National Consultant for the Development and Delivery of Training and Technical Assistance for Municipal Councils in Local Governments of Cluster North-East

Background

The purpose of the consultancy is to enhance capacities and performance of targeted Municipal Councils (MCs), enabling individual councillors to responsibly and accountably participate in the decision-making processes. To this end, a tailored training programme will be delivered, followed by a regiment of limited on-site technical assistance. Both the training and the technical assistance will exploit and build on in-depth assessments conducted in 18 targeted MCs, undertaken within the framework of the broader evidence-based Performance Management Analysis (PMA), and administered by the MEG Project in the course of 2016 and 2017.

For the purposes of this assignment, one National Consultant for the Development and Delivery of Training and Technical Assistance for Municipal Councils in Local Governments of Cluster North-East (hereinafter Consultant) will be contracted. Additional national consultant will also be recruited to assist in the development and delivery of training in nine LGs of the North-West Cluster.

Objective

The overall objective of the consultancy is the substantial and measurable improvement, quantified by better assessment scores, in the performance of municipal councils against PMA results and across all individual partner local governments. The Consultant will, together with another expert, be responsible for the development of the advanced MC training program and will primarily be tasked with delivering training and technical assistance to the municipalities of the Cluster North-East. Each targeted local government will benefit from a series of training exercises and tailor-made technical assistance.

Background Information

Financed by the Government of Switzerland and implemented by the United Nations Development Programme (UNDP), the Municipal Environmental and Economic Governance (MEG) Project is a newly-launched 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. The expected concrete improvements the Project will contribute to are clustered in three outcomes, as follows:

• Outcome 1: Supported local governments apply effective development management systems characterized by stronger oversight of the legislative and greater accountability towards the citizens.
• Outcome 2: Citizens and businesses in target localities benefit from good quality services provided by LGs in the economic and environmental sectors.
• Outcome 3: Improved regulatory framework at higher and local government levels.

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 (LG) component, seeking to achieve significant improvements in the performance of Municipal Councils of the partner LGs.

Duties and Responsibilities

The Consultant will, together with the expert for North-West region, be responsible for the training development, and directly responsible for the delivery of training and technical assistance to MCs (committees and secretariats) of the nine targeted partner LGs, Tuzla, Kalesija, Gradacac, Gracanica, Žepce, Tešanj, Teslic, Pranjavor and Doboj (Cluster North-East).

As the basis for his/her work, the Consultant will become familiar with the relevant sections of the municipal PMA reports i.e. results, findings, recommendations and means of verification that are relevant to MCs’ performance, as well as with the Methodology for Performance-based Financial Assistance to MEG partner LG and the progress made in 2017 (all these inputs will be provided by MEG team). Limited level of coordination with the other MEG consultants, i.e. working with Citizen Participation and working on Local Governance will also be required.?

The Consultant will, jointly with the MC consultant for cluster North-West, prepare advanced training modules for the MCs (MC committees and secretariats), that are expected to address the issues and gaps identified in the performance of the MCs and facilitate sustainability of the already achieved results, while the delivery of training and technical assistance should enable the targeted MCs to bridge the remaining gap to the desired end-states (March 2019, wherever applicable and if in accordance with the policy planning cycle) as described here:

• Code of Conduct for elected officials / code of ethics adopted, putting in place procedures for the use of the provisions of the code of ethics (ethics committee, appeal procedures, complaint form) and the Ethics Committee and the MCs start to respond to citizens' complaints;
• Budget plan presented and adopted by the MCs within the statutory deadline;
• Budget reports and information on budget execution presented and approved by the MCs within the statutory deadline;
• Annual Plan for the Strategy implementation adopted regularly and timely by the MCs;
• Report on the implementation of the Strategy is submitted for adoption to the MCs regularly and on time;
• Provisions defining the councillors’ questions and procedures for obtaining answers are in place and applied;
• Councillors demand and receive timely answers to their questions and initiatives;
• The MCs start reviewing plans and reports on the work of public companies, institutions and CSOs;
• The MCs start taking an active role and propose measures to improve work of the administration and budget users / public companies and institutions with the aim of improvement of services to citizens;
• Proposed measures of the MCs work towards contributing to the improvement of water supply services in local community;
• The MCs monitors the implementation of decisions made;
• Decisions of the MCs are documented and implemented (evidence based);
• Collegium of the MCs is regularly in session and agrees the agenda for the session, and contributes to an efficient preparation of sessions;
• Sessions of the MCs are held according to the work plan, without interruptions due to lack of quorum or other political issues;
• There is a political consensus for the (timely) adoption of decisions important for local community;
• Local government functioning remains unhampered in case of a procedure initiated for a recall of the Mayor;
• Changes in coalitions and/or MCs do not affect the fulfilment of functions of the MCs during its term;
• Working bodies of the MC include external members selected in accordance with the procedures specified in the Rules of Procedure of the MC or a separate decision (public call, selection committee, criteria), who actively monitor the work of the MC and participate in the decision-making process;
• Equally qualified women are represented as external members of the working bodies of the MC and of the Mayor;
• MCs start keeping track and working on the improvement of the percentage of sessions held by the MC in the past two years that were open to the public;
• MC starts keeping track of the number of proposals delivered to them by the service users (citizens / private sector) on an annual basis, as well as the numbers of the proposals considered and/or adopted by the MA/MC, with a view to improving services in accordance with the needs of users.
• There are proven conditions for introduction of the mechanisms for direct communication between councillors and citizens (e.g. “Citizens' Hour”);
• Citizens start having direct communication with councillors by using mechanisms that are already available;

