Local Consultant for the Development of Internal Organisation Rulebook of Živinice Municipal Administration

Background

PurposeThe purpose of the consultancy is to secure expert support for the conduct of the organisational analysis and the subsequent development of internal organisation rulebook for the municipal administration of Živinice.

ObjectiveThe main objective of the consultancy is to review the current organisational and staffing set-up and administrative framework of Živinice municipal administration from the viewpoint of anchoring a single development management function. This will entail proposing the necessary adjustments to the rulebook on internal organisation (including specific job descriptions), and ensuring compliance of the proposed changes to the legal framework. 

Background InformationThe Local Integrated Development Project (LID) is a joint initiative of the Delegation of the European Union (EU) to Bosnia and Herzegovina (BiH) and the UNDP in BiH implemented in cooperation with the BiH Ministry of Human Rights and Refugees, the RS Ministry of Administration and Local Self-Government, the Federal Ministry of Development, Entrepreneurship and Crafts and both entity Associations of Municipalities and Cities.The overall objective of the project is to raise standards of living and social cohesion in Bosnia and Herzegovina through inclusive sustainable socio-economic development. In that light, the specific objective is to stimulate good governance and economic activity, and promote social inclusion at the local level through integrated local development in the areas primarily affected by floods and areas with a large percentage of returnees/IDPs.To reach these objectives, the project is designed as an integrated intervention comprising two main pillars: (i) governance pillar and (ii) economic development and job creation pillar.The project envisages three inter-related results: 1) Local partnerships are capable of defining and steering effective local socio-economic development as per local needs; 2) Investment needs in target localities are addressed to deal with long-term consequences of the 2014-floods and achieve objectives of local integrated development strategies/action plans; and 3) Job creation and income generation needs of local communities are addressed, in particular for returnees and internally displaced persons (IDPs), households affected by the 2014-floods and other vulnerable groups. 

Duties and Responsibilities

Scope of workThe Consultant will perform the following tasks:

• Desk review of relevant documentation and legislation, to include entity and cantonal acts on internal organization structure and staffing;
• Field work, entailing the on-site review of the current administrative and staffing set-up of the municipality; 
• Draft new rulebook on internal organisation with specific job descriptions.

Desk review of relevant documentation and legislation, to include entity and cantonal acts governing structure and staffing

The Consultant will perform a desk-review of the documents and legislation relevant to the assignment. These will include information on the project itself; the current policy framework governing the organisation and staffing of this municipality; the local development strategy and its implementation status; relevant internal regulations and policies; the methodology on the establishment and operation of local development management unit; existing functional review report from previous assessment exercises; relevant entity and cantonal legal acts that regulate the area, etc. This task will be preceded by a meeting with the LID Project Team to discuss the methodology and the resources for the desk review.The number of days foreseen for this task is 2.

Field work, entailing the on-site review of the current administrative and staffing set-up of the municipality

The Consultant will conduct an analytical review of the existing functional review report and current administrative and staffing arrangements of the Municipality of Živinice in cooperation with technical staff designated by the respective mayor. The assessment will be driven by the need to enshrine and institutionalize the local development management function in the partner local government. In particular, the Consultant will look at streamlining municipal capacities for strategic planning, coordination of strategy implementation and monitoring and evaluation, as well as reporting. This will be accomplished through field visits to the municipality as well as structured interviews and questionnaire-based information gathering from local governments’ leadership and employees in relevant departments.Analytical review and the key findings identified under this task will serve as an immediate input for defining practical recommendations for development of the new internal organization structure.At the end of this task, the Consultant is expected to provide a brief assessment report (6-10 pages), including a practical proposal for institutionalizing the local development function with a roadmap for its establishment and/or optimisation. The entire service will be delivered in one of the official languages of BiH.

