IDTAS OP01 GL02 TASS

Ways of Working with DFAT

Guidelines

Approved by: Facility Director Guideline type: IDTASS

Guideline number: IDTASS OP01 GL02
Responsible official: Facility Director Version: 1.0
Effective date: 17 April 2017
Revision history

Version Effective date Approved by Summary of changes

1.0 17 April 2017 Facility Director NA

Statement

This is a controlled document. The master document is posted on the Company intranet. Representatives may
print off this document for training and reference purposes but are responsible for regularly checking the
Company intranet for the current version.

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Contents
1 Purpose of the document ........................................................................................................................... 4
2 Introduction .................................................................................................................................................. 4
3 Roles and responsibilities ......................................................................................................................... 4
4 Communications .......................................................................................................................................... 5
4.1 TASS and DFAT Meetings ............................................................................................................................ 5
4.2 Meetings with GoI ........................................................................................................................................... 6
4.3 Update emails .................................................................................................................................................. 7
4.4 External communications ............................................................................................................................... 7
5 Personnel management .............................................................................................................................. 7
6 Reports .......................................................................................................................................................... 8
7 Financial and contract management ........................................................................................................ 8
7.1 Invoices ............................................................................................................................................................. 8
7.2 Forecast and allocations ................................................................................................................................ 9
7.3 Service Order amendments and variations ................................................................................................. 9
7.4 Subcontracts and procurements ................................................................................................................... 9
8 TASS activities ............................................................................................................................................. 9
8.1 Activity design, implementation and reporting .......................................................................................... 10
8.2 Follow on activities ........................................................................................................................................ 12
8.3 Supplementary support ................................................................................................................................ 12
9 Performance assessments .......................................................................................................................12
9.1 Partner Performance Assessments (PPA) ................................................................................................ 12
9.2 Adviser Performance Assessments (APA) for LTA.................................................................................. 12
9.3 Adviser Performance Assessments (APA) for STA ................................................................................. 13
9.4 Non ARF STA performance assessments ................................................................................................ 13
10 Quality Assurance ......................................................................................................................................13
11 Risk Management .......................................................................................................................................14
12 Updates to the WoW...................................................................................................................................14
1 Annexes........................................................................................................................................................15
1 General Recruitment Processes ..............................................................................................................17
1.1 Specific Recruitment Processes ................................................................................................................. 17
Table 1: Specific processes for Core Team Positions ............................................................................. 18
Table 2: Specific processes for unallocated STA ..................................................................................... 18
1.1.1 Recruitment of STA from the STA pool ..................................................................................... 18
1.1.2 Sole source procurement ............................................................................................................ 19
1.2 TASS activity implementation (GoI requests) ........................................................................................... 20
Image 1:TASS activity administration ........................................................................................................ 20
1.2.1 Request for TA received (D 0).................................................................................................... 20
1.2.2 Request for support reviewed, assessed and communicated to DFAT (D +3) ................... 20
1.2.3 GoI requesting agency write formal request to DFAT............................................................. 20
1.2.4 TASS develops a Scope of Work............................................................................................... 20
1.2.5 Development of Activity Package .............................................................................................. 21
1.2.6 Recruitment of STA ...................................................................................................................... 21
 1.2.7 Logistic arrangements ................................................................................................................. 21
1.2.8 Activity startup: develop work-plan and schedule ................................................................... 22
1.3 Activity Implementation ................................................................................................................................ 22
1.3.1 Activity Progress Reporting ........................................................................................................ 22
1.3.2 Activity quality assurance and evaluation ................................................................................. 22
1.3.3 Presentation of preliminary/draft deliverable to beneficiaries ................................................ 22
1.3.4 Activity Completion Processes ................................................................................................... 23

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1 Purpose of the document
The purpose of the TASS Ways-of-Working (WoW) document is to clarify the roles and responsibilities and
lines of communication between of DFAT and its Managing Contractor (MC) in implementing TASS. The WoW
sets out what are to be regarded as standard operating procedures.

2 Introduction
The Technical Assistance for Education System Strengthening program is designed to improve the
effectiveness of policy and practice in the Indonesian education sector through a systems strengthening
program that operates on a response-to-demand basis.

TASS will achieve this objective by assisting Government of Indonesia (GoI) in progressing its priority
programs in education. Working both at the national and sub-national levels, the TASS supports efforts to
improve the effectiveness of policy and practice by providing technical assistance in high -priority education
policy and practice areas. The assistance provided by TASS will contribute to meeting four GoI needs: (i) the
provision of rapid analyses, each designed to contribute to ongoing policy dialogue; (ii) short-term revolving
TA to assist Government in those areas where it urgently needs technical support; (iii) the capacity building of
senior management personnel in key skills; and (iv) pilot activities that test new strategies for improved quality
of schooling.

