State Project Management Unit (SPMU)

Considering the specific project management requirements under Neer Nirmal Pariyojna (RWSSP) and to effectively support the department in achieving the project outcomes, State Project Management Units (SPMU) is established at state level by Jharkhand State Water and Sanitation Mission Society (JSWSMS). The SPMU is headed by a senior official from the State Nodal Department/ Agency for the project and assists in preparation and implementation of this project. The SPMU works closely under the supervision and direction of the JSWSMS and provides necessary support in the project planning, implementation, and supervision. The overall arrangement of SPMU is shown in the figure below.

SPMU Set Up

Functions of the State Project Management Unit (SPMU)

The SPMU provides requisite technical and managerial support to ensure effective design and implementation of the project in the State. The Team operates under the overall supervision and guidance of the Drinking Water and Sanitation Department, GoJ and works closely with the NPMU at MoDWS for design of the project and subsequent implementation. The scope of work during the preparatory phase is as described below.

Terms of reference
The terms of reference of the SPMU is provided below.
Overall Support

  • Support the implementation of project including program policies, communications and capacity building, infrastructure programs, institutional and implementation arrangements, governance and accountability measures, safeguard compliance including social and environment, monitoring and evaluation programs, technical and social audits, procurement and financial management functions. 
  • Develop annual work plans, systems and norms of implementation as per project design
  • Facilitate fund flow to Districts and PRIs and effective tracking mechanisms
  • Coordinate with NPMU and DPMUs to seek necessary inputs as well as provide regular and timely reports
  • Advise the various implementing agencies for project management so as to maximize efficiency of implementation.
  • Supervise and monitor the project and contracts awarded
  • Coordinate with the implementing agencies at State/District/ PRI levels to effectively implement projects, disbursement of funds and reporting on program monitoring

Monitoring Support

  • Report on progress of the project (reforms, financial disbursements and other relevant indicators and formats) and flag issues to the JSWSMS, SPMU, DWSM/DWSC, and NPMU from time to time.
  • Monitor schemes sanctioned under the project and progress in terms of physical, financial targets and against overall monitoring parameters.
  • Follow up with DPMU and DPMC/SOs and PRI/GP level institutions for updation of data and provision of progress reports.
  • Support in implementing capacity building activities relevant to monitoring and evaluation and social audits.
  • Ensure that data and information in the MIS System is maintained and up-to-date.
  • Support the development of annual work plans and budgets, including annual milestones.
  • Ensure that officials are inputting accurate and timely data in the MIS and provide regular analysis of the project implementation.
  • Supervise the MIS, M&E, and Social Audit systems of the project.
  • Prepare performance reports of various components of project for external and internal review.
  • Identify and formulate lessons learned to be integrated into broader project improvement plan.
  • Conduct regular review meeting with related stakeholders.

Capacity (HRD) and Institutions Development

  • Support the implementation of institutions development component as per the project design. Contribute in the execution of implementation arrangements
  • Support in development and implementation of relevant policies for the project 
  • Develop annual capacity building plans and implement them
  • Supervise the monitoring and evaluation activities with focus on governance and accountability issues.
  • Conducting timely performance evaluation of DPMU, DPMC/SO and submit report
  • Providing handholding support to other team members as and when required
  • Timely submission of all relevant project progress reports, budget and utilization certificates.

Social and Communication Development

  • Assistance to District teams and GPs/VWSCs in implementing the water supply and sanitation schemes in the project villages.
  • Support in social safeguard compliance as per the project design in each scheme and project villages.
  • Support in preparing and implementing a comprehensive capacity building strategy and action plan for the project.
  • Support in preparing and implementing communication strategy and action plan. Prepare IEC materials for different project phases based on best practice examples and readily available IEC materials.
  • Contributing to detailing out of the Project Implementation Plan for implementation at district and downstream, development of contracts and service agreements required under the Project.
  • Support in undertaking workshops at various levels on the implementation of various reform initiatives envisaged as a part of the Project.
  • Support DPMU and DPMC/SOs in effectively carrying out their activities.
  • Timely submission of all relevant project progress reports, budget and utilization certificates.

