INVITATION TO BID FOR CONSULTANCY SERVICES
Activity name: Support the Research Institute of Marine Fisheries to develop
job descriptions and staff quota.
Acitivity reference number: MARD/FSPS-II STOFA/2010/2.4.4
Deadline: 15hrs on May 6th, 2010.
Contact Person:
1.Mr Vu Anh Tai, Deputy Director of STOFA Component
Tel: 04.3 7347128, Mobile: 0904 314387
Email: Vuanhtai@mard.gov.vn
2.Ms. Tran Khanh Linh, Component office Specialist, STOFA Component
Tel: 04.3 7347127, Mobile: 0934451181
Email: linhtk.stofa@mard.gov.vn
Adress: STOFA Component management board, 1st floor, B4 building, Ministry
of Agriculture and Rural Development, No 2 Ngoc Ha, Ba Dinh, Ha Noi
TERMS OF REFERENCE
Support the Research Institute of Marine Fisheries to develop job
descriptions and staff quota.
(Activity 2.4.4/2010).
1. Background:
The Research Institute of Marine Fisheries is making great attempts to strengthen
capacity for its staff and increase research potential in order to complete assigned
tasks in accordance with requirements of the Fisheries sector, especially in
preparation toward implementing the financially autonomous regime as defined in
the Decree 115 of the Government.
Thanks to STOFA’s support, RIMF successfully formulated the HRD/M plan for
the period 2008-2010 which defined the tasks of developing HRD/M policies
including:
1. Training policy
2. Recruitment policy
3. Performance evaluation policy
As schedulded, during Quarter 2 of 2010, RIMF will develop:
1. Job descriptions;
2. Staff quota needs based on functions, responsibilities and work volume in
each divisions/units under RIMF.
1.2 List of divisions/units under RIMF to be assisted in developing job
descriptions and staff quota needs.
# Divisions/units
No
Permanent Contracted
Contracted
of
staff
(long term)
(short term)
staff
1
2
3
4
5
6
7
8
9
10
11
12
13
Marine Resource Survey
and Research fleet
Southern Division of
RIMF
Planning and Finance
Division
Marine Research and
Conservation Division
Capture Technology and
Research Division
Post-harvest Technology
Division
Bio-technology Research
Division
Marine Resource Study
Division
Science-Technology
Information and
International Cooperation
Division
Organization and
Administration Division
Tomkin Gulf Marine
Biodiversity and
Fisheries Development
Centre
National Centre for
Marine Environment
Warning and Monitoring.
Northern Centre for
Consultancy and
Technology Transfer.
TOTAL
16
7
6
3
11
5
3
3
10
10
0
0
18
10
3
5
17
8
3
6
9
5
2
2
6
3
3
0
22
16
4
2
7
5
2
0
14
4
0
10
3
3
0
0
16
8
4
4
5
3
1
1
87
31
36
154
2. Objectives of consultancy
The objective of the assignment is to allow RIMF to gather information,
produce and submit job descriptions of staff in units/divisions under RIFM
(section 1.2) to the leadership in order to improve recruiting, appointment
procedures & training content & plans so that RIMF can fulfill government
requirements in terms of Public Administration Reform and autonomous regime
as defined in the Decision1776/QD-BNN dated June 26th, 2009
3. Outputs:
Output Job survey’s conducted in units/divisions in RIMF with
information covering
1
 Concrete duties
 Working relations (internal & External)
 Functions and responsibilities
 Evaluation indicators for job performance
 Working conditions
 Requirements for the position which are linked with the
HRD/M plan of RIMF;
 Work volume of each job title.
The survey completed and a survey report produced and sent to
RIMF by 30/6/2010.
Output On the basis of the approved HRD/M plan of RIMF, functions
and responsibilities of each division/unit, and in accordance with
2
requirements in performance quality assurance defined in ISO
9001:2008 standards, job descriptions formulated for
units/divisions in RIMF which included:
 Job summary
 Tasks and responsibilities
 Work relations
 Evaluation indicators for work performance
 Requirements for knowledge & Skill
 Competency requirements
The job descriptions for RIMF units/divisions completed by
15/7/2010.
Output An analysis report produced identifying the number of
permanent staff in each division/unit required in order to fulfill
3
tasks and duties assigned to each division/unit.