In addition, TASS can finance TA and activities that directly support DFAT in the coordination, delivery and
oversight of its overall education portfolio as reflected in the Education Sector Investment Plan (SIP), including,
but not limited to, the contracting of TA and the organisation and management of piloting activities, seminars,
workshops, conferences and capacity building activities.

The guiding principles that underpin these ways of working are:

mutual accountability

transparency

trust

respect

shared understanding between TASS and DFAT.

These guidelines are intended as a framework to ensure that TASS is effectively implemented both internally
and externally to ensure cohesive program delivery.

3 Roles and responsibilities

Within both DFAT and TASS teams, there are key positions which are required to interact with the other party
at different times. The following table outlines the respective roles of key staff in TASS and DFAT.

Table 1 Roles and responsibilities of key TASS staff

Position Key Areas of Interaction with DFAT

Contractor Head contract management
Representative Strategic and technical direction setting
Performance management
Escalation of issues/concerns
Facility Director Strategic, technical, programmatic, resourcing, financial and management
discussions
Planning and prioritisation of activities
Program outputs and deliverables
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 GoI engagement including governance
Risk management
Facility Manager Activity planning and scoping
Activity management
Activity deliverables
GoI engagement
Monitoring and Evaluation
Program Management of the Services Order
Manager Compliance with DFAT requirements, principles, policies
Budgets, forecasting, invoicing
HR, recruitment, personnel
Risk management

Table 2 Roles and responsibilities of DFAT key staff

Position Key Areas of Interaction with TASS and Palladium

Counsellor Strategic lead for TASS
(Australia Immediate escalation point for major program risk (fraud, reputational, GoI
Awards, Alumni relationship)
and education) DFAT counterpoint for overall relationship with GoI
Consultation point for major and strategic program decisions
Unit Manager Endorsement of activities
Approval of Scope of Work and activity packages
Overseeing progress and updates of program activities
Guiding day-to-day program management
Approval of ARF personnel
Approval of contract deliverables (reports, plans, meetings)
PPA and Performance Review
Program Management of the Services Order
Manager Invoices, aid works and financial management
DFAT performance and quality reporting (AQC, ADR, etc.)
Point of contact for cross-DFAT program coordination

4 Communications
DFAT and TASS commit to having open and collaborative approach. Various means of communication can
be used where appropriate, i.e. face-to-face meetings, phone calls, official letters, SMS, instant messaging,
and email. A formal follow up in the form of an email (or letter) must be completed for any decision taken
through informal communications (i.e. SMS, instant messaging) or verbal communications (i.e. phone calls,
face-to-face meeting).

4.1 TASS and DFAT Meetings

DFAT and TASS agree to have periodical meetings to report progress, discuss challenges and take decisions
regarding TASS and/or TASS activity implementation. During the mobilisation phase, routine meetings are
held once a week1 between the DFAT Unit Manager and Program Manager, and TASS Facility Director and
Program Manager. Other TASS or DFAT team members will be included in the meeting where appropriate.

TASS will circulate agenda points in advance to meeting participants, and DFAT may add points to the agenda
if necessary.

1 After the mobilisation period, DFAT and TASS will review the frequency of this routine meeting.
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4.2 Meetings with GoI
Meetings with GoI officials may occur formally or informally. Substantial informal engagement is expected, not
least due to the anticipated location of a TASS office in MoEC. TASS and DFAT commit to sharing notes of
informal and formal GoI meetings within one week of the meeting. The notes may include list of required follow
up actions. If the meeting covers urgent issues, or requires urgent follow up, the notes should be shared
immediately, and may be shared through informal channels (i.e. SMS, instant messaging).

When both parties are present in a meeting with Government, TASS will prepare the meeting notes, distribute
to DFAT, and keep on file.

Prior to meeting with GoI, TASS and DFAT will coordinate on the meeting agenda, who should represent each
party, and who will address which parts of the agenda.

Progress report meetings

TASS will periodically report progress to GoI counterparts at multiple levels as part of DFATs commitment to
transparent management of TASS and its partnership with GoI. These progress meetings must be attended
by an appropriate representative from DFAT. The purpose, frequency and representation of the progress
reports will be different for each level of counterpart, as per the following table.

