National Expert on Strategic Planning (Kramatorsk, Sievierodonetsk, Velyka Novosilkivka of Donetsk Oblast)
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The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law. Recognizing the need to urgently address reconstruction, economic recovery and peacebuilding needs in areas affected both directly and indirectly by the conflict, in late 2014 the government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations, the World Bank and the European Union conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.
UNDP has been active and present in eastern Ukraine for the past decade, prior to the conflict, with a focus on community development, civil society development, and environmental protection. Work on addressing the specific conflict-related development challenges discussed above built on this earlier engagement and established partnerships and started in 2015 through the United Nations Recovery and Peacebuilding Programme or UNRPP. The UNRPP is a multi-donor funded framework programme formulated and led by the United Nations Development Programme (UNDP) in collaboration with the government of Ukraine and in cooperation with partnering UN agencies (UN Women, FAO, and UNFPA).
The UNRPP was designed to respond to and mitigate the causes and effects of the conflict. It is based on findings of the Recovery and Peacebuilding Assessment (RPA) and is aligned to the State Target Programme for Recovery, as well as to the two oblast development strategies up to 2020. The RPP involves three pillars for action: 1) restoration of infrastructure and economic recovery; 2) support to local governance and related capacity building; and 3) social resilience and peacebuilding. It is an integral component of the UNDP Country Programme and is therefore fully aligned with the United Nations Partnership Framework (UNPF) It is closely interlinked with the Democratic Governance and Reform Programme, operating nationally and in all of Ukraine’s regions, and is consistent with the SDGs, in particular SDG 16 (Peace, Justice and Strong institutions).
As an area-based programme specifically developed for the conflict-affected areas of eastern Ukraine, the RPP addresses the key stabilization, peacebuilding, economic and governance priority needs in eastern Ukraine following the start of the conflict. It takes into account the opportunities that have arisen from the Minsk Protocol of September 2014 and the renewal of its cease-fire provisions (the latest cease-fire having been agreed in March 2018) and is also fully adjusted to the humanitarian-development nexus.
The Programme’s interventions are grouped under the following key Programme components, which reflect the region’s priority needs:
Component 1: Economic Recovery and Restoration of Critical Infrastructure
Component 2: Local Governance and Decentralisation Reform
Component 3: Community Security and Social Cohesion (CSSC).
The Programme, which operates on the basis of a pooled funding arrangement, follows a multi-sectoral programme-based approach and is implemented using an area-based methodology. With the current project, it is a unifying interventions framework for 10 projects funded by 11 international partners and is worth about $80 million (2019-2022).
In October 2018, four UN agencies (UNDP, UN Women, FAO and the UNFPA) countersigned a new joint project document, funded by the EU. The overall objective of the project is to restore effective governance and promote reconciliation in the crisis-affected communities of Donetsk and Luhansk regions of Ukraine, thereby enhancing the credibility and legitimacy of local governments in the government-controlled areas (GCAs) of the regions. It will contribute to peace build and prevent the further escalation of conflict in Ukraine through effective and accountable decentralisation, gender-responsive recovery planning, and equal access to services, as well as enhanced community security and social cohesion.
This endeavour will be achieved through the pursuit of the following specific objectives:
- To enhance local capacity for gender-responsive decentralisation and administrative reforms to improve governance, local development and the delivery of services.
- To stimulate employment and economic growth by providing assistance for Micro, Small and Medium Enterprise (MSME) development through demand-driven business development services and professional skills training.
- To enhance social cohesion and reconciliation through promotion of civic initiatives.
- To support sector reforms and structural adjustments in health, education and critical public infrastructure to mitigate direct impacts of the conflict and enhance the capacity of governmental authorities for national coordination of actions to cope with emergencies arising from the conflict zone.
- To support the implementation of the European Investment Bank’s Early Recovery Programme.
One of the priorities of the project in that regard is to support the process of development strategic planning by communities, whereas communities shape their future and determine the stages of its achievement. It involves identifying available resources and related favorable development factors. This process involves the elaboration of strategic documents, which play an important role in the development of the communities not only seeking to attract new private sector investments, but also to develop their infrastructure, create conditions for efficient land use and work towards addressing environmental problems.
