International Consultant ( Organizational/Functional Review and Reform Expert for the Ministry of the Interior of the Islamic Republic of Afghanistan) UNDP-TSM Project
UNDP Global Mission Statement:
The United Nations Development Programme (UNDP) is the UN’s global development network - an organization connecting people around the world to knowledge, experience and resources to help build a better life. UNDP is on the ground in 166 countries, working with national counterparts to develop in-country solutions to national and global development challenges.
UNDP Afghanistan Mission Statement:
UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government of the Islamic Republic of Afghanistan (GIROA), other UN agencies, the donor community and other development stakeholders, has contributed to institutional development designed to impact the daily lives of Afghan citizens. Over the years UNDP support has impacted milestone efforts, including the adoption of the Afghanistan Constitution, Presidential, Parliamentary and Provincial Council elections, and capacity-building for the legislative, judicial and executive arms of the State, including Ministries, Government agencies and commissions at the national and sub-national levels. Major demobilization, disarmament, rehabilitation and area-based livelihoods and reconstruction programmes have been implemented nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan (UNAMA) and the UN system to maximize the impact of its development efforts on the ground;
Based on consultations conducted between UNDP, the GIROA and donors during 2017, a growing view emerged that the scope of LOTFA should be expanded to include the entire justice chain (police, courts and prisons) and cover all institutions across the entire Rule of Law sector, with an increased focus on anti-corruption. Simultaneously, the LOTFA structure has been revised to bring it more in line with international standards and best practices on Trust Fund management and administration. LOTFA will most likely move before the end of 2018 under the structure of the Multi- Partner Trust Fund (MPTF) Modalities;
The new Trust Fund Terms of Reference (TOR) and Strategic Framework are intended to be approved by the LOTFA Steering Committee in December 2018. As the revised LOTFA TOR becomes effective, management arrangements for the Trust Fund will also be finalized.
Organizational context of the position:
Civil service reform remains a critical priority for improving the organizational effectiveness of the Ministry of Interior Affairs (MOIA) and the Afghan National Police (ANP) in Afghanistan. Within this context, the key objective of civil service reform is to allow professionally qualified civil servants to administer and manage core ministry/Backoffice functions including finance, budget, procurement, logistics and other technical fields, thereby allowing MOIA’s uniformed personnel (i.e. sworn police officers) to focus on the delivery of rule of law services to Afghan citizens. While several attempts have been made to develop HR reform strategies and plans since 2015, each of these have yielded sub-standard results. Therefore, UNDP, in close coordination with MOIA and international partners, proposes to undertake a careful review of these efforts in order to develop a new, harmonized strategy and methodology that aligns to national civil service laws and policies as well as the contextual environment within MOIA;
The consultant will work closely with a wide range of actors, including the Rule of Law and Human Security (ROLHS) Unit, implementing partners and other Afghan institutions, the UNDP Country Office, the international community, as well as expert networks active in the country;
The consultant will ensure close collaboration and consultation with the Country Office’s Programme Unit, which will provide guidance throughout this assignment. The consultant will work as a member of the ROLHS team and in close collaboration with project development specialists;
The nature of the assignment requires the Consultant to work closely with the Afghanistan MOIA, and to work closely with its key General Directorates which will be identified following consultation processes.
The Consultant will closely work with the Independent Administrative & Reform Civil Services Commission, which is providing technical support to the Ministry of Interior in its civil service reform process.
Duties and Responsibilities
Objective of the assignment
- The consultant will be responsible for a thorough review of past and existing organizational and HR change processes conducted recently within MOIA and provide analytical opinion on the: quality and utility of methodology used; management and decision-making structures established; workflow process followed and any implementation mechanisms that were put in place;
- Following analytical work, the Consultant will be responsible for developing options and recommendations on a fit-for-purpose methodology and strategy for undertaking an independent organizational assessment / functional review in support of MOIA’s civil service reform agenda;
- Provide reasonable recommendations to UNDP Afghanistan and MOIA on a strategic approach in support of reform and capacity building processes in the MOIA including on new programme/project development.
- Undertake a thorough analytical review of the existing reports, documents of existing organizational and HR change processes conducted recently within MOIA to build a clear understanding of the civil service reform agenda in the context of Afghanistan;
- Hold consultations with the ROLHS unit, the MOIA leadership, advisors, and all relevant Directorates to validate internally the results of the organization review processes conducted in the past as well as help identify an appropriate methodology, timeline, and realistic objectives for future organizational/functions reviews. This will contribute to the baseline evidence for future MOIA reforms, help manage expectations, and build trust and national ownership;
- The Consultant will prepare a comprehensive methodology for organizational/functional review taking into account existing and available data and MOIA’s priorities as well as build a realistic Roadmap/Strategy for implementation of this process;
- Orient key stakeholders on the proposed methodology and implementation strategy;
- Prepare a Terms of Reference and support the development of a Request for Proposals (RFP) in support of implementing the new methodology and/or strategy, as may be required;
- Provide strategic advice to the ROLHS unit and the MOI on civil service reform;
- Advise UNDP and MOI regarding a sensitization and advocacy strategy related to the implications of the Organizational Review.