Procurement Support

  • Provide procurement support during implementation as per the project agreement
  • Provide support in the engagement of agencies, development of standard bid documents for procurement, etc. for effective implementation of the project.
  • Assist in the procurement related capacity building activities including during procurement assessment and the procurement system development process including preparation of various manuals, bid and other documents, etc.
  • Work on procurement matters across sectors in the performance of the project's fiduciary and service functions, seeking guidance on complex projects/issues from NPMU.
  • Review and handle the technical, commercial and legal aspects of procurement as per the World Bank Procurement Guidelines. Provide operational advice on concepts, policies and procedures for procurement.
  • Participate in supervisory functions at all levels; assess procurement implications of project design, evaluate institutional capacity of implementing entities and develop suitable procurement plans; conduct prior and post reviews of contracts
  • Negotiate and resolve difficult procurement issues with agencies and handle questions/ complaints from senior officials and contractors on bidding and award issues.
  • Design and conduct workshops to educate procurement professionals in implementing agencies at district and sub district levels on approach to procurement, as well as on specialized procurement topics.
  • Prepare a range of procurement-related documents and reports; and provide guidance and training to junior procurement staff.
  • Monitor the procurement related activities and report

Environment Safeguard Compliance 

  • Ensure that all legal and regulatory provisions relevant to the environmental safeguards and World Bank safeguards policies are satisfactorily met through the project processes in each scheme and project villages.
  • Ensure that environmental assessment is an integral part of planning and preparation of the proposed schemes of water supply and sanitation.
  • Report to the NPMU and the World Bank on Environment Management Framework/Plan (EMF/EMP) compliance progress as part of regular program reporting requirements. Support in the implementation of EMF/EMP for the projects.
  • Support in environmental sanitation activities as per the project design.
  • Support in implementing communication and capacity building activities relevant to environmental safeguards.
  • Support DPMU and DPMC/SOs in implementing environmental safeguards as adopted in the project
  • Support water quality program of project in terms of planning, capacity building, implementation, surveillance, monitoring and data analysis
  • Timely submission of all relevant project progress reports, budget and utilization certificates

Financial Management Support

  • Prepare realistic budgets of SPMU based on work plans, consolidated annual budget for the project and coordinate for timely submission.
  • Monitor budget variances between planned expenditure and receipts and the actual expenditures and receipts of SPMU/DPMU and analyze such variances; keep the head of the SPMU/DPMU informed of such variances.
  • Assist in arranging timely and adequate flow of funds as per the approved work plans and utilization norms.
  • Support in implementing capacity building activities institutions relevant to financial management and audits.
  • Maintain accounts of SPMU and ensure that they are up-to-date. Ensure that the accounts are up-to-date and if not, will bring it to the notice of the head of the SPMU. Ensure monthly consolidation of the accounts.
  • Prepare the quarterly consolidated interim unaudited financial reports of the project as per the project agreements.
  • Assist in proper planning and execution of external and internal audits of the project. Ensure that significant audit observations, if any, are addressed in a timely manner.
  • Ensure that any major internal control lapses, if any, pointed out by internal auditors are addressed in a timely manner.
  • Timely escalation of issues pertaining to financial management.

Technical Support-Water and Sanitation

  • Provide technical hand-holding support to the State/District level agencies, DPMC/SOs, PRI Institutions and any other government agency designated for effectively designing, planning and implementing the schemes under the Project
  • Provide technical/ engineering inputs in water and sanitation to the project design and implementation, as may be required for developing and finalizing frameworks and plans for effective implementation and measures for performance monitoring
  • Coordinate and review the cost estimates for: (a) replacing and rehabilitating the existing RWSS infrastructure; (b) construction of new systems, mainly for expanding coverage to new villages; (c) O&M requirements and responsibilities.
  • Review and finalize the Detail Project Reports of the schemes.
  • Review and finalize indicative costs for assessing the Capex and Opex requirements for Single Village schemes (SVS) and Multi Village Schemes.
  • Provide technical inputs in designing, implementing and monitoring of sanitation and environmental sanitation schemes. Review and finalize indicative costs for assessing the Capex and Opex requirements of environmental sanitation schemes.
  • Provide support in empanelment of agencies, development of standard documents for procurement, technical inputs to procurement documents and processes, etc. for effective implementation of the project
  • Adopt related benchmarks and indicators and assess progress of projects against these.
  • Assist in ensuring quality and monitoring compliance of schemes/projects during implementation
  • Support DPMU and DPMC/SOs in implementing water and sanitation schemes/projects in terms of planning, implementation and monitoring 
  • Timely submission of all relevant project progress reports, budget and utilization certificates

Tribal Development Specialist

  • Facilitate implementation of the TDP, which will be executed at each of the project stage, namely: Planning stage, Implementation stage, O&M stage.
  • Provide training on PESA to project stakeholders.
  • Ensure social safeguard compliance as per the project design in all the project scheme and project villages.
  • Assist Key Resource Agency in the development of training modules on the State and National Acts & Policies and conduct training for SPMU, DPMU, and other relevant stakeholders.
  • Support DPMU /DPMC/SO for the execution of Tribal Implementation Plan in the Project districts.
  • Identify options for inclusion of PVTG in the project population for accessing project benefit, wherever it is applicable.
  • Develop monitoring indicators and formats and prepare monthly progress report.
  • Track grievance management and prepare monthly reports on grievance redress and prepare action plan to address common grievances.
  • Monthly field visit for at least 10 days to assess the performance of implementation of TDP.
  • Develop systems for citizenís feedback during planning, implementation and operation and maintenance stage.