Duties and Responsibilities
2. MAIN OBJECTIVES OF THE ASSIGNMENT
UNDP is looking to contract a National Expert on Strategic Planning (hereinafter referred to as “Consultant”) to design the Development Strategy for Velyka Novosilkivka Community (further – Strategy). The consultant will also elaborate the Implementation Plan of the mentioned Strategy (IPDS), as well as the evaluation and monitoring system. The consultant should also adapt the Strategy to the sustainable development goals in close cooperation with local administration, UNDP and other relevant stakeholders.
It is envisaged that the consultant will perform their duties according to the following framework:
- Related workplans, timeframes, methodologies and relevant data assessment should be agreed with UNDP;
- The elaboration of the Strategy, as well as the IPDS of the mentioned strategy will be provided according to the methodology. This also should consider the relevant legislation of Ukraine governing the decentralisation processes, as well as international standards and regulations, including the integration of UN Sustainable Development Goals 2030. Integrate human rights and gender equality into the analysis and development of targets, baselines and indicators in the Strategy;
- Final documents and presentation of the Strategy and IPDS should be approved by the UNDP.
For better cooperation with the National Experts on Strategic Planning, covering other target communities, where the Development Strategies will be elaborated, a Working Group (WG) of Experts will be established by the UNDP and will be coordinated by the National Coordinator on Strategic Planning. The main purpose of the WG of Experts is to provide an effective exchange of the experiences of the target communities under the UN RPP Component 2 “Local Governance and Decentralisation Reform”.
3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK
The consultant is expected to perform according to the suggested scope of the work framework, however, the consultant may suggest their own methodology. The framework is as follows:
- Preparatory activities.
- Assess the socio-economic situation of the target territory.
- Develop and agree with National Coordinator on Strategic Planning as well as with UNDP a complete methodology for the assignment implementation (elaboration of socio-economic development strategies) in selected community, including:
- integration of gender-based and vulnerability-based data,
- a mechanism of sharing the planning results at local, regional and national levels.
- Draft a "situational analysis" as part of the strategic planning process based on existing UNDP analytical documents (document analyses on local socio-economic development) in selected communities.
- Conduct strategic sessions and workshops with stakeholders, resulting in a strategic plan that is widely accepted by the stakeholders.
- Prepare the short version of the Strategy for printing (the size and the structure of the short version of the Strategy will be agreed during the adoption of the methodology).
- Finalize activities.
1) Preparatory activities
The consultant will take part in the WG of Experts, which will be initiated, organized and conducted by the UNDP in order to discuss a common algorithm of actions/activities and expected/obtained results.
The consultant will develop and agree with the UNDP on detailed methodology of the strategy designing process of Velyka Novosilkivka Community together with the IPDS, while taking into account gender-based aspects and approaches aimed at ensuring human rights and environmental safety. Additionally, the consultant will develop an expert work schedule with specific activities, expected results and success indicators.
It is also expected that the consultant will provide all necessary support to the local authorities in the official launching and approval of the project`s activities in the hromada (i.e. the preparation of all necessary documents, letters, provision of technical support, etc.).
The consultant will provide support to the basic communication activities (questionnaires, booklets, announcements etc.), as well as information campaigns in the community (via media, the Internet, booklets, and announcements). All communication activities should be agreed upon with the UNDP.
2) Assessment of the socio-economic situation of the territory
The consultant will perform a desk research and several rounds of interviews with key stakeholders to understand the current profile of the territory and draft a long list of potential improvement ideas.
The following activities will be performed during this stage:
- Performing in-depth analyses to define the current hromadas` profile:
- Current plans of the territory (current budget, perspective directions, existing planning documents and development programs);
- Economy and job structure;
- Major habits prevalent in the territory;
- PESTEL (Political, Economic, Social, Technical, Environmental, Legal) analysis, including:
- Political cluster analysis to map precise authority regulations and policy;
- Economical cluster study to identify people’s income and the ways it is generated; assess authority’s financial capabilities; analyze the structure of the hromadas` economy and jobs, skills available by workforce, and the wealth/income situation of citizens;
- Social cluster examination to specify demographic and cultural aspects (i.e.., living conditions, education, consumer debt and labor, tourism development, and cultural offerings, such as heritage);
- Technological analysis to determine the level of technological developments and assess the status of infrastructure and industrial structures;
- Environmental cluster study to consider the local, national and international environmental issues in terms of infrastructure advancements.
