Job description – JTS Task Managers:
Position: Task Manager of the Joint Technical Secretariat (hereinafter “the JTS”) for IPA Cross-Border
Programme Bosnia and Herzegovina – Montenegro - 2007-2013;
Location: JTS Headquarters in Sarajevo, Bosnia and Herzegovina
A
Overall objective
Technical assistance under the programme will be made available via direct award grant contracts concluded
between the relevant Contracting Authorities and the related Operating Structures (such contracts hereinafter
referred to as “TAGCs”). These grant contracts will finance a) the staff of the JTS, b) any related costs not
covered by contracts (e.g. travel costs), c) other specific supply or services contracts concluded for activities not
to be performed by JTS staff (e.g. evaluations of the programme).
In line with the TAGCs and the relevant documents and procedures agreed between the participating countries
(MoU, JMC RoP, Manual of Procedures for the JTSs) and between the participating countries and the European
Commission (Framework Agreements, Financing Agreements, the relevant Cross-Border Cooperation
Programme), the JTS Task Manager shall, together with other Task Managers from the JTS/antenna and under
the direction of the Head of the JTS, be responsible for:
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Participation in preparation, organisation and management of Calls for Proposals and all related steps;
Monitoring and reporting on the implementation of individual projects;
Monitoring and reporting on the implementation of the programme;
Provision of information and advice to potential applicants and beneficiaries;
Provision of secretarial services to JMC and OSs of BiH and Montenegro;
Fulfilment of any other tasks assigned by the Head of the JTS (e.g. preparation of programme publicity
materials, management of parties sub-contracted under the TAGC);
Provision of translation as required.
Given that the JTS comprises a Headquarters in Sarajevo (BiH) and an antenna in Nikšić (MN), and given that
each grant contract has to be visited, a certain amount of travel can be expected.
B
Responsibilities and tasks
The division of tasks and responsibilities amongst the employees of the JTS/antenna will depend on the internal
organization of work. Following are the tasks and responsibilities that will be divided amongst the JTS/antenna
Task Managers:
Calls for Proposals – launching phase
1. Draft Annual Work Programmes;
2. Draft a timetable for each Call for Proposals;
3. Organise partner search forums;
4. Draft Calls for Proposals and all related documentation;
5. Ensure publication of Calls for Proposals in all appropriate media;
6. Organise workshops for potential applicants;
7. Answer relevant queries on Calls for Proposals from interested applicants by the given deadlines.
Calls for Proposals - evaluation phase
8. Draft a proposal for the membership of the Joint Steering Committee (evaluation committee for Calls for
Proposals);
9. Assist with the receipt, registration and storage of proposals received;
10. Provide the secretarial function to evaluation committees (all stages);
11. Draft letters to applicants;
12. Draft lists of grants awarded for publication;
13. Record statistical information on each Call for Proposals.
Project monitoring
14. Draft an Implementation Package for beneficiaries;
15. Organise Implementation Seminars for beneficiaries;
16. Open and maintain files for each contract;
17. Maintain a help-line for beneficiaries;
18. Check and approve each procurement procedure over the threshold for single tenders (before the tender
is launched and again after the evaluation and prior to signature of contract) ex-ante;
19. Receive, analyse and follow up 4 monthly progress reports received from beneficiaries; draft summary
reports on the 4 monthly progress reports;
20. Draft an indicative monitoring visit schedule;
21. Conduct monitoring visits, draft monitoring visit reports and follow up;
22. Keep relevant up-to-date project information in electronic form.
Programme monitoring
23. Draft Annual Implementation Reports (or equivalent documentation for Joint Monitoring Committees not
scheduled to examine such reports) and the Final Implementation report;
24. Provide assistance in the evaluations of the programme implementation;
25. Draft and/or amend programme documents and relevant procedures as required;
26. Provide any relevant information to the Operating Structures in the participating countries as required.
Publicity, visibility and information
27. Assist with drafting of a Communication Action Plan;
28. Assist with the maintenance of programme website;
29. Participate in the organisation of events as indicated in the JTS work plans, timetables for Calls for
Proposals, and/or Communication Action Plan;
30. Participate in the preparation and production of printed materials as indicated in JTS work plans and/or
Communication Action Plan.
Other
31. Process projects selected by the Joint Monitoring Committee outside a Call for Proposals as required by
the Operating Structures and the Head of the JTS;
32. Report on any identified irregularities immediately;
33. File all documents as appropriate, either in physical or electronic form, or both;
34. Fulfilment of any other tasks assigned by the Head of the JTS.
Professional requirements
The JTS Task Manager must fulfil the following conditions and have following qualifications and experience:
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University degree, VII level of high education;
Minimum of 3 years of relevant working experience;
Experience with EC grant schemes and EC funded projects;
Experience with project cycle management;
Experience with project monitoring and reporting;
Knowledge of financial aspects of project management;
Good organizational and communications skills;
Computer literacy;
Excellent knowledge of English language;
Driving licence;
Knowledge and experience of CBC activities is considered an asset.