This analysis report produced by 30/7/2010.
Output Report workshop conducted in RIMF for 45 participants.
Composition of participants: RIMF leadership, Heads/Deputy
4
Heads of RIMF units/divisions; Trade Union, Youth Union,
People’s Inspectorate, Managers of projects/programmes.
The workshop is conducted in Hai Phong on 15/8/2010.
Output Summary Report (both in English and Vietnamese) produced
incorporating comments and feedbacks from participants of the
5
workshop. The report produced and sent to RIMF before
15/9/2010.
Consultant
responsible
to
implement.
Consultant
responsible
to
implement.
Consultant
responsible
to
implemel
RIMF &
Consultant
Consultant
responsible
to
implement.
4. Methodology:
- Collection of relevant documents from previous assignments;
- Questionaire survey;
- Group discussions, Workshop;
- Job analysis; classification of job titles and evaluation of job value.
- Advice from Expert.
5. Activities:
Consultants will at least have to implement the following activities:
 Survey, collect data and analyze relevant documents and data
 Conduct surveys and interviews
 Evaluate current situation and propose solutions and adjustments;
 Collaborate with RIMF to conduct a workshop;
 Make reports as per output deadlines;
6. Staffing/consultancy team:
The consultant(s) must have professional knowledge of Human Resources
Development and experience in consulting for organizations and enterprises on
developing HRD/M policies .
OPD will hire consultant(s) to deliver output 1, 2, 3 & 5; it is expected that the
consultant(s) will participate in Output 4.
7. Time
It is expected that the consultancy will take place over 6 month period , starting
from mid-May 2010.
8. Report
The consultant will implement the assignements under overal direction from the
RIMF General Director. Ms. Pham Thi Duyen Huong, RIMF staff, shall have the
responsibility to monitor, supervise, evaluate and report on the work
accomplished, and at the same time debrief RIMF’s leadership on the progress and
implementation of the activity.
All materials and data collected in consultancy process are property of
RIMF/MARD and will only be copied and/or reproduced with the permission
from RIMF/MARD.
9. Inputs:
- The Research Institute of Marine Resources will provide materials, data;
organize workshops and group discussions; and make necessary
arrangements for consultants to implement the activity;
- All associated cost should be included in the consultant’s tender
document.
- STOFA Component Management unit will provide: consultancy fees,
reimbursements for working team in accordance with rules and
regulations in the FSPS II Financial Management and Procurement
Manual.
10. Responsibilities :
During the consultancy contract, consultant(s):
 Is/are responsible for taking out professional liability, and health, accident and
travel insurance policies covering the entire consultancy period;
 Must pay personal income tax, as required by the law of Vietnam, on any money
and allowances received or VAT if a company;
 Is responsible for arranging all transport and this should be accurately estimated in
the tender bid under reimbursable cost;
 Will arrange (use own, rent or borrow) the use of a portable computer for the
entire training period and will be solely responsible him/herself for backing up,
prevention of virus attack and the integrity of any data collected; and
 Must budget for and ensure quality of translation of the reports as required in the
section 3 of this TOR (Outputs/Products). This should be included in the tender
bid under reimburseable costs.
RIMF will:
- Evaluate and score consultants’ performance in accordance with
consultancy performance evaluation format (Annex 05). Full payment to
consultants will be made once the consultants get minimum average mean
score of 6.0 in accordance with the consultancy performance evaluation
table (Annex 5).
- Consultants are only put on the consultancy register when the average mean
score is at least 7.0 in accordance with above mentioned score scale.
STOFA component:
 Make payments to consultancy in accordance with the signed contract and
rules and regulations in the FSPS II Financial Management and Procurement
Manual;
11. Reference documents:
a. Program document of Fisheries sector program support, phase II
b. Financial Management and Procurement Manual, 2nd revision dated
December 1st 2008, Vietnam-Denmark Fisheries sector Program
Support, phase II.
c. STOFA Component description
d. Human Resources Management and Development Strategy 20082010 of the Research Institute of Marine Resources.
e. Draft recruiting policy of RIMF;
f. Draft policy on work performance of employees in RIMF;
g. Orientations to development of RIMF to 2015.