- Legal cluster analysis to understand national legislation in terms of city development.
- Creating a SWOT (strengths, weaknesses, opportunities and threads) profile of the territory;
- Creating a long list of new ideas for the territory for the next five years, including ideas on potential mission/vision statements.
3) Conducting strategy sessions/workshops with stakeholders to arrive at a commonly accepted strategy
During the third stage of the project the consultant will create and coordinate together with the UNDP’s Working Group on Strategy Development (WGSD) in the community, which will consist of all relevant stakeholders.
At least twelve meetings of the working group will be conducted to:
- formulate and discuss the results of the current social-economic situation;
- formulate and discuss forecasts and scenarios of community`s development;
- formulate a strategic vision of the community;
- prepare a draft structure of strategic and operational goals and objectives of the Strategy;
- prepare a list of the priority development projects that meet the objectives of the Strategy, as well as the draft project forms;
- develop a draft of IPDS of the community;
- adapt the goals and objectives of the Strategy to the SDGs;
- elaborate Strategy’s monitoring and evaluation system;
- approve the final versions of the Strategy and IPDS;
- conduct the extended sessions of the WGSD in order to present and discuss the Strategy;
- and 12 - consider other necessary topics for discussion.
Minutes of the WGSD meetings, including a descriptive report of the events and list of the participants, will be submitted by the National Expert on Strategic Planning to the National Coordinator on Strategic Planning and UNDP.
Due to the restrictive/preventive measures connected with COVID-19 pandemic or any other possible tough conditions, the WGSD meeting can be conducted online.
However, any replacement of the meeting with a similar one in remote mode (online) should be approved by UNDP in advance.
If the remote mode is applied, all the video records of WGSD meetings should be submitted to National Coordinator on Strategic Planning.
4) Finalizing activities
The Strategy will be compiled and presented to the community at public hearings. It is expected that the consultant will provide all necessary support to local administration in conducting the aforementioned public hearings. The consultant will organize the collection of the feedback. After the feedback will be collected, needed changes (if any) will be implemented in the document.
Additionally, the consultant will develop and provide the UNDP with written guidance for the Strategy’s implementation/monitoring and provide technical and methodological advice and recommendations in the initiating and institutionalization of appropriate strategy implementation and monitoring structures (at least 3 A4 pages of Calibri font 10).
The consultant is expected to provide all necessary support to the local authorities in approval of the documents according to the relevant legislation.
The National Expert should also prepare the case for the manual «Integrated approach to community development strategizing» and submit it to the National Coordinator on Strategic Planning and to UNDP (at least 10 A4 pages of Calibri font 10).
5) Elaboration of the short version of the Strategy
The National Expert is expected to elaborate the short version of the Strategy for printing and submit it to UNDP for approval.
At the end of assignment, the consultant shall prepare a final report with clear description of fulfilled tasks and achieved results, including recommendations on the next steps for further support and development of Velyka Novosilkivka Community to achieve sustainable development. The report must be reviewed and approved by the UNDP’s designated supervisor.
Deliverable 1 includes:
Initial desk research performed, which includes:
Based on the desk research, the analytical report on the social-economic situation of the community prepared (at least 10 A4 pages of Calibri font 10), as well as an overview of the existing local development programs and plans (at least 5 A4 pages of Calibri font 10).
6 weeks from the start of the contract
Deliverable 2 includes:
16 weeks from the start of the contract
Deliverable 3 includes:
26 weeks from the start of the contract
Deliverable 4 includes:
36 weeks from the start of the contract
Deliverable 5 includes:
38 weeks from the start of the contract
5. MONITORING/REPORTING REQUIREMENTS
The consultant will work under the overall guidance of the Programme Coordinator and direct supervision of the UNDP Social-Economic Development Specialist. The consultant, through weekly meetings, will report directly to both the UNDP Social-Economic Development Specialist and Programme Coordinator.
