International Consultant for Public Grant Schemes Design

Background

Purpose

The purpose of the consultancy is to contribute to the effective, strategy-informed and result-oriented management of public funds by sub-national governments in Bosnia and Herzegovina through the creation of a practical knowledge product, which helps advance the quality of public grant schemes in the country by offering standards and approaches affirmed in the European Union (EU) practice.

Objective

The main objective of the consultancy is to draft process-based practical manual for public grant schemes design meant primarily for sub-national government level institutions (entity and cantonal ministries, as well as local government administrations) in Bosnia and Herzegovina.The practical manual will serve as first of its kind comprehensive source of technical guidance for senior public servants engaged in the design of public financing schemes in various sectors. Thus, the guidelines will contribute to high-quality public financial support abreast with the relevant EU standards and principles, which help translate strategies and priorities into tangible development results. In addition, the guidelines may set the broader contours of a streamlined and uniform operational approach to design of public support schemes across institutions and levels of government. In this regard, an International Consultant will be engaged (hereinafter – the Consultant).

Background Information

The consultancy is planned within the third phase of the ILDP (2017-2021), a joint initiative of the Government of Switzerland and UNDP, aiming to set in place and strengthen the development planning and management system in Bosnia and Hercegovina, with focus at sub-national government levels. The project is implemented in partnership with the Ministry of Human Rights and Refugees of Bosnia and Herzegovina, the Ministry of Justice of the entity of the Federation of Bosnia and Herzegovina, the Ministry of Administration and Local Self-Government of the entity of Republika Srpska and both Associations of Municipalities and Cities.

Among other activities, the ILDP provides support to entity, cantonal and local governments to improve their development management and strategies’ implementation capacities and frameworks. As in other countries, one of the main tools used by government institutions to achieve certain policy objectives, offer public incentives for development, or operationalise strategies and transform them into development results, is the public grant. Government institutions at all levels allocate a significant volume of public resources through grant schemes (most often competitive), aiming to select beneficiaries/projects, which subsequently receive non-repayable public funding to implement the projects, thus contributing to achieving a wider policy goal in a given sector. However, due to limited institutional capacity, grant schemes are often poorly designed, lacking basic transparency and efficiency considerations, which ultimately results in poor development outcomes, non-transparent and inefficient utilisation of massive amount of public funds.

Against this background, the ILDP plans to address this capacity gap by preparing a comprehensive, yet practical manual for public grant scheme design, while also introducing basic standards and principles from the EU grant scheme design experiences (e.g. design of measures and public grant schemes within Operational Programmes financed by the EU Structural and Investment Funds). 

Duties and Responsibilities

The Consultant is expected to design comprehensive technical guidelines in the form of a manual for public grant schemes design, meant for senior officers from line ministries or municipal departments. The manual will offer step-by-step guidance, caseload of case studies and examples from EU countries in a variety of sectors (i.e. – agriculture, energy efficiency, public services, citizen participation, employment, tourism development, etc.), while following the basic principles, elements and rules applied in the public grant schemes financed by the EU. Thus, institutional capacity for design of public grant schemes will be advanced abreast with the EU practice, thus also contributing to more effective management of public funds, as well as to the broader readiness of institutions to manage and utilise EU funding in the future. While there is a need to develop similar technical guidance for all phases of the public grant scheme cycle – including management, monitoring and evaluation, this consultancy will focus only on the first stage – i.e. – the design process, having in mind the complexity of the subject matter and the need to drill in-depth into the substance.

To that end, the Consultant is expected to fast-screen and identify similar knowledge products available in the region or in the EU. Subsequently, based on desk review and interaction with representatives from government institutions, the Consultant will get acquainted with the prevailing practices and challenges, as well as the legal and operational framework regulating public grant schemes at entity, cantonal and local government levels in Bosnia and Herzegovina. Further, the Consultant will develop a comprehensive manual, based on a set of standard elements to be included in the public grant scheme design process (in line with the minimum elements in any EU-financed public grant scheme). Finally, the Consultant will deliver an orientation training for relevant UNDP staff and domestic consultants who will be engaged in supporting the design of public-grant schemes in various institutions/local government departments. 

The expected timeframe for the service is Mid October - Mid November 2017.

