Project Title
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Capacity Building of the Human Resources Department of the Central Bank of Bosnia and Herzegovina
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Twinning Light Number
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BA07-IB-FI-01-TL
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Funding Programme
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IPA 2007
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Beneficiaries
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Central Bank of Bosnia and Herzegovina
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Maximum Budget
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€ 250,000
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TERMS OF REFERENCE 1.BACKGROUND
The Central Bank of Bosnia and Herzegovina (CBBH) began operations in 1997 under the Currency Board arrangement. The CBBH is a state-level institution with the sole responsibility for monetary policy in the country. The key aspect of the Central Bank operations is the independence of the Central Bank ensured through the Central Bank Law. The Central Bank has maintained its independence and has successfully conducted its main task of preserving the stability of the domestic currency.
The Central Bank of Bosnia and Herzegovina plans to develop and improve its operations in accordance with the strategy of the CBBH management to move closer to European Central banking standards. In respect to this long term strategy one of the most important goals of the Central Bank of Bosnia and Herzegovina, as set by its Management, is the development of the CBBH's human capital. The CBBH believes that only with competent staff, will the CBBH be able to successfully implement the challenging tasks that lay ahead.
With the goal of establishing a modern system of human resource management in the CBBH in accordance with European standards and internationally recognized best practices, the Central Bank established a new Department for Human Resource Management (DoHRM). The DoHRM started its operations on January 1, 2007 and is responsible for all personnel issues of the 325 CBBH employees.
The new department currently has two sections: Section for Methods of Human Resource Management and Section for Professional Education and Training.
The scope of work of those Sections as planned should include: activities related to personnel (employment, wages, compensations, working conditions), contracts, developing procedures, and flow charts of activities in the human resource, developing the job descriptions and systematization of job positions and reviewing, defining human resources annual plan, monitoring implementation of the plan and reporting on the implementation.
Section for professional education and training as it is planned is responsible for education and training, maintaining records, designing a career development strategy, development of a strategic planning for education and training.
Base on decision of Governing Board, the new Section for Social Questions and Employees’ Benefits will be established from 01.01.2009. The establishment of this section is in accordance with the standards implemented in all Central Banks’ pertaining to Human Resources Management. The main goal of this section will be to take care about social issues and employees related questions and benefits during their working career. Some of the tasks will be: financial aid, health care, annual medical checkups, life insurance, anniversary payments, scholarships, pensions, care about retired employees, procedures in case of employee death etc.
The DoHRM should also develop a system of analytical and statistical reporting, data base, set up a process of employee evaluation, program orientation for new employees, improve and develop the operations of the human resource management and coordinate those activities with other departments within the CBBH.
This project is directed towards providing technical assistance and institutional capacity building aimed at strengthening Human Resources Department through modernizing the system and increasing the efficiency of the human resource management. It will contribute to further improvement of human capacities of CBBH, being a precondition in the preparation for the process of the EU integration.
The transfer of knowledge through the Twinning Light Project and is intended to singnificantly improve Human Resource Management in the Central Bank of BiH. The on-site work of Program Leader and contracted Key Experts, in addition to benchmarking and fact-finding should also provide concrete recommendations. It is expected that Key Experts would, together with local HR staff, develop concrete tools and processes to systematically address the identified gaps.
DoHRM staff would build its capacities also through study visits to select ECB, member banks, where they would be able to get at first hand overview of HR practices and tools implemented in HR departments.
Furthermore, the project should pay a particular attention to taking into account Basel II recommendations pertaining to operation risk connected to HR management, as follows:
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Employee Relations (Strikes and all forms of industrial action by employees or agents, or an action by employees or agents which leads to a substantial disruption of business or increased customer dissatisfaction.)
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Workplace Safety (Non compliance with regulation and guidelines relation to the health and safety of employees, agents and third parties within the workplace.)
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Diversity and Discrimination (Non compliance with regulation and guidelines relating to the diversity and/or discrimination of employees or agents.)
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Recruitment and Training (All aspects of staff recruitment, references checking, appointment, terms of employment establishment and staff training provided.)
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Remuneration, Expenses and Payroll (The remuneration of staff, including bonuses, commissions and remuneration increases/decreases, as well as the physical payroll production processes.
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Appraisal and Termination (The regular assessment of staff, management of promotion and advancement, retirement and the termination of service. Includes the ongoing human resource management activities and would cover issues such as harassment and bullying.
Also, it is very important to keep and ensure confidentiality and restricted access to employees' personal data.
The DoHRM staff shall be trained to ensure that they are capable of assessing training needs and developing training strategies in the future. The specific outcomes of the project include the development of clear and tangible procedures, guidelines, document-sets for each of the project activities, as well as a carefully tailored database. Best international HR practices would be considered and implemented, as per CBBH needs. All of aforementioned will ensure the project sustainability. All activities will be based on the values that ECB is an equal opportunity employer. Those values are: competence, effectiveness and efficiency, integrity, team spirit, transparency and accountability.