Additionally, the training modules will consider any other matters potentially relevant for the work of the MCs, as established in direct contacts with the trainees.

Moreover, basic principles of the following cross-cutting recommendations, that will be mainly addressed through the work of Citizen Participation (CP) Working Groups of partner LGs, and with the assistance of the CP Consultants as the lead consultants in the below subject matters, should be briefly integrated in the MC training program as well:

• Participation of women in the MC is in accordance with the recommended quotas under the Election Law of BiH,
• Participation of women as external members of the working bodies of the MC and of the Mayor’s cabinet,
• Placement of procedures in accordance with the Freedom of Information Access Act (index register in place, updated guide, queries are responded to, reports are prepared, responsible persons in place),
• Proactive LGs’ role in information sharing with citizens on all important events in the LG and opportunities for citizen participation in decision-making through official website of LG, bulletin board, local newsletters or other suitable means,
• Responsiveness to citizens' complaints about the quality of services, inquiries and citizen initiatives submitted according to local procedures and in line with the Freedom of Information Access Act,
• Continuous LG work on increasing the percentage of MC sessions that open to the public,
• Development and application of procedures for systematic assessment of the degree of user satisfaction (citizens, private sector) with municipal services by LG,
• Introduction of regular customer satisfaction surveys (citizens, private sector) and adaptation of services in accordance with the results by LG,
• Introduction of mechanisms for direct communication between councillors and citizens (e.g. “Citizens' Hour”).

Methodological Considerations

The Consultant is expected to develop the training program, alongside the other expert.

The total number of training modules is not expected to exceed six while the maximum number of training days for the overall program is two. Once the training, with all its modules, has been designed and vetted by the Project Team, MC in each partner LG will be matched, by the consultant, with the appropriate training module based on the findings of the PMA and the relevant progress made in 2017. This will be an individual process where the needs of each MC, will be used by the Consultant to tailor the program accordingly, choosing and delivering modules as needed. Furthermore, it is expected that no single training event will take more than a day to deliver, whether composed of one or multiple training modules. Whenever possible, training events will be merged in the interest of time and efficiency.

Following each training session, the Consultant will provide technical assistance to relevant departments/offices of LGs, and/or MC secretariat or MC committees, in the development of relevant outputs (policies, plans, procedures, mechanisms etc.) and guide them through the drafting process. Assistance will be provided on a continuous basis either in person or through phone/email. Follow-up with relevant LG stakeholders will be facilitated by LG FOs.

Timeline

The Consultant is expected to complete the development of the training program by mid-April with vetting and confirmation by the Project Team to follow no later than April 30. The training is expected to be delivered in at least two instalments starting in May and ending in December 2018. Technical assistance will be provided throughout this period and will continue until the end in March 2019.More specifically, the Consultant will have the following tasks:

Task 1: Training Program Design

During the program design phase, the Consultant will be working jointly with another consultant, preferably in a team setting. As part of this task, the Consultant will become acquainted with the PMA matrix, and corresponding sections of the individual LG PMA reports, exit consultancy reports on implementation of the MC TA in 2017, and with the Methodology for Performance-based Financial Assistance to MEG partner LGs (all these inputs will be provided by the MEG team).The Consultant is expected to design advanced training program for improvement of the MC performance in partner LGs. The program, with all its modules, must be submitted and approved by the MEG Project Manager for Task 1 to be considered complete.

It is envisaged that this task will be delivered by mid-April 2018 and the level of effort will not exceed 4 expert days.