Key Tasks and Deliverables:

Task 1: Desk review of existing similar knowledge products in the region or in the EU, and review of the current institutional, legal and operational framework for public grant schemes in Bosnia and Herzegovina

As a first step, the Consultant will have a discussion (also possible through skype) to agree on the steps forward. After the discussion, the Consultant is expected to submit to UNDP a work plan, including detailed description of tasks, time dynamics and specific notes for consideration by the UNDP.

As part of the preparatory work, the Consultant is first to fast-screen and gather existing similar knowledge products from neighbouring countries or EU Member States (especially such financed or published by the EU), which may serve as precious reference material in developing the manual for Bosnia and Herzegovina.

Further, through desk review and based on materials compiled by the UNDP, the Consultant is expected to familiarize herself/himself with the main relevant regulatory, operational and institutional framework and prevailing practices in public grant scheme design in Bosnia and Herzegovina (by reviewing existing grant schemes at entity, cantonal and local government level, including those designed with the support of UNDP).

Then, the Consultant will draft a concise summary of identified findings, important challenges and observations, as well as key operational and capacity gaps, which set the ground (rationale) for the development of the practical manual. Within the rationale, the Consultant will discuss at least the following aspects: i) introduction to the topic; ii) brief description of the situation and identification of main challenges (including from viewpoint of institutional and legal framework; institutional capacities; and iii) snapshot comparative overview of key gaps from the viewpoint of prevailing grant schemes’ approach and models in Bosnia and Herzegovina against a set of minim standard grant scheme elements applied in EU countries (i.e. - quality of the application package, transparency, linkage between the grant scheme and policy goals/strategies, etc.) and identify main gaps that can be further improved by transferring knowledge and examples from the EU practice. The rationale will not exceed 7 pages. Together with the rationale, the Consultant will develop the preliminary rough structure for the practical guidelines, including brief description of each chapter’s scope. These will be accompanied by a list of key questions and main discussion matters to be validated by and discussed with representatives of domestic institutions during an interactive workshop with representatives from entity, cantonal and local government levels engaged in public grant scheme design, so as to fill some information gaps, take stock and validate findings captured within the rationale and collect feedback on the manual structure. The workshop will be organised and facilitated by UNDP, taking into consideration possible suggestions by the Consultant. The Consultant is expected to prepare the agenda for the workshop (1 workshop, up to 4 hours, bringing together 12 – 15 participants, organised in Sarajevo). Summary of feedback, suggestions and conclusions form the workshop will be sent to the Consultant. If necessary, the Consultant may organise telephone/skype discussions with government officers, relevant practitioners and/or develop a simple structured questionnaire, so as to obtain certain baseline information regarding public grant scheme design in the country.

The Consultant does not need to envisage travel to Bosnia and Herzegovina during delivery of Task 1. However, regular communication with the UNDP will be in place.

The estimated level of effort for this task is at 6 expert/days.

Task 2: Drafting of the Practical Manual on Public Grant Scheme Design in Bosnia and Herzegovina

Within this task, the Consultant is expected to design first of its kind for Bosnia and Herzegovina practical manual on public grant scheme design, based on the materials and background information gathered under Task 1.

The Manual will be a user-friendly tool that offers technical guidance, examples and case studies for all stages of the design process – from conceptualisation to launch of the Call for proposals. The Manual will be up to 40 pages, including main text and annexes, such as templates, checklists, etc., developed in the English language. As previously mentioned, the Manual be contextualised to Bosnia and Herzegovina, but will also embrace as its broader conceptual framework the elements, standards and principles of a typical EU-like public grant scheme.

For each step of the grant scheme design process, the Manual will offer technical explanations and guidance, specific examples from the EU and/or domestic experiences to illustrate specific aspects. Since the Manual is not seen as a sector-specific tool, it needs to offer the universal, common denominators of a general public grant scheme (e.g. instructions for each of the main steps in the process: i) setting key parameters of the grant scheme such as linkage to strategic documents/frameworks, beneficiaries, selection criteria, expected measurable results, territorial approach, defining the evaluation process, etc. as part of the Guidelines for applicants; ii) developing the supporting documentation, etc.) based on a typical EU-financed grant scheme.

The Consultant does not need to plan travel to Bosnia and Herzegovina during delivery of Task 2. Interaction and discussions with the UNDP will be conducted electronically and on-line.

A draft Manual will be shared with UNDP for comments. Further, the Consultant will make relevant adjustments, if needed, and finalise the Manual.The estimated level of effort for this task is at 15 expert/days.

