National Consultant for Training Delivery and Technical Assistance to Tuzla Civil Protection Department

Background

Purpose

The purpose of this consultancy is to provide tailored technical support to Civil Protection Department (CP Department) within Tuzla city administration in order to increase its capacity to design and implement projects contributing to more efficient implementation of strategic, planning and operational documents in the framework of the protection and rescue system in Tuzla. This consultancy aims at getting to higher quality of project proposals designed by the CP Department for the purpose of mobilizing external resources.

Objective

The goal of this expert support is to improve CP Department’s understanding of and strengthen capacities for development of project proposals. This consultancy also aims at familiarizing beneficiaries with available financial instruments and programs in the area of disaster risk reduction (DRR). To that end, the MEG Project will provide training focusing on problem analysis, creation of a logical framework and budget and will support development of concrete full-fledged project proposals.

Background Information

Financed by the Government of Switzerland, and implemented by the United Nations Development Program (UNDP), the Municipal Environmental and Economic Governance (MEG) Project is a 12-year intervention in the domain of local governance in Bosnia and Herzegovina. The Project’s overall goal is defined as follows: Local governments, assigned with appropriate competences and finances, have improved their democratic governance, apply sound public policy and performance management systems, and provide public services in an inclusive, effective and efficient manner, particularly those related to economic and environmental sectors. Against this overall goal, three broad lines of action are envisaged:

• Democratic public policy and sound management processes within local governments (LGs);
• Provision of high quality public services within the economic and environmental sectors that are responsive to citizens’ needs;
•  Regulatory frameworks at higher government levels enable effective public service delivery.

The Project’s territorial focus is on the North-West part of the country (including Una-Sana Canton and Prijedor region) and the North-East region (the wider Doboj-Tuzla area), covering 18 partner local governments: Bihac, Bosanska Krupa, Cazin, Doboj, Gracanica, Gradacac, Gradiška, Kalesija, Kostajnica, Kozarska Dubica, Prijedor, Prnjavor, Sanski Most, Tešanj, Teslic, Tuzla, Velika Kladuša and Žepce.

The Project is implemented in partnership with the Ministry of Foreign Trade and Economic Relations of Bosnia and Herzegovina, the Ministry of Development, Entrepreneurship and Crafts of the Federation of Bosnia and Herzegovina (FBiH), the FBiH Ministry of Agriculture, Water Management and Forestry, the Ministry for Administration and Local Self-Government of Republika Srpska (RS), the RS Ministry of Agriculture, Forestry and Water Management and both entity Associations of Municipalities and Cities (AMCs).

This consultancy will take place within the Project’s local governance component, which among other things aims to integrate the Disaster Risk Reduction (DRR) concept into the strategic and operational framework of partner local governments. MEG Project has already developed a comprehensive DRR compliance review for Tuzla and Doboj coming up with numerous recommendations for increasing local governments’ ability to reduce risk but also to plan and prepare for the eventuality of a natural disaster. With this activity, MEG Project intends to provide specific technical assistance to Tuzla Civil Protection Department building its capacity to implement more efficiently its strategic and operational documents thereby improving protection and rescue system in this locality.

Duties and Responsibilities

The Consultant is expected to firstly get acquainted with key documents, analyze training needs and current funding opportunities which will all together inform his/her future work on providing technical assistance to CP Department. Subsequently, consultant will design training program by way of adjusting existing ones to beneficiaries’ needs, deliver training to selected trainees and provide hands-on technical assistance in designing full-fledged project proposals.

More specifically, the Consultant will have the following tasks:

Task 1: Preparation of a training work plan and identification of most viable project ideas

Based on the already existing training programs previously designed for local governments, Consultant will develop training program that will be tailor-made for the beneficiaries’ needs. To that end, Consultant will familiarize him/herself with beneficiaries’ requests related to project proposal writing and other elements of PCM, review in details all relevant documents of both CP Department and MEG Project (to be provided to Consultant), and analyze current and potential project funding sources. In consultation with representatives of CP Department about their strategic and programmatic objectives and having in mind possible funding sources, Consultant will also identify at least six (6) most viable project ideas that will serve as a basis for next tasks (training delivery and development of project proposals). Project ideas needs to come out of beneficiary’s strategic and planning documents and to fit in current and potential sources of funding that are available for development of DRR system at the local level.                  

The training program should focus on the situation analysis/problem description, development of a logframe out of project ideas, project proposal writing in line with donors’ terms and preparation of a project budget.

The consultant will prepare adjusted training package for participants, including all relevant supporting materials (agenda, presentations, handouts, reference materials, evaluation forms, etc.). Consultant will present training program and project ideas to representatives of CP Department and MEG Project team and will be subject to their approval.

It is envisaged that this task will be delivered by mid-November 2017 and the level of effort will not exceed 9 expert days.

Task 2: Training delivery  

Training will be conducted by way of maximum three one-day modules for a period not exceeding two months. The training delivery will allow for active involvement of participants by using participatory training techniques, intensive group work and exercises. Throughout the training, consultant will use one of identified project ideas from Task 1 as an example and potential sources of financing, so that trainees can use acquired knowledge in practice as much as possible. Consultant will assign various tasks to trainees to be done in the period between trainings, and be available for assistance and consultation via telephone and/or e-mail.

The main target group of the training are employees of the CP Department as well as employees of other relevant organizational units in the city administration as may be determined by consultant and CP Department as primary beneficiary. 

