Government of Bihar

Bihar Gram Swaraj Yogna Society (Bihar Panchayat Strengthening Project)

Irrigation Block no-1, Harding Road, Patna 800001

Email: bgsys.bpsp@gmail.com, 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