Head of Parliamentary Reform Office

Background

The EU-UNDP Parliamentary Reform Project (PRP) is aimed at strengthening the functioning of the Ukrainian Parliament, the Verkhovna Rada of Ukraine, its working bodies, MPs and Secretariat (VRU), to become a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation. The project strategy is aligned with the priorities of the EU’s Single Support Framework for Ukraine 2018 – 2020, the Government of Ukraine – UN Partnership Framework 2018–2022, and the UNDP Country Programme Document 2018 – 2022. It is built on achievements and lessons learnt of the EU-UNDP Rada for Europe project (2016-2018) and will continue to support parliamentary reform, including through promoting the implementation of the recommendations of the 2016 Needs Assessment Mission (NAM). For the continuation of parliamentary reform, top level leadership and political ownership is key, which will be assured through continuous high-level consultations with relevant stakeholders and full transparency of project implementation.

The project is an EU-funded initiative strongly connected to UNDP’s Democratic Governance Programme and comprises of three components. Component One, #Rada4Reforms, will focus on fostering the parliament’s role in the overall reform process with a particular emphasis on improvement of the legislative process and parliamentary oversight, by providing comprehensive expert support to the implementation of the VRU Roadmap for Internal Reform and Capacity Building, improving the quality draft law expertise and impact assessment, and enhancing parliamentary monitoring.

Component Two, #RadaPro, will support the professional modernization of the parliamentary Secretariat, through the finalisation and implementation of its strategic development plan and comprehensive human resource development, including in the Committee Secretariats, along the lines of broader public administration reform (PAR) and the law "On Civil Service".

Component Three, #Transparent&Service-OrientedRada, by making use of new technologies for communications, civic education and participation in coherence will build stronger transparency and accountability links between parliament and citizens with special focus of increasing public trust to the Ukrainian Parliament.

To provide more targeted support to parliamentary reforms the Parliamentary Reform Office (PRO) will be established within the EU-UNDP Parliamentary Reform Project, serving as an advisory group to the Leadership and Secretariat of the Verkhovna Rada of Ukraine (VRU) under the general supervision of the VRU Chairperson. PRO operates based on the Resolution of the Chairperson of the Verkhovna Rada of Ukraine “On Parliamentary Reform Office” and provides support to parliamentary reforms aimed at strengthening the functioning of the Ukrainian Parliament, including its Secretariat , as a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation.

In this context, the United Nations Development Programme is recruiting a Head of Parliamentary Reform Office with relevant experience and track record.

The Head of Parliamentary Reform Office will be directly responsible for day-to-day management and coordination of the PRO activities in line with the parliamentary reform priorities and PRO Work Plan. He/she will also be responsible for e-governance and communication issues, coordinating PRO activities related to communication, civic education and IT-management within VRU Secretariat.

Duties and Responsibilities

Duties and Responsibilities:

Under the direct supervision of the Project Coordinator and in close cooperation with appointed officials of the VRU Secretariat, the incumbent will perform the following functions:

• Design, manage, coordinate and lead PRO activities on strategic level as well as on the day-to-day basis;
• Ensure development and implementation of the PRO work plan activities within the agreed timescale;
• Maintain regular communication and provide proper reporting to the leadership of the VRU and VRU Secretariat;
• Define and develop key responsibilities and scope of work for the PRO Deputy Heads and coordinators;
• Ensure the effective management of the PRO team;
• Lead the team of PRO coordinators in the area of Parliamentary e-governance and Transparency;
• Ensure effective communication and partnership with national and international counterparts, donors and civil society;
• Ensure full compliance with the applicable communication policies & procedures of EU, UNDP and based on the VRU's Communication Strategy;
• Contribute to the preparation of the project's progress reports and related monitoring meetings.

Measurable outputs of the work assignment/deliverables:

• PRO deliverables on (i)Legislative Processes and Parliamentary Oversight, (ii)Institutional Reform and Capacity Building, and (iii)Parliamentary e-governance and Transparency are timely achieved, with an emphasis on measurable results and quality, and properly reported;
• Terms of reference for PRO Deputy Heads and coordinators developed - 14 June 2019, 1 December 2019;
• Annual Work Plan for PRO is developed and discussed with the VRU stakeholders - 1 July 2019;
• Work Plan progress reports are provided to the EU-UNDP Parliamentary Reform Project Coordinator - monthly; to the Consultative and Oversight Board - 20 August 2019, 20 November 2019, 20 February 2020;

Performance Indicators for evaluation of results:

• PRO activities on (i)Legislative Processes and Parliamentary Oversight, (ii)Institutional Reform and Capacity Building, and (iii)Parliamentary e-governance and Transparency are implemented in a timely fashion with an emphasis on measurable results and quality, and properly reported;
• Number of policy papers, strategies, plans, pieces of legislation developed in cooperation with the VRU stakeholders;
• Timely submission of the regular performance reports.

