Expert on Visibility and Outreach in the VRU Committee on Environmental Policy and Environmental Management

Background

Ukraine has a long list of environmental reform priorities. However, the speed of the reforms in the area of sustainable energy and environment (SEE) is slowed down by the difficulties in adopting the needed legislation related to the capacity of the Parliament and a large number of low-quality legal initiatives.

To speed up the sustainable energy and environment (SEE) related reforms, UNDP seeks to improve the capacity of the Parliament of Ukraine and enhance environmental advocacy among politicians, mass media and the public.

The Project aims to support the Parliament members and the relevant Parliament Committees (specifically, on Environmental Policy and Environmental Management and on Energy, Housing and Utilities) with quality analytical support on the legislation making, organizing stakeholders’ consultations, round tables, development of communication products, and engagement of various stakeholders into the SEE issues.

The analytical support that is provided by the Project covers a wide range of issues in the SEE area, including but not limited to: climate change mitigation and adaption; energy efficiency and security; waste management; GHG monitoring reporting and verification; green auctions; sustainable transportation; green finance and more. The overall work of the Secretariat is based on the sustainable development principles and where possible and necessary links with the Sustainable Development Goals (SDGs).

In addition, the Project aims at increasing visibility of SEE issues through implementing communications and advocacy strategy to promote the Green Agenda for Ukraine till 2030 -  the list of specific priorities in sustainable energy and environment area.

Consistent with these developments, as a part of the project document and work plan UNDP is seeking to hire a National Consultant – Expert on Visibility and Outreach in VRU (Verkhovna Rada of Ukraine) Committee on Environmental Policy and Environmental Management.

Duties and Responsibilities

MAIN OBJECTIVES OF THE ASSIGNMENT

The overall objective of the assignment is to conceptualize, design, develop and contribute to implementation of the Visibility and Outreach Strategy for Parliamentary Committee on Environmental Policy and Environmental Management to strengthen its communication capacity, enhance stakeholder engagement and increase awareness on Committee’s work on SEE issues.

DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK 

Under direct supervision of the UNDP Sustainable Development, Energy and Environment Programme Coordinator / Portfolio Manager, in coordination with the project team and in close cooperation with the Parliamentary Committee on Environmental Policy and Environmental Management, the Consultant is expected to undertake the following activities:

1. Review the background documents provided by UNDP and the Parliamentary Committee on Environmental Policy and Environmental Management to obtain a better understanding of the goals and context. Develop monthly and quarterly detailed work plan identifying timelines, activities, priorities and deliverables for the period of assignment in consultation with UNDP and VRU Committee on Environmental Policy and Environmental Management and submit to UNDP for approval

2. Develop Visibility and Outreach Strategy for VRU Committee on Environmental Policy and Environmental Management, including:

• Develop a stakeholder’s analysis and prioritize audiences.
• Define overall approach and strategy to communications, visibility and outreach activities.
• Suggest visibility/brand guidelines for the Committee, discuss with all relevant stakeholders.
• Develop key messages for each identified target group and the general public.
• Identify the most effective communication channels adapted to various target groups.
• Suggest tactics to increase stakeholder’s participation.
• Suggest indicators for monitoring and evaluation of visibility and outreach results, develop a matrix for quantitative and qualitative evaluation in order to measure the success of the strategy

3. Develop Visibility and Outreach Action Plan for 2019-2020 for VRU Committee on Environmental Policy and Environmental Management, including:

• Suggest timetable of activities, targeted campaigns in media and social networks, advocacy initiatives/campaigns on environmental legislation led by the Committee.
• Suggest calendar of relevant events to attend by Committee’s representatives.
• Develop coherent and powerful messaging around the Committee’s work and relevant events.
• Suggest indicators for monitoring and evaluation of visibility and outreach activities.

4. Provide assistance to implementation of Visibility and Outreach Action Plan for 2019-2020 by VRU Committee on Environmental Policy and Environmental Management, including:

• Support promotion of Committee’s work among stakeholders and the general public through targeted media/social media/advocacy campaigns.
• Maintain/update stakeholder’s database, provide analysis and prioritize audiences.
• Maintain/update calendar of relevant events to attend by Committee’s representatives.
• Provide support to implementation of communicational activities and awareness-raising campaigns on Green Agenda for Ukraine in joint cooperation with UNDP and VRU Committee on Environmental Policy and Environmental Management, including the Parliamentary Hearings on Environmental policy priorities and other related activities.
• Prepare draft articles, posts, stories, presentations, infographics media advisories, press releases, post-event reports, and other visibility and outreach materials to be disseminated/published by the Committee’s staff.
• Develop and/or contribute to development of visual materials and stories adapted to Committee’s social media accounts (including Facebook and Telegram)

5. Develop capacities of the responsible staff of the Committee on Environmental Policy and Environmental Management of the VRU on delivering proper communication products based on the Visibility and Outreach Strategy.

