by Society to conduct
recruitment through external agency)
d) Notification in leading newspaper/s and/or on related job sites on internet.
e) Receiving the applications, shortlisting them, inviting shortlisted candidate and conducting
selection process.
Suitable already employed BGSYS staff will also be given fair chance to apply for any vacant position. An
internal circulation will be made across the project offices along with notification in newspapers and
announcement of vacancy on relevant websites.
3.2 System of Selection
The selection process of BGSYS will comply with Government of Bihar’s rules of reservation as applicable. The
grouping of positions would be made keeping the BGSYS as a unit.
All possible effort will be made to fill the reserved positions within the society. The benchmark of eligibility for
selection in BGSYS for reserved positions may be lowered and approved by the Executive Committee. In case
of reserved categories being vacant, vacancies would be filled as per norms followed by Government of Bihar
but following the prescribed process herein. Further, to encourage women to join BGSYS, eligibility criteria for
women for field level positions may be lower than the standard prescribed in general in case required numbers
of staff is not available.
In case of filling regular vacancies or conducting recruitment for a few numbers of positions, the Society will
conduct recruitment on its own. CEO will be authorized to take this decision based on urgency and cost
implications. In this case selection process would be followed as described under clause 3.3.
The appointment of CEO will be done by the Government of Bihar. For appointment of all other positions
under the Project, the Executive Committee authorizes the CEO to recruit and select suitable individual either
directly or through hiring a competent external HR Agency.
3.3 Selection Process1
For selection of staff, the Project may utilize the present staff or seek the services of a qualified HR Agency.
The selection of the agency should follow the procurement norms of the Project.
For each position, a set of minimum eligibility criteria would be defined beforehand based on which candidates
would be shortlisted for the selection process. This would detail out the following
a) Minimum Educational Qualification required
b) Minimum years of Post Graduation Experience required
c) Age limits (if any)
BGSYS would relax the criteria of Years of experience giving weightage in the following cases
a) If the candidate has been working with BGSYS for more than one year, the experience of working
with BGSYS would be given due weightage.
b) If the candidate has graduated from a premier institution (e.g. IIM, IRMA, XLRI, XISS, IIFM, TISS,
XIMB etc.).
c) A list of premier institutions for which relaxation could be given would be drawn up by CEO as and
when required.
d) If a candidate has worked in reputed organizations, the experience of which would be an asset to BGSYS.
In all the above cases, the minimum years of experience prescribed in the eligibility criteria for the position
could be relaxed up to one year.
Broadly, the following characteristics, consisting of knowledge, skills, attitudes, and values, are considered
desirable for the different professionals to be selected for different posts in the Project. The table below
provides a general list of these attributes.
Attributes List of Competencies
Knowledge
Conceptual clarity on Panchayat, Decentralization & Poverty in local context,
development principles, strategies, knowledge of successful interventions, various
actors in development, their roles, and their limitations.
Thematic knowledge based on positions e.g. natural resource management,
water & sanitation, community mobilization, local self governance system &
practices, finance and accounts, panchayat empowerment, etc.
Skills
Communication: (oral & written), Presentation
Group facilitation (leading, confronting, clarification, supporting, Process related
skills)
Conflict Resolution
Leadership (initiating, consensus building, problem solving, providing new
ideas, Task related skills)
Decision Making (Information Processing, Planning, Scheduling, Problem
solving)
Community organization skills (promoting groups, conflict management at
group level, inclusion, ability to convince)
Attitudes
Pro Poor facilitative orientation – understanding of the poor, seeing him/her self
as a co- learner with the poor, low stereotyping
Colleague Orientation – Colleague,, Supportive, low stereotyping
Work Style: i) Performance, willingness to work under stress;
ii) Self Driven/proactive, risk taking, result oriented
Thought Orientation – creative, critical thinking, willingness to learn, openness
Values Honesty, Commitment, Accountability, Transparency
The set of knowledge, skills, attitudes and values would vary from position to position of the project. For
teams working directly with the community, attitudes like empathy, pro poor orientation are more crucial than
for those for example at the state level. Similarly task orientation, mentoring etc. assume criticality for those at
State and District teams.
The selection methodology would take these into account and accordingly identify instruments through which
these attributes could be tested. Hence along with tests that judge an applicants knowledge, skill, attitudinal
tests too would be conducted to get the right fit between the job requirements and the candidates.
Selection Methodology
The Selection Methodology for BGSYS would be an amalgamation of the following components.
Use of multiple, and formal, tests of selection. This allows for a more wholesome understanding
of the person to be selected. In order to be able to understand and rate candidates, three kinds of
Tests would be used.