Task 2: Delivery of training and provision of technical assistance to nine LGs

After the submission and approval of the training program, the Consultant will start delivering the training to the nine MCs in her/his area of responsibility. The Consultant will be expected to organise the training sessions with the assistance of the MEG Field Officer (FO), and to independently deliver the material. After each training, the Consultant will provide mentoring support to the trainees in developing the relevant output (code, protocol, decision, etc.) needed to elevate the score of the MC in any given area. While the Consultant will not be directly asked to produce the documents or be present throughout the process, he/she will provide substantive inputs and comments, as required (and if possible by phone or email). It is important to note that not all MEG partner LGs require the same level of effort and assistance in each field.Also, the Consultant will be responsible for the collection and submission of lists of participants during each of the training sessions.

It is envisaged that this task will be delivered by mid-December 2017 and the level of effort will not exceed 30 expert days.

Task 3: Reporting

The Consultant is expected to submit one mid-term (by 15 December 2018) and one final report for the consultancy by the end of the assignment. Both reports will include major findings and recommendations for the LGs in his/her area of responsibility.

It is envisaged that this task will be delivered by 15 March 2019, and the level of effort will not exceed 2 expert days.

Deliverables and timelines

The Consultant is responsible for the following deliverables:

Task 1: Training Program Design and Development

• Advanced training program that leads towards the desired end-state described above (under Scope of Work) designed (jointly with the other consultant) and approved by the Project Manager;?Coordinated the work with the MEG consultant teams for Citizen Participation and Local Governance training programs respectively - mid-April 2018,(4 expert days);

Task 2: Delivery of training and provision of technical assistance to nine LGs

• Organised the training sessions for the MC and, relevant LG departments with the assistance of the MEG FO, and independently delivered all the relevant training according to the following schedule:
  • Training delivery 1 - end of June 2018, (9 expert days);
  • Training delivery 2 - end of October 2018, (9 expert days);
• Collected and submitted lists of the participants for each of the training sessions delivered.
• Delivered all the relevant outputs for 2018 (policies, plans, procedures, mechanisms etc.) - Acceptance of all relevant outputs for 2018, 15 December 2018,??(9 expert days);
• Delivered all the remaining relevant outputs (policies, plans, procedures, mechanisms etc.) - Acceptance of all deliverables from the Task 2, 1 March 2019, (3 expert days);

Task 3: Reporting

• Submitted the mid-term report for the consultancy - 15 December 2018, (1 expert day)
• Submitted final report for the consultancy by the end of the assignment. The report will include major findings and recommendations for the LGs in his/her area of responsibility - 1 March 2019, (1 expert day);

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:

• Proven analytical skills and ability to conceptualize and write concisely and clearly Proven presentation skills;
• Advanced writing skills,
• Understanding of LG responsibilities, Council/Assembly functioning and citizen participation mechanisms at local level of government;
• Executes day-to-day tasks systematically and efficiently;
• Initiative and sound judgment.

Required Skills and Experience

Education:

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

Experience:

• Minimum 5 years of progressive experience in local development and local governance, work on training development and training delivery, work with municipal/cantonal councils or higher level parliaments specifically in Bosnia and Herzegovina;
• Minimum 3 years of proven experience in training development and training delivery.
• Experience in analysis, definition and implementation of local development policies, programs and budgets particularly relevant for the local level;
• Proven experience in facilitation and coaching of councilors or parliamentarians;
• Proven experience in training of LG administration on development issues.
• Progressive experience in local development, work with LG administration, municipal councils, work on development and integration of citizen participation mechanisms at local level, work with NGOs, partnership groups, focus groups, vulnerable groups etc. specifically in Bosnia and Herzegovina;
• Strong facilitation and coordination skills;

Language requirements:

• Fluency in English and official languages of peoples of Bosnia and Herzegovina (Bosnian/Croatian/Serbian).

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%

Only candidates obtaining a minimum of 49 points for technical criteria assessment would be considered for the Financial Evaluation.

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.

Technical criteria:   

• Progressive experience in local development, work with LG administration, municipal councils, work on development and integration of citizen participation mechanisms at local level, work with NGOs, partnership groups, focus groups, vulnerable groups etc. specifically in Bosnia and Herzegovina - Weight:30%, Maximum points:30;
• Proven experience in facilitation and coaching of councilors or parliamentarians - Weight: 20%,Maximum points: 20;
• Proven experience in training of LG administration on development issues - Weight:10%, Maximum points:10;
• Experience in analysis, definition and implementation of local development policies, programs and budgets particularly relevant for the local level - Weight:10%, Maximum points:10;

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