Monitoring / reporting requirements:

Work-progress reporting/monitoring meetings will be held with the consultant on a regular basis. UNDP will be the final authority to control the quality and evaluate the work. No reports or documents should be published or distributed to third parties without approval of UNDP.

The consultant will work under the overall supervision of Project Coordinator.

The consultant will interact with UNDP Programme Coordinator and CO staff to receive any clarifications and guidance that may be needed. He/she will also receive all necessary informational and logistical support from UNDP Country Office and the Project. On a day-to-day basis, consultant’s work will be supervised by the Project Coordinator.

The satisfactory completion of each of the deliverables shall be subject to endorsement of the Programme Coordinator.

The Consultant will duly inform UNDP of any problems, issues or delays arising in the course of implementation of assignment and take necessary steps to address them.

All reports and results are to be submitted to the UNDP in electronic form (*.docx, *.xlsx, *.pptx, and *.pdf or other formats accepted by UNDP).

Competencies

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

Experience and qualification requirements

Education

• At least Master’s degree or equivalent in political science, public administration, law, information technologies, international relations, social sciences or related field;

Experience

• A minimum of seven years of professional work experience in parliamentary activities, including actions linked to parliamentary development, at the national and/or international level, or related area;
• A minimum of three years of leading /coordinating a team of experts and / or project management;
• Experience in cooperation with international organisations and non-state actors would be an asset;
• Experience in public communications, institutional openness and dialogue will be a strong asset;

Languages

• Fluency in English and Ukrainian languages is required

Skills

• Strong managerial and leadership skills, notably planning, organizing, coordinating and controlling, problem solving and decision-making;
• Mature judgment combined with a proactive, energetic approach to problem solving; excellent interpersonal skills;
• Ability to effectively organise the work of the team and provide high- impact performance feedback to the team members;
• Ability to ensure effective cross functional cooperation within vibrant stakeholder's environment;
• Good understanding of UA political environment, parliamentary reform and familiarity with the NAM recommendations;
• Ability to work under pressure and meet deadlines;
• Excellent analytical skills- provide not less than 2 samples of recent reports/analytical papers;
• Excellent writing, proficient communication and organization skills

Documents to be included when submitting the proposals

• Letter of interest/proposal, explaining why the applicant considers him- or herself the most suitable for the work;
• Personal CV or P11, including information about past experience in similar projects / assignments and contact details for referees;
• Not less than 2 samples of recent reports/analytical papers;
• Financial proposal;
• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.

Financial proposal

 Contracts based on daily fee

The financial proposal will specify the daily fee and payments will be made to the Individual Consultant based on the number of days worked.

Travel costs

Should any travel be necessary in connection to this TOR, UNDP will reimburse the expenses based on the duly authorized travel details, including travel and per diems.  In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Evaluation criteria

• Educational background – 10 points max

{10 pts – PhD degree in the relevant field; 8 pts – Master’s degree in the relevant field};

• Relevant professional experience (A minimum of seven years of professional work experience in parliamentary development at the national and/or international level, or related area) – 35 points max

{35 pts – 11 years and more; 32 pts – 9-10 years; 28 pts – 7-8 years);

• Relevant expertise (A minimum of three years of leading /coordinating a team of experts and / or project management) – 15 points max

{15 pts – 7 years and more; 12 pts – 5-6 years; 9 pts – 3-4 years};

• Prior experience in cooperation with international agencies and civil society organizations – 3 points max

{3 pts - 1 year and more, 0 pts – less than 1 year};

• Previous experience in public communications, institutional openness and dialogue – 3 points max

{3 pts - one or more assignments; 0 pts – no experience};

• Language Skills – 4 points max

{4 pts – Fluency in English and Ukrainian};

Maximum available technical score - 70 points.

Evaluation method

Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative 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 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.