Table 3 Regular Governance Meetings

Regular meetings Purpose Requirements

INOVASI-TASS At the first meeting: Participants (proposed):
Steering Committee Agreement on constraints GoI: MoEC Secretary General
(Bi-annually) the will be the focus of TASS and Head of Balitbang (co-
Agreement on an indicative chairs)
work plan and budget for 2017 MoEC Echelon 1 officials
At subsequent meetings: MoRA DG Islamic Education
Reporting on TASS Bappenas Deputy Minister
performance. Head of Bureau for Foreign
Reporting on current or Cooperation
finished activities. DFAT:
Summary of key products and o Minister-Counsellor
findings of activities. (Development
Review and agree themes and Cooperation)
selection criteria. o Counsellor
Agree annual (indicative) work (Development
plan and budget. Cooperation)
o Unit Manager
TASS
o Facility Director
o Facility Manager
o Education Specialist as
required
TASS Coordination Reporting on current or Participants:
Meeting finished activities DFAT:
(Every two months) Discussion on TASS o Counsellor
evaluation activities. o Unit Manager
Discussion on TASS and its o Program Manager
activities work-plan. TASS
Discussion on o Facility Director
communications/ o Facility Manager
disseminations of TASS o M&E Specialist (where
products and outputs. required)
Discussion of opportunities for o Education Specialist
future activities. (as required)
TASS periodical Discussion on activity Participants:
meetings progress DFAT:

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 (Weekly during Discussion on incoming o Unit Manager
mobilisation phase; requests o Program Manager
to be reviewed Discussion on program TASS
thereafter) management issues o Facility Director
o Program Manager

Other meetings

Other meetings with government partners may occur outside the prescribed progress reporting meetings and
may or may not be part of designing and implementing TASS activities.

If the meeting is initiated by DFAT or TASS and involves Echelon 1 and/or 2 GoI officials, TASS will invite
DFAT to participate in TASS-initiated meetings. DFAT will invite TASS to participate in relevant meetings
initiated by DFAT.

TASS and DFAT will advise each other of scheduled/planned meetings. Each party will update the other on
the meeting schedule and when it is confirmed. . If DFAT is unable to attend the meetings, TASS discuss
messages to be relayed to GoI with DFAT in advance of the meeting.

TASS will issue meeting notes and action points within one week of the meeting.

4.3 Update emails

During the mobilisation phase, TASS will submit a weekly update to DFAT consisting of minutes from a weekly
DFAT-TASS coordination meeting.

Following mobilisation, a fortnightly update will be provided by TASS for DFAT on the last working day of the
fortnight detailing notable events that happened during the previous fortnight, points of interest for the
upcoming fortnight, and any exception reports.

Urgent issues requiring DFAT attention will be raised as they occur, and not wait for the fortnightly email
update.

4.4 External communications

TASS will develop a communications strategy for the program. The strategy will guide the overall approach to
TASS communications as well as the development of communications plans for individual activities.

TASS and DFAT will agree on program branding, for use in program stationery, email signatures, office
signage, reporting templates, and templates for communication products. Program branding will be consistent
with the most recent version of DFAT branding guidelines and protocols.

5 Personnel management
TASS will conduct recruitment processes independently for all TASS core team positions and unallocated
International and National STA. TASS will routinely update progress and where necessary involve DFAT in
key stages of each recruitment. These will be:

Approval of the Terms of Reference.

Advising results of short listing, including sharing CVs.

Advising results of the selection process in accordance with Clause 17.8 of the Services Order.

DFAT, at its own discretion and on an exception basis, may participate in interviews.

For key positions (i.e. Table 3, 4 and 6 of the Services Order), approval of candidate selection from
the DFAT Program Manager will be a requirement. Key positions will be identified when
establishing new positions.
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 For ARF positions, salary packages and position terms of reference must be approved by the
DFAT Program Manager before an offer can be made and a contract issued.

Where the establishment of these positions is related to request for a specific, named adviser from
third parties (i.e. GoI), TASS will endeavour to secure the participation of those parties in the
selection processes to ensure transparency and buy in of the recruitment outcome.

TASS and INOVASI will jointly develop a pool of STA who have expressed interest in working for both
programs. This pool of STA will be managed by the TASS Recruitment Manager and will be the primary means
from which TASS will draw potential candidates for rapid-response or approved sole-source recruitments. Two
other sources will be the Asia Pacific Education Practice Area and advertising.

Single source procurement must be approved by DFAT and specifically noted in the activity Tasking Note.

6 Reports
Reports that require DFAT approval are:

Contract deliverables;

Final outputs of GoI or DFAT tasking notes; and

Any other reports or products that are intended for publication.

Reports requiring DFAT approval under the SO are to be submitted to the DFAT Unit Manager. DFAT will
approve or provide feedback on the report within 10 working days. TASS will respond to the feedback provided
and resubmit reports as necessary within 10 working days of receipt of DFAT feedback.