The consultant will regularly participate in Project meetings (by Skype) and will share his/her work progress. Moreover, the consultant must provide one Inception Report, three Interim Reports and one Final report - in accordance to the schedule covered in this ToR. Interim Reports will include work progress, as well as issues to be addressed, while the Final Report will include the achievements, lessons learned, and recommendations for further actions.
6. PROPOSED PAYMENT SCHEDULE
The UNDP will pay the negotiated amount in five tranches according to the following payment schedule:
- the first payment upon submission and approval of the Inception Report (20%);
- the second payment upon submission and approval of the 1st Interim Report (20%);
- the third payment upon submission and approval of the 2nd Interim Report (20%);
- the fourth payment upon submission and approval of the 3rd Interim Report (30%);
- the fifth payment upon submission and approval of the Final Report (10%).
The payments will be paid upon the full completion and acceptance of the contract’s obligations, whereupon the Programme Coordinator signs the certification of acceptance.
7.MINIMUM QUALIFICATIONS AND EXPERIENCE:
- Master’s Degree/Specialist in Management, Law, Marketing, Economics, Social Science or other related fields.
- 3 years of proven experience in elaboration of the development strategies of communities, relevant implementation plans and monitoring and evaluation plans (2 examples of the mentioned documents connected with the previous similar type of activities – to provide documents or link to the documents published);
- At least 5 years of experience working in or with government structures, civil society organizations or international organizations;
- Fluency in Ukrainian/Russian, working knowledge of English is an advantage.
Competencies of the consultant:
Ethics & Values:
- Demonstrating and promoting the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.
- Ability to lead formulation, design, oversight of implementation, monitoring and evaluation of development projects.
- Ability to lead strategic planning, change processes, RBM and reporting.
- Developing and empowering people; coaching and mentoring:
- Self-development, initiative-taking;
Working in Teams:
- Acting as a team player and facilitating team work;
Communicating Information and Ideas:
- Facilitating and encouraging open and effective communication within the team;
- Delivering verbal/written information in a timely, clear, organized and easy-to-understand manner;
- Informed and transparent decision making;
- Accepting responsibility and accountability for the quality of the outcome of his/her decisions.
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Treats all people fairly.
8. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
Applicants shall submit the following documents:
Personal CV including information on experience in similar projects / assignments and contact details for referees.
Financial proposal using the UNDP’s template.
Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.
At least 2 examples of the developed strategies of communities, relevant implementation plans and monitoring and evaluation plans – soft copy of the documents or the link to the document published
9. 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 installments 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.
The consultant will be responsible for all personal administrative expenses associated with undertaking this assignment, including office accommodations, printing, stationary, telephone and electronic communications, and report copying.
Also, the consultant is supposed to anticipate the potential expenses associated with support of the basic communication activities (questionnaires, booklets, announcements etc.), as well as information campaigns in the community (via media, the Internet, booklets, and announcements).
All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel in higher class, he/she should do so using their own resources. In cases 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.
The consultant is expected to anticipate the travel cost associated with at least 17 trips to the targeted communities as per the assignment.
Required Skills and Experience
10. EVALUATION OF Applicants
- Master’s Degree/Specialist in Management, Law, Marketing, Economics, Social Science or other relevant related fields –13 points max obtainable (Master’s Degree/Specialist – 10 points; PhD or candidate – 13 points).
- 3 years of experience in elaboration of the development strategies of communities, relevant implementation plans and monitoring and evaluation plans – 25 points max obtainable (2 examples of the mentioned documents (submitted with proposal or link to the document published – 17 points, 3 or more – 25 points).
- At least 5 years of experience working in or with government structures, civil society organizations or international organizations– 25 points max obtainable (5 years of experience – 17; 5- 7 years of experience – 20 points, more than 7 years – 25 points).
- Fluency in Ukrainian/Russian – 7 points max obtainable (Fluency in Ukrainian/Russian – 5 points; working knowledge of English – 2 points).
11. EVALUATION METHOD:
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.