MINISTRY OF JUSTICE JOB DESCRIPTION AND SPECIFICATION Job Title: Project Implementation Specialist Job Grade: SEG 5 Department: Justice Reform Implementation Unit Reports to: Director, Justice Reform Implementation THIS DOCUMENT IS VALIDATED AS AN ACCURATE AND TRUE DESCRIPTION OF THE JOB AS SIGNIFIED BELOW _______________________________ Employee ____________________________ Date ________________________________ Head of Department/Division Date _____________________________ ___________________________________ Date received in Human Resource Division ______________________________ Date created/revised 1 I. BACKGROUND The Government of Jamaica (GOJ) has made justice sector reform a national priority and has, on many occasions, emphasized the importance of reforming the country's justice system. Both the Medium-Term Socio-Economic Policy Framework (MTSEPF) 2009-2012 and the Public Service Modernization Vision and Strategy 2002-2012 identify priority objectives related to governance issues including justice reform. At a sector level, the Jamaica Justice System Reform Policy Agenda Framework (2009-2013) identifies costed priorities for reforming justice sector institutions and policies. Another development initiative, managed from the Office of the Prime Minister and called the Public Sector Transformation Programme, aims to support the modernization of several Ministries, Departments and Agencies, including the Ministry of Justice. Transformation of the justice sector is a critical component in the thrust towards Jamaica achieving its broader governance objectives outlined in Jamaica’s Vision 2030, the long-term strategic framework aimed at bringing Jamaica to developed-country status over the next two (2) decades. It is within this context that the Ministry of Justice, through partnership with the Department of Foreign Affairs, Trade and Development (DFATD) has embarked on a programme to transform the Jamaican justice sector. To guide the implementation of this transformation, the Ministry of Justice has established the Justice Undertakings for Social Transformation (JUST) Programme. The Programme’s technical legal advisors are the Department of Justice, Canada and the UNDP is a valued partner in providing Technical Assistance. The Programme’s Intermediate Outcome is “Improved Operational Efficiency and Participation in the Implementation of Justice Reform and Policy Measures”. Contributing to this are the following three (3) Immediate Outcomes: 1. Improved service delivery and management capacity of justice sector institutions - The JUST Programme will provide technical assistance to key justice institutions, with the intent of strengthening the capacity of these institutions to sustain the effective management and ongoing development of the sector. Through the JUST interventions, which will include costed strategic plans and piloted changes in operational practices, the GOJ’s management practices, work processes and human resources will be enhanced. 2 2. Improved capacity of Ministries, Departments and Agencies to develop legislation - The JUST Programme will seek to streamline and improve the legislative drafting process. The Programme will work to strengthen the organization and operations of the Office of the Parliamentary Counsel, which has responsibility for drafting Jamaica’s statutes and other legal instruments. On the input side, policy makers across the GOJ will be brought together to produce templates and guidelines for developing and revising legislative policies and producing drafting instructions. With more consistently detailed drafting instructions, the workflow of legislative drafters will be streamlined away from the iteration of legislative policy and towards a more targeted focus on the drafting process. By introducing drafting tools, templates and capacity-building initiatives, legislative drafters will be better able to consistently produce top-quality statutes and other legal instruments in a timely manner. 3. Improved capacity of communities and civil society organisations to participate in justice reform and promote public order – An effective way to sustain a national commitment to the ongoing improvement of justice sector institutions and policies, is the integration of civil society as active participants in discussions about justice and security policy. The JUST Programme will therefore work with non-government and civil society organisations, including the Jamaican Bar Association, to monitor, analyse and impact justice reform policy. II. RATIONALE The JUST Programme’s review of the Courts has yielded many recommendations geared towards improving the service delivery of the Supreme Court as detailed in Output 1 above. To ensure the effective implementation of the resultant reform recommendations a coordinated plan of action must be developed, and support and guidance provided at the Supreme Court level in order to ensure timely delivery of reform initiatives that are of a high quality. The ever-present element of risk and uncertainty means that events and tasks leading to the completion of the reform process can never be fully foretold. However, it is expected that effective project management will foresee and mitigate as many risks as possible; and plan, 3 organise and control activities so that the project is completed successfully in spite of all the risks. III. JOB PURPOSE Plan, co-ordinate and control the complex and diverse reform activities being undertaken in the Supreme Court to ensure efficient and timely deliverable of at least 70% of planned activities by December 2016, pursuant to agreed court reform implementation deliveries. III. KEY RESPONSIBILITY AREAS In order to achieve the objective the Project Implementation Manager is expected execute the following activities: 1. Conduct of Preliminary Research Activities. a. Conduct desk review of the following: i. Jamaica Justice System Reform Policy Agenda Framework; ii. JUST Programme Implementation Plan; iii. Jamaica Justice System Reform Task Force Report; iv. Legislation and policies that govern the management and administration of the Courts, and; v. any other documentation provided by the Justice Reform Implementation Unit (JRIU) or the Chief Justice. 