Composition of the SPMU
The SPMU is headed by the Project Director, drawn from the government, who reports to the nodal Principal Secretary. The Project Director provides overall strategic support to facilitate design, implementation and monitoring of the RWSSP-LIS at state and district levels. He/she is also supported by technical, accounts and other secretarial staff, all drawn from the government.
The Project Director is supported by 7 to 9 key Specialist Consultants in the areas of Community Mobilization, Technical Support in Water and Sanitation, Social and Environmental aspects, Communications, Financial Management, Procurement and M&E. Their numbers, experience and qualifications are indicated below: 

S.No. Position Qualification/Experience    Number of Positions

Procurement Specialist

  • Master Degree in any Field or preferably in Material Management
  • At least 5-8 years of work experience with 3 years in procurement field or alternatively, having had responsibilities with a substantial content of his/her position in the procurement area;
  • Good knowledge of all concepts and principles of and approaches to procurement, and of public procurement systems followed by the state Government, Government of India and preferably International agencies like World Bank;
  • Knowledge and understanding of technical, commercial and legal aspects of procurement at all phases;
  • Demonstrated analytical clarity, problem-solving skills and negotiating skills with ability to balance project objectives and procurement requirements;
  • Knowledge and experience in e-procurement and procurement MIS will be an added advantage.
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential
  • Strong communication skills in English, Hindi and Local Language

1

Institutional/
Capacity (HRD) Specialist

  • Degree in management/ finance/ planning and policy with at least 7-10 years of relevant experience
  • Experience in institutional and change management assignments
  • Experience of working in Government projects
  • Should be familiar with rural water and sanitation sectors and range of issues associated with projects in rural development

1

Social Development and Communications Specialist

  • Post - Graduate with a at least 10 years of relevant working experience, particularly with multi sectoral development agencies / NGOs / Consultants / Government Organizations in participatory development approaches
  • Prior exposure to development communications essential
  • Understanding of decentralization principles and community engagement process
  • Understanding of sector institutions at district, block and village levels
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material;
  • Strong communication skills in English, Hindi and Local Language 

 

1

Environment Specialist

  • Post-Graduation in Science/ Environment science/ Graduate Engineer in Environment
  • 5-8 years of relevant experience in the water and sanitation sector
  • Experience of working in community based rural water supply and sanitation sector
  • In-depth understanding of environment and water quality issues
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material;
  • Strong communication skills in English, Hindi and Local Language

 

1

Monitoring & Evaluation Specialist

  • Degree in Management/ Rural Development/ IT
  • 5-8 years of relevant experience in the water and sanitation sector
  • Experience in establishing frameworks/ systems for MIS/ monitoring and evaluating projects or programmes, preferably in the rural space;
  • Experience of working in Government programmes.
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material;
  • Strong communication skills in English, Hindi and Local Language
  • Must be computer literate and should have knowledge of SPSS, Excel, Access and other relevant software

1

Financial Management Specialist*

  • Master's Degree in Finance/ Preferably CA
  • 5-8 year of relevant working experience
  • Experience in budgeting, financial management for large scale programmes, and financial analysis in water sector projects
  • Experience of working in Government programmes
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material;
  • Strong communication skills in English, Hindi and Local Language
  • Must be computer literate, knowledge of accounting softwares

1

Technical Specialist-Water and Sanitation

  • Degree in water supply engineering/ sanitation engineering or related technical fields
  • 5-10 years of relevant experience in the water and sanitation sector
  • Experience in designing, supervising, and/or implementing water supply and sanitation schemes.
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material;
  • Strong communication skills in English, Hindi and Local Language
  • Must be computer literate

 

1

Tribal Development Specialist

  • Post graduate degree in Rural Management / Social Work from recognized institutes.
  • 6 years of relevant experience in development sector
  • Experience of working with tribal people of Jharkhand is highly required.
  • Prior experience of implementing water supply and sanitation schemes is desirable.
  • Exceptional degree of integrity, judgment and tact in handling the most sensitive, diverse and confidential material.
  • Strong communication skills in English, Hindi and Local Language
  • Must be computer proficient.

1

Office Support Staff

As per the requirement

2-3 Staff

* The overall-in charge of the finance functions of the Project should  preferably be an official from the Finance cadre of the State