Task 3: Deliver a practical training to relevant UNDP representatives and domestic consultants

Finally, the Consultant will deliver a up to 1.5-day orientation training (based on the final Manual) for relevant UNDP staff and government practitioners/consultants from Bosnia and Herzegovina who will be engaged in supporting design of public-grant schemes in various institutions/local government departments. The training will use the materials and examples in the Manual. No additional documents are necessary for delivery of the training, apart from presentations for participants. The training will be organised in Sarajevo.

The estimated level of effort for this task is 4 days.

Deliverables and timelines

The consultants are responsible for the following deliverables:

Task 1: Desk review of existing similar knowledge products in the region or in the EU, and review of the current institutional, legal and operational framework for public grant schemes in Bosnia and Herzegovina

• A work plan is submitted by the Consultant and agreed by the UNDP; A rationale and preliminary structure of the Manual developed, validated by government practitioners, and approved by UNDP - Late October 2017, (6 expert/days);

Task 2: Drafting of the Manual for public grant scheme design in Bosnia and Herzegovina

• A comprehensive Manual for public grant scheme management developed and approved by UNDP - Early November 2017, (15 expert/days);

Task 3: Deliver a 1.5-day practical training to relevant UNDP representatives and domestic consultants - Mid-November 2017, (4 expert/days);

Competencies

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Plans, prioritizes and delivers tasks on time;
• Strives for and promotes excellence in performance continually;
• Plans and delivers quality results to meet established goals’
• Strong analytical and writing skills, formulates written information clearly and persuasively;
• Presents information in a clear and articulate manner;
• Shares knowledge and experience
• Provides helpful feedback and advice
• Strong statistical and IT skills
• Remains calm, in control and good humoured even under pressure
• Demonstrates openness to change and ability to manage complexities
• Responds positively to critical feedback and differing points of view
• Ability to work in the context of a team;
• Ability to work independently with minimal supervision.

Required Skills and Experience

Education:

• University degree in economics, public administration or a relevant field.

Experience: 

• At least 10 years of extensive experience in capacity development or delivery of technical assistance to public sector beneficiaries in programming for the EU Structural and Investment Funds, design of Operational Programmes and/or public grant schemes/measures;
• Extensive knowledge of and previous experience in the domain of public administration, public policy management cycle;
• Previous experience and knowledge of the public administration in Bosnia and Herzegovina is an asset;
• Excellent drafting and writing skills.

Language Requirements: 

• Fluency in English;
• Understanding of the languages of peoples of Bosnia and Herzegovina is a distinct asset.

Other: 

• Excellent computer skills (MS Office applications) and ability to use information technologies as a tool and resource.

EVALUATION

Individual consultants will be evaluated based on the following methodology:

Cumulative analysisWhen using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:a) responsive/compliant/acceptable, andb) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

• * Technical Criteria weight-70%
• * Financial Criteria weight- 30%

Applicants are required to submit an application including:

• Completed and signed UNDP Personal History Form (downloadable from http://www.ba.undp.org/content/bosnia_and_herzegovina/en/home/operations/jobs.html);
• A preliminary, generic scope and content of the Manual, which illustrates the applicant’s understanding and approach towards the consultancy (max 1 page);
• Financial proposal which will separately specify professional fee, indicating number of anticipated working days, travel costs (air-ticket or use of private vehicle), living allowance, and all other applicable costs..

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

• For an assignment requiring travel, consultants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
• Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.

Only candidates obtaining a minimum of 50 points for technical criteria assessment would be considered for the Financial Evaluation.

Technical  criteria:

• At least 10 years of extensive experience in capacity development or delivery of technical assistance to public sector beneficiaries in programming for the EU Structural and Investment Funds, design of Operational Programmes and/or public grant schemes/measures; Weight: 20%, Maximum points: 20;
• Extensive knowledge of and previous experience in the domain of public administration, public policy management cycle; Weight:10%, Maximum points:10;
• Generic scope and content of the Manual, which illustrates the applicant’s understanding and approach towards the consultancy (max 1 page); Weight: 35%, Maximum points: 35;
• Basic understanding of the languages of peoples of Bosnia and Herzegovina is a distinct asset; Weight:5%, Maximum points:5;

Financial criteria: Weight: 30%, Maximum points:30;