TASS will draw DFATs attention to reports, or items in reports, which need DFATs urgent or explicit approval.
These items will be discussed in the following Progress Meeting, and included in weekly/fortnightly email
updates.

DFAT and TASS collectively aim to have all contractually required reports approved within one month of
submission.

Reports or other deliverables that are agreed outputs of tasking notes will be submitted to the DFAT Unit
Manager for approval before submission to the GoI host agency. DFAT will approve or provide feedback on
the report within two working days. TASS will respond to the feedback provided and either resubmit for
approval, or submit to the GoI host agency, within two working days.

TASS will provide a copy of all final reports, within 30 days following DFATs approval of the reports, to
aryanti.savitri@dfat.gov.au and/or Counsellor Human Development, Jakarta.

Timeframes for approval will be agreed between DFAT and TASS. This will include reports for submission to
GoI as part of tasking notes

7 Financial and contract management

Financial delegation is internally managed and the TASS Program Manager and DFAT Program Manager are
the first contact point for any discussion or queries.

7.1 Invoices
All invoices will undergo the required approval processes within Palladium before submission to DFAT. The
TASS Program Manager will send the invoice to the DFAT Program Manager for approval. Once approved,
the TASS Program Manager is to send the invoice to DFAT Accounts and the DFAT Program Manager will
certify the invoice with accounts, copying in the TASS Program Manager.

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Within the requirements of the SO, Palladium will endeavour to submit regular invoices monthly in arrears that
capture the previous month's expenses. Where this is not possible, Palladium will keep DFAT updated with
financial forecasts against the budget, including when expenses are to be claimed in a later period.

7.2 Forecast and allocations

TASS will regularly update DFAT on financial forecasts and expenditure against allocations. These updates
will be provided formally in quarterly progress reports and annual plans. A running update of the forecasted
spends by budget line for the financial year and for program lifetime will also be provided as part of the monthly
invoice. DFAT may request an update on forecast and expenditure from the TASS Program Manager at any
time.

During the second half of each Australian financial year, the DFAT Program Manager and TASS Program
Manager will have a monthly meeting to closely review the forecast for the following month.

TASS will endeavour to tailor its financial reporting such that it may also cover requirements for BAST2 reporting
to GoI.

7.3 Service Order amendments and variations

Service order amendments and variations will, in the first instance, be approved in writing by the DFAT
Program Manager or Unit Manager. The TASS Program Manager will keep a record of all agreed variations in
a Service Order amendment log until DFAT requests a formal amendment to the Services Order.

7.4 Subcontracts and procurements

All procurements over AUD 100,000 (non-assets) require approval from the DFAT Program Manager before a
contract may be entered into. The TASS Program Manager will submit a procurement report to the DFAT
Program Manager as part of the request for approval. DFAT will approve these procurements within the stated
timeframe.

In all circumstances, Indonesian entities should be engaged as appropriate.

8 TASS activities
The core function of the TASS facility is to provide short term technical assistance for GoI, and DFAT. TASS
financed activities in this document will henceforth be referred to as TASS activities. A TASS activity could be:

i. a single specialist or a team of specialists to assist beneficiaries to address a specific issue;

ii. a TA-led research activity;
iii. a piece of policy analysis;
iv. a pilot to test a new solution;
v. a knowledge dissemination activity in the form of seminar, workshop or conference;
vi. a learning and development activity; or
vii. a highly focused study visit.

DFAT anticipate that the maximum duration of a TASS activity will be six months 3.

This section describes the processes and principles that will be followed in relation to delivery of activities.

2 BAST = Berita Acara Serah Terima, or handover of goods and services, an annual requirement for line ministries to report on goods
and services received. Ministries report goods and services received from donors for each Subsidiary Arrangement entered into. As TASS
falls under INOVASIs Subsidiary Arrangement, TASS will contribute to INOVASIs annual BAST reporting.
3 DFAT will consider the provision of longer term or follow-on assistance where there is evidence that short-term assistance or sequenced
short-term assistance is not an appropriate response to the expressed need.
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8.1 Activity design, implementation and reporting
The majority of TASS activities are anticipated to take the form of technical advice or rapid analysis (i.e. points
(i) to (iii) above. The implementation these TA-led activities has been broken down into 13 individual processes
or steps, with six approval points as outlined in Figure 1 below.

For DFAT generated tasking notes TASS will develop an activity package that contains a Tasking Note and
Terms of Reference. The Tasking Note will clearly indicate TASS and DFAT responsibilities in implementing
and quality assuring the task.