6. Contribute to the preparation of the project's progress reports, other monitoring documents and related monitoring meetings.

To ensure the delivery of the above tasks, the Consultant will:

• Liaise and ensure constant communication/coordination with UNDP regarding all aspects of the assignment.
• Submit all the deliverables for review, comments and approval to UNDP as requested.
• Hold consultations with UNDP as requested.

Deliverables

The timeframe and deliverables of the assignment are as follows:

Deliverable	Deliverable	Timeframe
Deliverable #1	Detailed Plan of Activities with the timetable for the assignment prepared, submitted to and approved by UNDP. The Consultant would be required to regularly coordinate the list of plans/deliverables with UNDP Programme Coordinator and proceed with implementation.	10 working days from the contract signing
Deliverable #2	Visibility and Outreach Strategy developed, including (but not limited to) stakeholder analysis, communication approach, visibility/brand guidelines, key messages, communication channels and monitoring indicators, discussed with VRU Committee on Environmental Policy and Environmental Management and approved by UNDP.	By 30 November 2019
Deliverable #3	Visibility and Outreach Action Plan for 2019-2020 for VRU Committee on Environmental Policy and Environmental Management developed, including Committee’s stakeholders’ database, communications content plan on legislative activity of the Committee, and the events calendar for the Committee developed, discussed with VRU Committee on Environmental Policy and Environmental Management and approved by UNDP.	By 30 November 2019
Deliverable #4	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	By 30 November 2019
Deliverable #5	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Training materials based on the Visibility and Outreach Strategy developed, at least 1 training on visibility and outreach delivered for the responsible staff of the Committee on Environmental Policy and Environmental Management Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	By 31 December 2019
Deliverable #6	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	By 31 January 2020
Deliverable #7	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	by 29 February 2020
Deliverable #8	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	by 31 March 2020
Deliverable #9	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	by 30 April 2020
Deliverable #10	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. At least 1 training on visibility and outreach delivered for the responsible staff of the Committee on Environmental Policy and Environmental Management of the VRU Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	by 31 May 2020
Deliverable #11	At least 1 advocacy campaign related to draft laws under the competency of VRU Committee on Environmental Policy and Environmental Management developed and implemented. At least 2 stakeholder consultations, meetings, briefings, press-conferences, roundtables and /or other events on key environmental policy reforms organized for VRU Committee on Environmental Policy and Environmental Management jointly with UNDP, including supporting visibility materials prepared (event announcements tailored to the selected communication channels, briefs, media advisories, photo reports, press releases and post-event reports, background materials and similar). At least 10 articles, social media posts, infographics and/or other visibility and outreach materials prepared for VRU website, Committee’s sub-page, Committee’s official Facebook page and/or other channels as planned and agreed in Visibility and Outreach Action Plan for 2019-2020. Monthly Visibility and Outreach Action Plan implementation report prepared and provided to UNDP, including Annexes with all outputs produced.	by 30 June 2020
Deliverable #12	A final report covering the whole assignment, highlighting main results achieved and proposed recommendations and all relevant Annexes with all outputs produced and accepted by UNDP.	by 30 June 2020

The satisfactory completion of each of the deliverables shall be subject to the endorsement of the UNDP Programme Coordinator (Sustainable Development, Energy and Environment).

Payments are based upon output, i.e. upon delivery of the services specified in this Terms of Reference as follows: 

• 20% of contract total value will be paid upon completion of the Deliverables 1-4 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 5 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 6 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 7 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 8 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 9 as per TOR.
• 10% of contract total value will be paid upon completion of the Deliverable 10 as per TOR.
• 20% of contract total value will be paid upon completion of the Deliverables 11-12 as per TOR.

Deliverables will be monitored and certified by the UNDP Programme Coordinator.

Monitoring/reporting requirements

The Consultant will work under the overall supervision of the Energy, Environment and Sustainable Development Programme Coordinator.

The consultant will interact with UNDP to receive any clarifications and guidance that may be needed. 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.