The brief report will entail, but is not limited to, the following key aspects:

• Overview of the institutional framework for local development management in the partner local government related to strategic planning, coordination, monitoring and evaluation;
• Overview of the relevant entity and cantonal legal acts that affect the organisational and staffing structure;
• Proposed model, size and graphic scheme of local development management organisational unit and its lines of communication/coordination with other departments for local administration;
• Defined mandate, roles and responsibilities and capacities/requirements for its employees;
• Concrete measures for strengthening the organisational unit/function for strategic planning, coordination, implementation, monitoring and evaluation of local development strategies;
• Action plan for implementation of recommendations, including responsibilities and deadlines and taking into consideration integrated local development strategic planning that will be under way in the municipality;
• Summary of main findings for the creation of the rulebook, to include areas not directly related to local development management. 

The time foreseen for this task is 5 days.

Draft new rulebook on internal organisation with specific job descriptions

Based on findings from tasks 1 and 2, the Consultant will develop new rulebook on internal organisation with new job descriptions where required. The new rulebook will enshrine the agreed modality for the (re)establishment and strengthening of the local development management function. In practice, this will entail the re-organisation of local administrations, and setting in place a development management unit/function as the main driver for internal coordination, implementation and monitoring of local development strategies.Given that this effort aims at changes within local administration (internal re-organisation, including new administrative unit/function, integration of new processes and tools, etc.), it is of key importance that the findings, recommendations and action plans are all agreed and accepted by local government’s leadership. Therefore, the Consultant has to ensure minimum two visits (i) information gathering and ii) presentation/agreement on recommendations) to the partner local government and regular e-mail and telephone communication and collection of feedback in between.The time foreseen for this task is 3 days.

Deliverables and timelinessThe Consultant is responsible for the following deliverables:

Deliverables (outputs) Deadline

• Desk review of relevant documentation and legislation, to include entity and cantonal acts on internal organization structure and staffing, December 2017 (2 days);
• Field work, entailing the on-site review of the current administrative and staffing set-ups of the municipality  December 2017- February 2018 (5 days);
• Draft new rulebook on internal organisation with specific job descriptions, March 2018 (3 days)

Competencies

Core values

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Shares knowledge and experience.

Core competencies

• Demonstrates professional competence to meet responsibilities and post requirements and is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Results-Orientation: Plans and produces quality results to meet established goals, generates innovative, practical solutions to challenging situations;
• Communication: Excellent communication skills, including the ability to convey complex concepts and recommendations, both orally and in writing, in a clear and persuasive style tailored to match different audiences;
• Team work: Ability to interact, establish and maintain effective working relations with a culturally diverse team;
• Client orientation: Ability to establish and maintain productive partnerships with national partners and stakeholders and pro-activeness in identifying of beneficiaries and partners’ needs, and matching them to appropriate solutions.

Required Skills and Experience

Education: 

• Advanced university degree in public administration, economics, law, engineering, political sciences, social sciences or related field.

Experience:  

• At least 7 years of relevant experience in the field of public administration reform, strategic planning, local development and local governance in Bosnia and Herzegovina, more particularly related to assistance to public institutions and conduct of assessments/functional reviews;
• Proven ability to undertake professional research using both quantitative and qualitative methods;
• Proven analytical skills and ability to conceptualise and write concisely and clearly;
• Proven skills and expertise in participatory and inclusive policy development, planning, project design;
• Proven communication and advocacy skills, and ability to work in an environment requiring liaison and collaboration with multiple actors including government representatives, donors and other stakeholders.

Language requirements:  

• Fluency in English and in the official languages in BiH.

Other:  

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

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) technically compliant, 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%

Only candidates obtaining a minimum of 49 technical points would be considered for the Financial EvaluationCriteria Weight  Max. Point

Technical 70% 70

• 7 years of relevant experience in the field of public administration reform, strategic planning, local development and local governance in Bosnia and Herzegovina, more particularly related to assistance to public institutions and conduct of assessments/functional reviews  10;
• Proven ability to undertake professional research using both quantitative and qualitative methods  30;
• Proven skills and expertise in participatory and inclusive policy development, planning, project design  30

  Financial 30% 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.