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16
Figure 1 TASS TA activity design, implementation and reporting (GoI requests)
8.2 Follow on activities
Although the TASS is specifically designed to support efforts to improve policy and practice by providing
highly targeted high quality short-term technical assistance to meet capacity shortfalls in technical areas
and in administrative and management support systems, DFAT and TASS recognise that there will be
instances where follow-on or supplementary TASS Activity is required.

Before a follow-on activity can be approved, TASS must complete a post activity review of the preceding
activity. The review and the request for the follow-on work will then be reviewed by DFAT. Critical to
DFATs approval of a follow-on activity will be TASS-provided evidence that (i) intended outcome of the
preceding activity has been achieved or is on track to be achieved; and; (ii) that the follow on work is critical
to achieve the initial activitys outcome.

DFAT will not support the clustering of TASS Activities that in any way appears to be projectising TASS
support for a particular activity or office.

8.3 Supplementary support

DFAT and TASS recognise that there will be occasions where initial estimates of support are found
underestimate TASS activity needs and that supplementary or complementary support is required
immediately to adequately complete an agreed task. In these circumstances DFAT will consider approving
a request for supplementary support. Supplementary support may be approved for a period not exceeding
six months.

TASS will submit an updated tasking note to DFAT for approval for each instance that supplementary
support is required.

9 Performance assessments

9.1 Partner Performance Assessments (PPA)

TASS is subject to six-monthly PPAs using the template attached in the Services Order. DFAT may seek
additional advice from other members of TASS steering committee as required to complete the PPA.

9.2 Adviser Performance Assessments (APA) for LTA

A draft APA for the TASS LTA position will be prepared by the advisers line manager and discussed with
the adviser in person. In drafting the APA the Contractor Representative will seek comment from DFAT on
the individuals performance. The TASS Program Manager will submit the final APAs to the DFAT Program
Manager for countersignature.
9.3 Adviser Performance Assessments (APA) for STA
For each STA, both in the core team and those engaged to deliver individual activities, a draft APA will be
prepared by the advisers line manager and discussed with the adviser. The TASS Facility Director or
Facility Manager will seek comment from DFAT on the individuals performance. The TASS Program
Manager will submit the final APAs to DFAT Program manager for countersignature.

For STA contracted to deliver activities, the APA will record the consultants performance in meeting their
ToR requirements and of the utility of their products to the requesting agency. The record should reflect
assessments provided by the host agency.

9.4 Non ARF STA performance assessments

For non-ARF STA, performance assessments will be integrated with TASS monitoring and evaluation
activities. The TASS Monitoring and Evaluation Plan will outline the mechanism and approach.

10 Quality Assurance

TASS, Palladium and DFAT all participate in the quality assurance of TASSs key activities in the work plan.

TASS will create report templates and activity package processes that ensure that STA working under
TASS have standardised templates and formats for delivering technical reports, as well as communications
products. This tool will be provided at mobilisation of the STA and ensure consistency between the
presentation of deliverables.

All deliverables submitted by STA working under TASS will be subject to internal review by TASS. Where
required, TASS may seek external peer review to ensure that products are technically sound, and
sufficiently cognisant of the political and institutional realities of the prevailing GoI environment. These
processes will be developed during the mobilisation Phase.

Palladiums corporate team will provide quality assurance and oversight, principally through review of all
head contract deliverables by the Technical Manager and approval by the Contractor Representative.
Palladium may, from time to time, also review and quality assure in other areas such as communications,
monitoring and evaluation, risk management, etc.

DFAT will also carry out quality assurance of TASS activities. The Unit Manager (with support from the
wider DFAT team as required) is responsible for providing comments, guidance and directives on key TASS
activities and deliverables. DFAT quality assurance may also be provided from other DFAT staff including
from other programs in Indonesia or from Canberra. At DFATs discretion, DFAT may contract external
experts to review and provide comments on TASS deliverables. DFAT may also share TASS documents
with relevant areas within the Embassy or in Canberra, particularly where that document relates to DFAT
policy or priority areas (such as gender inclusion, disability inclusion, or branding). DFAT will endeavour to
ensure that feedback from its quality assurance activities is clear as to what constitutes advice/suggestions,
versus directives.

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11 Risk Management

TASS will submit a risk management plan with the first Annual Plan, and provide updates thereafter with
each Annual Plan. Risks will be managed in accordance with the risk management plan attached to the
Annual Plan, as approved by DFAT. TASS will, to the extent possible, align its risk reporting with DFAT
templates, to support coordination of TASS and DFAT plans. Risks will be formally reported upon in the
Annual Report.