UNDP will be the final authority to control the quality and evaluate the work. The satisfactory completion of each of the deliverables shall be subject to the endorsement of the Programme Coordinator. Each deliverable will be delivered in a draft for comments and feedback before finalization. No reports or documents should be published or distributed to third parties without the approval of UNDP.

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). The Intermediate and Final reports should be submitted in English. 

Competencies

• Strong interpersonal skills;
• Ability to work independently and in teams;
• Awareness of the latest policy developments in the energy sector of Ukraine;
• Excellent communication skills.

Required Skills and Experience

Education

• At least Bachelor’s degree in Public Relations, Marketing, Advertising, Journalism, Communications, Management, Linguistics, Social Sciences, Political Sciences, International Relations and other related area.

Work Experience

• At least 3 years of experience in Public Relations, media, journalism, communications and/or advocacy or similar.
• At least 3 years of experience in developing visibility/outreach/branding guidelines/materials tailored to multi-channel audience proven by at least 3 samples of different kinds of developed visibility and outreach materials (infographics, presentations, leaflets, photo-reports, etc);  
• At least 1 year of prior experience working with ministries, state agencies, Parliament;
• Excellent writing skills, with analytic capacity and ability to synthesize inputs and relevant findings (proven with samples of at least 3 previously prepared articles, press announcements, press-releases, briefs, or other media-related documents, links to social media, websites, etc).
• Good knowledge and experience in use of graphic design and photo editing software (Adobe Illustrator, InDesign, Photoshop, SVG, etc.) proven by samples would be a strong asset.  
• Previous relevant experience with UNDP, other UN Agency, international organizations or donors would be a strong asset.

Language (s)

• Fluency in Ukrainian and English is required. 

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 and providing a brief information on how the work will be conducted and/or approached.
• Personal CV or P11, including information about past experience in similar projects/assignments and contact details for referees.
• Samples of at least 3 previously prepared articles, press announcements, press-releases, briefs, or other media-related documents, links to social media, websites.
• At least 3 samples of different kinds of developed visibility/outreach materials tailored to multi-channel audience (infographics, presentations, leaflets, photo-reports, etc).
• Financial proposal
• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.

FINANCIAL PROPOSAL

Lump-sum contract

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and a number of anticipated working days).  

Travel costs

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station. 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

Education - 5 points max

At least  Bachelor’s degree in Public Relations, Marketing, Advertising, Journalism, Communications, Management, Linguistics, Social Sciences, Political Sciences, International Relations and other related area

{5 pts – Specialist/Master’s degree in the relevant field; 4 pts – Specialist/Master’s degree in the relevant field};

Work Experience:

• At least 3 years of experience in Public Relations, media, journalism, communications and/or advocacy or similar - 15 points max

{15 pts – 7 years and more; 13 pts – 5-6 years; 12 pts – 3-4 years);

• At least 3 years of experience in developing visibility/outreach/branding guidelines/materials tailored to multi-channel audience proven by at least 3 samples of different kinds of developed visibility and outreach materials (infographics, presentations, leaflets, photo-reports, etc) – 15 points max

{15 pts – 5 different samples and more; 12 pts – 3-4 different samples);

• At least 1 year of prior experience working with ministries, state agencies, Parliament – 8 points max

{8 pts – 3 years and more; 6 pts – 1-2 years};

Writing skills - 15 points max

Excellent writing skills, with analytic capacity and ability to synthesize inputs and relevant findings (proven with samples of at least 3 previously prepared articles, press announcements, press-releases, briefs, or other media-related documents, links to social media, websites, etc)

{15 pts – 5 and more samples, 12 pts – 3-4 samples};

Knowledge of software - 3 points max

Good knowledge and experience in use of graphic design and photo editing software (Adobe Illustrator, InDesign, Photoshop, SVG, etc.) proven by samples

{3 pts – has experience, 0 pts – no experience};

Experience working with international organizations - 3 points max

Previous relevant experience with UNDP, other UN Agency, international organizations or donors  

{3 pts – has experience, 0 pts – no experience};

Language Skills – 5 points max:

Fluency in Ukrainian and English

{5 pts – Fluency in Ukrainian and English};

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.

Additional requirements for recommended contractor:

Recommended contractors aged 62 and older shall undergo a full medical examination including x-ray, and obtain medical clearance from the UN-approved doctor prior to taking up their assignment. The medical examination shall be paid by the consultant.

BSAFE course must be successfully completed prior to commencement of contract.