Psychometric Tests. These are tests designed to indicate how psychologically comfortable an
individual is with the kind of work expected to be taken up in BGSYS. There are various types of
psychometric test which could be used depending on what we want to assess in an individual.
Sociometric Tests. These Tests are used to indicate an individual’s ability work in grou
Usually Group Discussions are used as instruments.
Knowledge Test. The test designed to know the knowledge of the candidate with regard to the
subject relevant to the position.
3.3.1 Evaluation Interview. It is a test, if handled well, which gives an overall v i e w o f what makes an
individual tick.System of Outsourcing Support Services
Service of individuals to man the positions like Data Entry Operator, Security, Receptionist, House
Keeping, Driver, and Office Boy may be outsourced by entering into a contract with a single or multiple
service provider agency/ies. The service provider/s could be empanelled by the project and their services
sought as per the procurement norms of the project. The CEO will hold the authority of engaging and
contracting such agencies.
The CEO will have the authority to renew the contract with the out sourcing agencies based on the
satisfactory performance. In case of unsatisfactory performance by the person whose service is hired, the
CEO will warn the service provider agency and ask for necessary action. If required, CEO will annul the
contract made in this regard. The individuals whose service is hired through outsourcing will be the
employees of service provider agencies; they shall not be the staff of BGSYS. Hence all liabilities of such
person will lie upon the service provider agency.
3.4 Re-employment of Staff
BGSYS would consider reappointing staff that leave the Project due to personal reasons and wish to join
back. This would be applicable only if they had no reported disciplinary action against them and were not
asked to leave on disciplinary grounds.
In cases of re-employment, selection process of BGSYS as described earlier shall apply.
4 STAFF CONTRACT POLICY
4.1 Terms of deputation of employees from the Government
Once selected, the appointment of employees from the Government departments and other
instrumentalities of the State on deputation shall be in accordance with the terms and conditions
stipulated by the Government of Bihar. A provision of an additional Project Allowance for those being
appointed on deputation will be made. Once appointed, the deputed employee will be governed by the
rules and regulations of the Society, to the extent that they are not in contradiction of the terms and
conditions of service of their parent department. They would go through the process of Performance
Appraisal2 and would be entitled to rewards as prescribed by the Society.
4.2 Appointment of persons on Contract
4.2.1.1 The authority to appoint CEO cum Project Director will be with the Government of Bihar.
4.2.1.2 The authority to appoint rest of the positions in the Society will be with CEO.
4.2.1.3 If and when the Society requires personnel with specific skills/ expertise in handling specific
subjects/ special qualifications, such personnel shall be contracted for a consultancy assignment
following the procurement norms of the BGSYS.
4.2.1.4 The duration of contract of staff employed with Society will be for three years, further extendable
based on performance.
4.2.1.5 Those appointed on contract shall be initially on probation for a period of 3 (extendable to 6)
months and on their successfully completing probation, will be retained for a period of three years
including the period spent on probation. In case the probation is not extended even after one
extension (a total of 6 months), the candidate would be terminated.
4.2.1.6 Probation would be assessed on the following parameters
Performance on tasks given during the period of contract
Task orientation and Team work
Communication skill displayed
Sensitivity towards the target population
4.2.1.7 The panel for assessing the performance during probation would be as follows
Positions Panel Members
Category II
( Directors, SPM,
etc,)
CEO
Category II
(Others)
CEO, Concerned SPM.
Category III CEO, Concerned SPM (wherever necessary), SPM – HR, and
concerned DPM
Category IV SPM – HR, and concerned DPM/BPM
4.2.1.8 The candidate whose performance and character and conduct are not up to the mark while on
probation shall be discharged after giving them a fair hearing. They may be discharged without
any notice.
The authority to renew contract for all employee lower than CEO will be with CEO.
Tabular Format for submitting information by intending Human Resource Agency
Sl.No. Particulars Details
1 Number of years of overall relevant experience.
2
Major Assignments of undertaken by the agency in the last five years (attach separate sheet for each assignment along with proof of assignment with following brief details):- Name of Client:- Details of assignments:- Value of Assignment:- Period of Assignment:- Sector:- a) In Government Sector, Semi Government & Autonomous bodies. b) In other sectors
Use separate sheet for each
3 Average Annual turnover in the last three years
Year Amt. in
Rs.
2010-11
2011-12
2012-13
Average
4 Constitution of Agency/Consortium
5
a) Total Manpower strength - b) Strength of Key Professionals of the proposed core team for the assignment–
6 Organizational Infrastructure of the Agency
7 Net worth of the Agency
8 Head Office with Address, Phone number and e-mail ID.
9 Branch Offices with Address, Phone number and e-mail ID.
Short listing will be made on above criteria. Attach supporting documents with EOI.
SIGNATURE WITH SEAL OF THE AGENCY