DFAT will seek input from TASS for its quarterly risk register updates. DFAT and TASS will discuss risks,
and risk mitigation measures, as part of routine meetings and communications (as outlined in Section 4).

12 Updates to the WoW

The Ways of Working Guidelines will be updated on a six-monthly basis in line with Partner Performance
Assessment timelines, beginning July 2017. Whenever the TASS WoW guideline is updated the version
number will change: the February 2017 version is Version 1.0.

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1 Annexes

Annex I: TASS Key Staff Roles and Responsibilities

Position Key Areas of Interaction with DFAT
Contractor Head contract management
Representative Strategic and technical direction setting
Performance management
Escalation of issues/concerns
Facility Director Problem identification, planning and prioritisation of activities
Strategic, technical, programmatic, financial and management discussions
Program outputs and deliverables
GoI engagement
Risk management
Facility Manager Activity management
Activity deliverables
Activity planning, problem identification, and resource prioritisation
GoI engagement
Program Head contract management
Manager Compliance with DFAT requirements, principles, policies
Budgets, forecasting, invoicing
HR, recruitment, personnel
Submission of deliverable/reports
Risk management

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Annex II: DFAT Key Staff Roles and Responsibilities
Position Key Areas of Interaction with TASS and Palladium
Counsellor Strategic lead for TASS
(Australia Immediate escalation point for major program risk (fraud, reputational, GoI
Awards, Alumni relationship)
and education) DFAT counterpoint for overall relationship with GoI
Consultation point for major and strategic program decisions
Unit Manager Overseeing progress and updates of program activities
Guiding day-to-day program management
Approval of activities Scope of Work
Approval of ARF personnel
Endorsement of activities
Approval of contract deliverables (reports, plans, meetings)
PPA and Performance Review
Program Head contract management
Manager Invoices, aid works and financial management
DFAT performance and quality reporting (AQC, ADR, etc)
Point of contact for cross DFAT program coordination

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Annex III: TASS recruitment procedures

1 General Recruitment Processes

In general, TASS will independently manage the recruitment processes. DFAT and GoI/3 rd party will be
continuously informed about relevant recruitment process, and where required approval from DFAT and
GoI/3rd party will be sought. This section outlines how TASS will conduct recruitment. In the following
section, the variations of recruitment processes will be identified.

1. ToR development and finalisation

Before the commencement of recruitment activities for a new or revised position, the
TASS Program Manager must submit a Terms of Reference to the DFAT Program
Manager for approval. The DFAT Program Manager will approve the ToRs within time
frame outlined in the accompanying email. TASS will then start advertising for the
position, or seek to fill the position from the TASS STA pool.

2. Advertising and applications processing

TASS will advertise positions through Palladium channels including the Palladium
website and relevant external job sites, and, when required, also through
national/international newspaper. Applicants can submit their CVs through Palladium
website. The TASS team will also mine the STA pool to potential candidates. TASS will
process submitted applications and CVs to develop a long list of eligible candidates
from both advertising and the STA pool.

3. Shortlisting
Relevant TASS staff will shortlist candidates for interview. TASS will provide DFAT with
a list of short-listed candidates, with CVs attached. DFAT may provide comment or
feedback on the shortlist. Approvals may be necessary for some types of positions (see
specific processes in tables 1 and 2 below).

4. Interview and Selection

DFAT may request to participate in interviews. This will be decided during the approval
process for new positions or through tasking note creation.

After a candidate is nominated for selection, TASS will submit the selection result to DFAT accompanied
by justification of selection and CV of the candidate (see specific processes in tables 1 and 2 below).

5. Negotiation and Contracting

TASS will negotiate and finalise contracts with STA. DFAT approval for selection and the salary package
is required for ARF positions prior to contract finalisation.

1.1 Specific Recruitment Processes

Positions in TASS can be categorised into two types: the core TASS team, and unallocated national and
international STA. Core-team positions are the management, administrative and technical positions that
are established to support the implementation of the TASS Facility. Unallocated national and international
STA are consultant positions that are established for TASS Activity implementation.

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Table 1: Specific processes for Core Team Positions

Processes ARF positions Locally Engaged Staff (LES) positions

TASS will propose shortlisted TASS will propose shortlisted candidates
Shortlisting candidates for DFAT comment. DFAT for DFAT comment. DFAT approval is not
approval is not required. required.
DFAT may participate in interviews for DFAT may request to participate in
Interview
key positions. interviews.
TASS will propose a preferred
TASS will inform the selection result to
candidate to DFAT for approval,
DFAT, outlining how the preferred
Selection outlining how the preferred candidate
candidate meets the requirements of the
meets the requirements of the
position.
position.
TASS will manage the salary package
internally where the monthly rate is in line
with or lower than the nominated rate in
DFAT must approve the salary
Salary package the Services Order. TASS will seek DFAT
package before contract finalisation.
approval for any position where the
monthly rate exceeds the nominated rate
in the Services Order.