2. Implementation Phase I  Development of a baseline project plan that clearly identifies the following, in relation to implementation of activities: a. Implementation Goals; b. Phased implementation of activities; c. Cost; d. Risks, and; e. Monitoring and Evaluation mechanisms. 4  Phase II Prepare Terms of Reference (ToR) for required inputs (individual and institutional consultancy services, procurement of goods, organization of training, seminars, etc.), with expert technical support as required, operating clearly under the Chief Justice and in partnership with the Principal Executive Officer of the Courts administrative arm;  Providing technical advice and support on the mobilisation of competent national and international experts/specialists that are needed for the court’s implementation process including strategic work with staff and contractors of the court;  Supervise the project incumbents and evaluate their performance in delivering individual outputs as described in their ToRs;  Lead on the mobilisation of project resources and follow-up and ensure that required inputs are processed in a timely and transparent manner;  Carry out critical activities, such as, the establishment of modern Court Registries;  Confirm and attest to the timeliness of submission and the quality of goods and services procured;  Review court reform resource requirements and provide advice to the Chief Justice, the Principal Executive Officer and the Director JRIU on the need for budget adjustments and revision;  Provide assistance with the overall monitoring and evaluation of the agreed court reforms;  Maintain close cooperation with the Ministry of Justice, and JUST Programme to ensure effective interaction and follow up on matters related to project activities, and;  Provide gender disaggregated and sensitive reports, recognising also any youth and environmental considerations. Monitoring and Evaluation  Monitor court reform implementation progress against annual and quarterly work plan and budget plans;  Analyse emerging problems that hamper successful implementation and take appropriate measures to ensure timely delivery of required inputs and achievement of project-wide results, and; 5  Liaise with the Supreme Court and JRIU on the conduct of evaluation and ensure access by evaluators to project documentation, personnel and institutions involved in court reform implementation; Reporting and Audit  Prepare project progress reports (quarterly and annual / financial and substantive) against set targets and indicators, with an analysis of evidence of progress towards planned outputs according to schedules, budgets, and inputs provided by the project;  Prepare final court reform implementation report, with an analysis of progress towards expected results as defined in the project document and subsequent work plans and budgets.  Establish and maintain a systematic filing system of key documents (in hard copy and soft copy) in line with audit requirements; Planning  Organize joint planning meetings involving the Supreme Court, JRIU and DFATD to develop annual work plan and a corresponding budget plans with clearly stated milestones contributing to the achievement of target outputs;  Develop a strategic planning process sensitive to the confidentiality, organisational structure, constitutionality and legislative, cultural and environmental concerns for the project and its implementation;  Advise the Chief Justice, JRIU and DFATD of revisions to the work plans and budget plans based on the operational and strategic appreciation of project implementation with given conditions;  Ensure timely formulation, preparation and submission of the documents on project planning and financial accountability and oversight; Technical Assistance Representation  Represent the Supreme Court as required at meetings that are relevant to implementation of the agreed court reforms. 6 Networking and Coordination  Assist the Supreme Court in organizing coordination meetings with project partners, donors, etc. as required. IV. KEY OUTPUT Deliverables will be established based upon the Baseline Project Plan developed. V. MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE  Masters degree in Project Management or Business Administration with at least 4 years’ experience at the national or international level in justice system or court reform; Or  Bachelor’s degree in the Social Sciences or Human Resource Management with at least 8 years experience at the national or international level in justice system or court reform. Training in Court Management, Administration or reform would be an asset. Required Competencies  Experience in providing management advisory services to courts;  Demonstrated hands-on experience in design, monitoring and evaluation of court projects;  Demonstrated experience in change management;  Demonstrated knowledge and experience in working on justice reform;  Experience in the usage of computers and office software packages and in handling of web-based management system is an advantage;  Knowledge of the requirements for automation of court registries and efficient court information dissemination;  Experience in working with International Development Agencies;  Experience in working in a team environment;  Sound understanding of the operation of the Jamaican or commonwealth Caribbean court system;  Creative and solution-oriented;  Ability to organize and complete multiple tasks by establishing priorities;  Ability to handle a large volume of work possibly under time constraints; 7  Responds positively to feedback;  Consistently approaches work with energy and a positive, constructive attitude, and;  Demonstrates good oral and written communication skills. VIII. PROPOSED SALARY The proposed remuneration package will be $4,500,000 - $5,000,000 per annum with full Motor Vehicle Upkeep Allowance. A contract gratuity of 25% will be offered once 2 years of contract service is completed, in the first instance. 8