Trainings will be organized in Tuzla and logistics for training events will be provided by MEG Project, based on the Consultant’s work plan and the agreed schedule. The Consultant will be required to organize his/her own travel arrangements to the selected training location.    After training delivery, an evaluation will be carried out by consultant covering matters such as contents, trainees, trainers and methods applied and it will be prepared in the form of a brief training evaluation report.

It is envisaged that this task will be delivered by December 15, 2017 and the level of effort will not exceed 6 expert days.

Task 3: Support in preparation of full-fledged project proposals

In the last stage of the consultancy, a hands-on support will be provided for development of three (3) full-fledged project proposals that have the highest potential to be financed. Consultant will jointly with CP Department as a beneficiary select at least three (3) project ideas (out of initial 6) having the highest potential to be financed taking into account all circumstances including beneficiary’s priorities as well as potential funding sources. Ideas, materials and documents developed in the course of training sessions will be used in the process of drafting full-fledged project proposals. 

The Consultant will be then responsible to draft, through a participatory process, full-fledged project proposals to be submitted for funding to appropriate donors. The project document should encompass all relevant elements required by the specific donator such as project purpose and objectives, activities and outputs, beneficiaries and target groups, risks, comprehensive logical framework, budget, and other elements as may be required. The Consultants will ensure a direct support (including drafting a part and/or whole document), which implies site visits and direct work with beneficiary on site, as well as continuous consultations through telephone and e-mail.

The consultants will be responsible for ensuring that project proposals fulfil administrative criteria envisaged by relevant public calls as well as the overall quality assurance of the project proposals. Draft project proposals will be submitted to CP Department for comments after which Consultant will finalize full-fledged project proposals. Consultant will prepare project proposals in English if so required by relevant donor.

It is envisaged that this task will be delivered by the end of January 2018, and the level of effort will not exceed 15 expert days.

Deliverables and timelines

The consultant is responsible for the following deliverables:

Task 1: Preparation of a training work plan and identification of most viable project ideas:

• Tailor-made training program developed including all relevant supporting materials and approved by CP Department and MEG Project; At least six (6) most viable project ideas identified in consultation with representatives of CP Department that will serve as a basis for next tasks (training delivery and development of project proposals) - Mid-November 2017, (9 expert days);

Task 2: Training delivery:  

• Organization and delivery of trainings according to agreed work plan and schedule; Training evaluation report prepared and delivered to MEG Project; Lists of participants for each training sessions collected and submitted to MEG Project - December 15, 2017,  (6 expert days);

Task 3: Support in preparation of full-fledged project proposals:

• Three (3) full-fledged project proposals drafted in line with administrative criteria envisaged by relevant calls and approved by CP Department -  End January 2018, (15 expert days);

Competencies

Corporate Responsibility and Teamwork:

• 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;
• Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
• Generates ideas and seizes opportunities to support corporate strategic objectives.

People Skills:

• Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
• Recognizes and responds appropriately to the ideas, interests, and concerns of others;
• Builds trust and engenders morale by displaying open, transparent and credible behavior;
• Respects individual/cultural differences; utilizes diversity to foster teamwork;
• Ensures others’ understanding of, involvement in, and adaptation to a change process.

Partnering and Networking:

• Communicates sensitively and effectively across different constituencies;
• Ability to work as a member of a team as well as work autonomously.

Results-Orientation:

• Plans and ensures quality results to meet established goals.

Communication:

• Formulates written information clearly and persuasively;
• Shares information openly with co-workers and partners while using discretion to protect confidences;
• Presents information in a clear and articulate manner.

Job Knowledge and Expertise:

• Understanding of local governance functions and responsibilities, especially the system of protection and rescue at the local level;
• Proven expertise and practical experience in programming and design of projects, including preparation of full-fledged project documents;
• Relevant experience in working with and training local government employees will be considered an asset;
• Familiarity and experience with key public documents, strategies, trends and practices of relevance to civil protection in BiH is considered a distinctive asset;
• Valid trainer certificate from renowned institution in the field of PCM will be considered as an asset.     
• Strong facilitation and coordination skills;
• Advanced writing skills, 

Required Skills and Experience

Education:

• University degree in public administration, international development, economics, political or social sciences or related field.

Experience:

• At least 5 years of extensive experience in delivery of technical assistance to public sector beneficiaries, preferably in area of project preparation and management;
• Excellent analytical and presentation skills, and ability to conceptualize and write concisely and clearly.

Language requirements: 

• Fluency in English and official languages of peoples of Bosnia and Herzegovina.

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);
• 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 49 points for technical criteria assessment would be considered for the Financial Evaluation.

Technical  criteria:

• Extensive experience in delivery of technical assistance to public sector beneficiaries, preferably in area of project preparation and management; Weight: 20%, Maximum points: 20;
• Understanding of local governance functions and responsibilities, especially the system of protection and rescue at the local level; Weight: 10%, Maximum points: 15;
• Proven expertise and practical experience in programming and design of projects, including preparation of full-fledged project documents; Weight: 5%, Maximum points:15;
• Relevant experience in working with and training local government employees will be considered an asset; Weight: 15%, Maximum points:10;
• Familiarity and experience with key public documents, strategies, trends and practices of relevance to civil protection in BiH is considered a distinctive asset;  Weight: 10%, Maximum points: 5;

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