Table 2: Specific processes for unallocated STA

Unallocated STA
Processes International (ARF) STA
TASS will propose shortlisted
Shortlisting candidates to GoI/3rd party for
feedback, and to DFAT for approval.
TASS must offer GoI/3rd party to
Interview participate in interviews. DFAT may
request to participate.
TASS will propose a preferred
candidate to GoI/3rd party for
feedback. TASS will inform the
Selection selection result to DFAT outlining how
the preferred candidate meets the
requirements of the position. DFAT
approval is required.
DFAT must approve the salary
Salary package
package before contract finalisation.
National (Non-ARF) STA
TASS will share the shortlist to DFAT and
GoI/3rd party, but no approval is required.
Feedback may be provided to TASS.
TASS must offer GoI/3rd party to
participate in interviews. DFAT may
request to participate.
TASS will propose a preferred candidate
to GoI/3rd party for feedback. TASS will
inform the selection result to DFAT
outlining how the preferred candidate
meets the requirements of the position.
DFAT may provide feedback.
TASS will inform DFAT of the proposed
rate.

TASS will notify DFAT immediately if the selected candidates rejects an assignment. Upon acceptance of
the assignment, requesting entity (GoI/3rd party) will be informed of the expected start date of the STA.

1.1.1 Recruitment of STA from the STA pool

One key source of unallocated STA will be a joint TASS-INOVASI STA pool. The pool will be managed
jointly between TASS and INOVASI to accelerate recruitment timelines. When at least one highly potential
candidate(s) is identified from these pool, the recruitment process can go directly to interview and selection
stage.

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1.1.2 Sole source procurement
Sole source procurement will only possible when DFAT or GoI request contracting of specific STA for a
specific activity, or the DFAT or GoI request is of a sensitive nature that will prevent TASS from advertising
for the role. For TASS to exercise sole source procurement, the request must be identified in the drafted
tasking notes, and approved by DFAT Program Manager. Specific processes for approval of ARF or Non-
ARF STA will still be applied when using sole source procurement.

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 1.2 TASS activity implementation (GoI requests)
Image 1:TASS activity administration

1.2.1 Request for TA received (D 0)

GoI Echelon 1/2 will expressed their interest in, or directly request TASS support, either in formal and non-
formal context to DFAT or TASS.

1.2.2 Request for support reviewed, assessed and communicated to DFAT (D +3)
Upon receiving the request, TASS will scope and screen the request against parameters agreed with DFAT.
TASS may have further discussion with the GoI requesting agency to better refine, or reshape the request.
TASS will forward the request, assessment results, and recommendation to DFAT. DFAT will, within two
working days maximum, provide a response to the request. Where DFAT decides to reject the request
TASS and DFAT will collaboratively manage the response to the requesting agency. Task scoping and
decision making will incorporate Thinking and Working Politically principles.

1.2.3 GoI requesting agency write formal request to DFAT

If DFAT approves the request, TASS with DFAT will inform the GoI requesting agency to write a formal
request for support (if not already provided). The request will be addressed to Counsellor, Development
Cooperation, Australian Embassy. TASS may help the beneficiaries to draft and articulate the letter.

1.2.4 TASS develops a Scope of Work

After the official request for support is issued by the GoI requesting agency, TASS will draft a scope of work
(SoW) for the activity. The scope of work will include: (i) purpose of activity; (ii) background; (iii) task specific

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information; (iv) activity adviser composition, if applicable; (v) reporting and dissemination requirements;
(vi) timeline for outputs considering beneficiaries timing.

The SoW is subject to approval, first by the GoI requesting agency to confirm alignment with needs,
expectations, and timing - and finally by DFAT. The activity will be approved by at least an Echelon Two
official.

1.2.5 Development of Activity Package

Once the SoW is approved by DFAT, TASS will start to draft an activity package that contains the specific
Term of Reference (ToR) for STA on the activity, and a Tasking Note (TN).

The ToR for each STA will include: (i) background, (ii) a description of the activity; (iii) the purpose and
objective of the activity; (iv) the scope of work; (v) anticipated inputs (days), and for ARF STA, the ARF
band; (vi) definition of the outputs/deliverables; (vii) role requirements (qualification, skill and experience,
and Thinking and Working Politically requirements). Where the activity requires more than one consultant,
the position that will lead the activity will be identified and related task and responsibilities will be included
in the respective ToR.