- Provide technical assistance to the ROLHS project development team in designing and outlining future organizational and HR reform interventions;
- Consult and update team members, donors and stakeholders at every stage of the assessment process.
Deliverable 1: Inception report and work plan, 5 working days (10%).
Deliverable 2: Options paper and presentation outlining different methodologies and implementation modalities for undertaking an organizational/functional review of MOIA. The Options Paper should draw from a deep analysis of past efforts, documentation review, stakeholder consultations and reference to international best practices. 17 working days (25%).
Deliverable 3: Detailed Organizational/functional review methodology (based on stakeholder’s endorsement of the recommended option), a Roadmap/Implementation Strategy for guiding execution and orientation training to key stakeholders. Where applicable, this may include the development tools and/or TORs and RfPs for appropriate vendors. 22 working days (30%).
Deliverable 4: Final report on summary of key findings and recommendations on next steps to support civil service reform in MOIA. 22 working days(35%).
Payments under the contract will be linked to deliverables and made on receipt of the specific milestones indicated above, and including a timesheet according to UNDP procurement formats for individual contractors.
The International Consultant will work under the overall supervision of the Chief, ROLHS Unit. The Consultant shall also work in close collaboration with other members of the UNDP ROLHS Unit and other Programme/ Thematic Units within the UNDP Country Office (Governance and Livelihoods);
The ROLHS Unit will provide office space, internet, and logistical and other support services including transport and security for UNDP international personnel. However, the consultant is expected to bring his/her own laptop and mobile phone and meet local communications costs (ROLHS Unit will provide a local pre-paid SIM card). Costs to arrange meetings, workshops, travel costs and DSA during field visits (if any), etc. shall be covered by the ROLHS Unit.
Duration of the Work
The deliverables under this contract shall be completed within 4 months (With Maximum 66 Working days) after the signing of the contract, including all.
Work will be carried out in-country. The duty station for the contractor is Kabul, Afghanistan. When in Kabul, the Consultant will be based at MOI and report regularly to the ROLHS Unit (UNOCA) during working hours, security conditions permitting. The Consultant will follow the working hours and weekends applicable to UNDP CO staff. The Consultant movement for meetings and consultations shall be coordinated by the ROLHS Unit. The Consultant at all times required to observe UNDP security rules and regulations.
- Promotes ethics and integrity and creates organizational precedents;
- Builds support and political acumen;
- Builds staff competence and creates an environment of creativity and innovation;
- Builds and promotes effective teams;
- Creates and promotes environment for open communications;
- Leverages conflict in the interest of UNDP and sets standards;
- Shares knowledge across the organization and builds a culture of knowledge sharing and learning.
Required Skills and Experience
Required expertise and experience:
- Master’s Degree in Public Administration, Organizational Development and HRD management or other related fields;
- At least 10 years of in-depth knowledge and work experience in the public administration and/or civil service reform processes, preferable with additional experiences in security, justice and broadly rule of law sectors;
- Hands-on experience conducting institutional/organizational design, capacity assessments, functional reviews and HR reform processes;
- Excellent coordination and communications skills with ability to convince, convey and advocate;
- Previous experience with UN/ specialized agencies and/or international development organizations preferred;
- Experience working in fragile or conflict-affected states. Experience and expertise in post-conflict reform of law and order institutions desirable.
- Excellent written and oral English.
PRICE PROPOSAL AND SCHEDULE OF PAYMENTS
The Contractor shall submit a price proposal as below:
- The initial contract will have 4 Months (With maximum 66 working days);
- Daily Fee – The Consultant shall propose a daily fee which should be inclusive of his professional fee, local communication costs. The number of working days for which the daily fee shall be payable under the contract is up to 66 working days;
- UNDP will provide accommodation free of charge to the Consultant. The Consultant is NOT allowed to stay in a place of his choice other than the UNDSS approved locations. UN will provide MORSS compliant accommodation in UNOCA to the Consultant;
- Travel & Visa – All airfare and travel arrangement within Afghanistan will be covered by the project. Costs for Two round trips to and from the duty station, including visa on arrival charges, should be included in the consultant’s financial proposal and daily rate.
- The Contractor will be paid on daily basis based on the signed timesheet and achievements of the deliverables indicate above.
EVALUATION METHOD AND CRITERIA
Individual Consultants will be evaluated based on the following methodology:
- Cumulative analysis
The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:
- Responsive/compliant/acceptable, and
- 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 (70% of the total technical points) would be considered for the Financial Evaluation.
Technical Proposal (40 marks)
- Technical Approach & Methodology (25 marks) – This explains the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach;
- Work Plan (15 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.
Qualification and Experience (30 marks) [evaluation of CVs for shortlisting]
- General Qualification (10 marks);
- Experience relevant to the assignment (20 marks);
Documents to be included when submitting the proposals
Interested individual Consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:
- Duly accomplished confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II) as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
- Personal CV indicating all experience from similar assignment relevant to the assignment.
- Brief description of why the individual considers him/herself as the most suitable candidate for the assignment;
- A methodology and Work plan on how they will approach and complete the assignment and work plan as indicated above.