The technical assistance to CBBH would end with an HR Conference.
Linked Activities
Capacity building of DoHRM has also been incorporated into the CBBH Management Strategic Plan.
Link with Strategic Documents
Link with AP/NPAA / EP/ SAA
The main policy documents for setting strategic objectives of the pre-accession assistance for the CBBH are: European Partnership: key priorities as set in European Partnership, consolidating key reforms required by the Stabilization and Association Process, in particular:
Priority under EP-PSP 15.c. requiring production of sound and regular estimates of the Balance of Payments contributing to further development of state-level capacities in statistics. The Central Bank of BiH is responsible for compiling balance of payments of the country and the task of the CBBH is bringing Balance of Payments statistics in line with the EU standards and ECB requirements. This project will indirectly benefit the production of data and statistics by contributing to the professional development and advancement of CBBH staff.
Link with MIPD
Multi-Annual Indicative Planning Document 2007-2009; chapter 2.2.3. European Standards, Internal Market, Single Economic Space:
The institutional set-up of the Central Bank of BiH will be improved through implementation of the assistance programme to the Central Bank of BiH.
Link with National Development Plan
Within the BiH Mid-term Development Strategy, one of the priorities is to maintain macroeconomic stability, by ensuring low level of inflation through continued actions of the Currency Board. (The Central Bank of Bosnia and Herzegovina)
Capacity building of DoHRM has also been incorporated into the CBBH Management Strategic Plan.
2.DESCRIPTION OF THE ASSIGNMENT Beneficiaries Main Beneficiary and Partner: Central Bank of Bosnia and Herzegovina. Ms. Ernandina Bajrovic Head of Department for Human Resources Management of CBBH Tel: ++ 387 33 278 238.
Global and specific objectives The project will identify where the CBBH will need to make progress in the area of HRM in order to operationally advance the overall institutional set-up as to carry out further developments and preparations in other relevant areas for the in anticipation of BiH's accession to the EU.
The specific objectives are:
Increasing efficiency of the Human Recourses Management in the Central Bank of Bosnia and Herzegovina (CBBH) represents the principal objective of this project. The development of the human resources capital of CBBH will be ensured through the capacity building of the Department for Human Resources Management (DoHRM). Therefore, the specific objectives of the project are as follows:
• To devise further education programs that will ensure sustainable capacity
building of the DoHRM staff.
• To ensure efficient and transparent HR processes and procedures, as well as a
sound reporting mechanism.
• To update and further develop HR Manuals
• To develop HR data base that will provide ground for sound statistical and
analytical reporting.
• To support the implementation of modern human resources management
practices and lay ground for continuous learning and improvement.
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Activity 1
• Complete assessment of training needs for the employees of the DoHRM.
• Prepare HR staff development and training strategies.
• Draft a list of seminars, trainings, and study tours and develop a multi-
annual training strategy for the DoHRM.
• Organize and/or conduct seminars/trainings/study tours for DoHRM staff
in accordance with the training strategy.
• Identify methodologies that will ensure the most suitable training method for DoHRM staff.
Activity 2
• Define a list of procedures and related forms that need to be revised and
created.
• Involve and synchronize procedures with the relevant departments.
(Accounting and Finance Division, Legal Affairs Division).
• Conduct process mapping and revision to selected procedures.
• Define the most efficient and effective procedures, according to best practices.
• Streamline a number of selected procedures and create the new ones if required.
• Specify reporting requirement for the Government of BiH, EU and other
national and international institutions.
Activity 3
• Review the current database.
• Upgrade and revise HR database.
• Overview reporting needs for internal purposes.
• Define reporting requirements for the Government of BiH, EU and other
international organizations.
• Define reporting requirements for the national institutions (Health Insurance,
Pension Fund)
• Draft reporting templates.
• Develop guidelines and other regulatory documents for the statistical and other
reporting.
• Upgrade the CBBH website, to link Application forms and the database.
Activity 4
• Upgrade the HR manual.
• Develop a comprehensive and sound HR processes.
• Update HR manual to include career development and staff evaluation
processes.
Activity 5
• Assess the current state and determine needs of the HR Department's operations and practices.
• Align CBBH DoHRM operations and practices with best practices of the central banks, members of the European Systems of Central Banks.
• Research and define a set of best practices and methodologies on managing
issues related to human resource management.
• Streamline activities and work of DoHRM with European Central Bank (ECB)
values: effectiveness, efficiency, integrity, team spirit, transparency and
accountability of staff members.
Expected results
The expected results are the following:
Result 1:
DoHRM staff trained to be capable to deploy new knowledge and skills in everyday work.
Indicator:
• Carefully executed assessment of the training needs.
• Annual training plan for CBBH employees precisely structured and study visits to
banks, members of CBE conducted.
• Training strategy is developed and accepted.
• DoHRM staff has conducted trainings as outlined in the Training strategy.
Result 2:
Efficient procedures, guidelines and other personnel regulatory documents developed.