The draft TN must include: (i) activity title and number; (ii) rationale for activity; (iii) expected outputs; (iv) a
description of the proposed activity; (v) estimated resource requirements, including budgets and in-kind
support from beneficiary if any; (vi) travel requirements; (vii) proposed timeframe; (viii) proposed
constraints; and (ix) beneficiary counterpart identified and agreed by beneficiaries. The TN will be signed
by DFAT for final approval of the activity and all associated arrangements.

While the ToR and TN can be shared and confirmed with beneficiaries, the STA salary package, budget
and resources will be shared only with DFAT.

1.2.6 Recruitment of STA

Once the activity package is approved by DFAT, TASS can start the recruitment process. This step is
elaborated more Annex III.

1.2.7 Logistic arrangements

TASS will be responsible for all activity related logistics outside those that are clearly a GoI responsibility
(e.g. informing government agencies, units, schools, of visits, surveys, etc.). DFAT do not expect to be
involved in any aspect of logistics, but will be willing to assist in areas such as the acquisition of Australian
visas for study visits or issuance of letters that may be required.

Logistics include, but is not limited to:

o Working visas (as required by Indonesian law);
o Travel arrangements: flights, per-diem, accommodation and local transport;
o Office support: work-space; office support; communications;
o Event supports in workshop/seminar arrangements;
o Editing, production and distribution of TA products;
o Interpreters/ translators.

TASS will endeavour to seek working space for STA within the GoI counterparts offices. Where this occurs,
TASS will liaise with the GoI counterpart to support provision of, where applicable,:
o sufficient office space for the TA Activity;

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 o access to relevant data, reports, results of analytical papers and assessment, technical
standards and other information and materials, as required;
o access to appropriate telecommunications facilities, including telephone, fax, email and
internet.

1.2.8 Activity startup: develop work-plan and schedule

Each TA Activity is expected to begin with TASS briefing the STA consultants. TASS will invite DFAT to
attend the briefing, but their attendance is not mandatory for the briefing to proceed. TASS will introduce
the STAs to their host counterpart if any - and relevant DFAT representatives as soon as is it are practical
to do so.

At inception of the assignment the STA will review the political and institutional context, and timeframes for
the task, and record any proposed changes to the task in the activity work plan and schedule.

An annotated Activity Work Plan and Schedule (a single document) should be produced by the STAs within
five business days of the start of the activity to TASS Facility Director/Manager, who will review and share
with the activity host and DFAT. Tasks assigned to the Principal Counterpart are to be detailed in the Work
Plan and Schedule. The Work Plan and Schedule should not exceed five pages, excluding any necessary
annexes.

If STA is not in country, the Work Plan and schedule will be developed while the STA is at their home-base.
TASS will circulate the document to DFAT and beneficiary prior STA arrival in country.

1.3 Activity Implementation

1.3.1 Activity Progress Reporting
Activity progress reporting is a check point meeting that will take place in the mid-point of the assignments
(for six to 12 weeks activity), or at the end of first and second third of assignments for activity that span
more than 12 weeks.

At the check point meeting STA(s) will present to TASS, the GoI requesting agency, and DFAT
representative (DFAT representation is desirable but not essential). The presentation will consist of
progress of assignment against work plan and schedule, challenges, opportunities and any proposed
revision to the work plan going forward.

Throughout the implementation of activities recruited STA, TASS Education Specialists and the TASS
management team will routinely scan the political and institutional context, and timelines for the activity, to
ensure that the task remains timely and relevant.

1.3.2 Activity quality assurance and evaluation

After progress reporting period(s), and at the end of the assignment, TASS will conduct quality assurance
and evaluation of the activity. TASS will quality assure all deliverables before presentation to GoI and DFAT.

Provisions for activity evaluation will be outlined in the TASS M&E plan.

1.3.3 Presentation of preliminary/draft deliverable to beneficiaries

At the end of each activity, STA or leading STA will present the preliminary/draft deliverable to the
counterpart. It is expected that the presentation will enable the STA to further refine, or, if needed, revise
the works, before final submission of deliverables.

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1.3.4 Activity Completion Processes
After the beneficiary agrees on the deliverables, STA and TASS will start the activity completion processes.
The process consist of: (i) submission of all consultants outputs/products; (ii) final quality assurance of the
outputs/product; (iii) TASS will seek feedback from beneficiary on the activity and the utility of the
outputs/products.

Within ten days of final presentation, TASS will submit to DFAT (i) all outputs/products, (ii) estimate cost of
the activity; and (iii) summary of the beneficiary feedback. DFAT will provide final approval of the activity
outputs to signal activity completion.

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