Indicator:
• Procedures governing the work of DoHRM and relevant personnel issues
developed.
• Procedures prepared and presented to the Governing Board of CBBH.
• Communication to CBBH employees about implementation of new
procedures, guidelines and forms.
Result 3:
Comprehensive inputs and outputs of the HR database prepared and recommended.
Indicator:
• Upgraded and enhanced HR database has been set up.
• A list of input and output in database defined.
• Internal and external reporting improvements.
• Statistical and analytical service set up.
Result 4:
Human Resource Manual revised and updated.
Indicator:
• Revised Human Resources Manual prepared.
• HR Manual presented to Governing Board of CBBH for review and approval.
• Straightforward and transparent guideline for new and existing employees
prepared, enabling easier access to information.
Result 5:
Needs assessment in the human resources management in line with the best practices of the central banks, members of the European System of Central Banks.
Indicator:
• Needs Assessment Document prepared.
• Developed action plan for implementation of best practices.
• Implemented new projects, activities and enhanced procedures.
3.EXPERTS PROFILE
The project will be carried out through a IPA Twinning light arrangement, and as such the experts should meet the formal conditions set out in the Common Twinning Manual(revision 2007).
1 Project Leader
The Project Leader will be responsible for the day-to-day management of the project and the coordination of all inputs. He/she will ensure the overall quality of the services provided, and for all project deliverables.
1 Expert for Processes Mapping and/or Career Level structuring and establishment of Performance Appraisal.
This expert will need to demonstrate that she/he has at least three years of experience in mapping administrative processes in a government institution and experience in streamlining such processes.
1 Expert for computer-based database development.
The expert will need to possess experience in developing a database for human resources.
The team of experts must be able to provide specialist advice and carry out the requested training activities.
The profile of the Project Leader should be as follows:
• Relevant university degree
• At least ten years of general professional experience.
• At least five years of professional experience in the field of human resource
management including development of training strategies, human resources
manuals and staff evaluation systems.
• Experience in a management role within a human resource department of a
national central bank.
• Demonstrated knowledge of EU standards or national bank human resources
policies and standards.
• Fluent in written and spoken English.
The profile of the Expert in the field of processing mapping and/or Career Level structuring and establishment of Performance Appraisal should be as follows:
• Relevant university degree.
• At least 5 years of professional working experience
• Three years of experience in mapping and streamlining processes related to human
resources management practices, preferably in developing Career Performance Appraisals.
• Fluent written and spoken English.
The profile of the Expert for computer-based database development should be as follows:
• Relevant university degree.
• At least 5 years of professional working experience.
• Three years of experience in developing databases for human resources.
• Excellent written and spoken English.
The profile of the other experts should be as follows:
• Relevant University degree
• At least 5 years of general professional experience, 3 of with will be explicitly
related to the task for which they will be deployed.
The working language of the project will be English.
4.LOCATION AND DURATION
The project will have 6 months duration. It is expected to commence in the second quarter of 2009.
The project will be carried out in Sarajevo and in other locations in BiH as appropriate. In addition it is expected to undertake some support via study visits and traineeship.
The Central Bank of Bosnia and Herzegovina will provide working space, office equipment, Internet connection and telephone line in its offices in Sarajevo, but the telephone bills will be paid by the Twinning Light Project.
The indicative number of workdays that experts are expected to provide support to the CBBH is distributed as follows:
Project Leader
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60 x person days
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Expert for Processes Mapping and/or Career Level structuring and establishment of Performance Appraisal
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50 x person days
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Expert for Computer-Based Database Development
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35 x person days
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Other STEs as required
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35 x person days
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Sum
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180
| 5.REPORTING
The project progress will be supervised by a Steering Committee which will be chaired by Central Bank of Bosnia and Herzegovina. Members will be invited from other BiH institutions which are involved in the operation of CBBH and a representative of the EC Delegation. It is expected that the Steering Committee will meet at least 3 times during the project.
The project team will submit inception report one month after the commencement date. It should include detailed elaboration of Background, State of Affairs of the field that the project relates to, methodology and working plan with open issues if any and including proposals for the deployment of the short-term experts as well as recommendations and critical issues (assumption and risks). For each Steering Committee meeting a short progress report should be prepared, including information on the achieved progress, plan for the coming reporting period, lessons learned, key issues, obstacles, recommendations.
Final report will be submitted not later than one month after the project completion, and should describe overview of the carried out tasks, achieved results, the lessons learned and concrete recommendations for follow-up.
All reports are to be approved by the Steering Committee.
The reports will be provided in electronic version in minimum 1 week in advance. Hard copies will be produced after approval and handed out to CBBH, EC Delegation (2 copies), and the Directorate for European Integration (DEI).
6.BUDGET
The budget for this project is 250,000 Euro.
A budget of maximum € 50,000 should be set aside for the production of training materials, other printed documents as well as for other costs related to training, seminar and study tours. When planning the project budget, the MS partner should foresee the cost of translating key documents and training materials as well as organising interpretation during the training events and meetings.
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