154_National Expert on Functional Analysis: Evaluation and Review of Management Systems and Organizational Development Plan for the Milove TC (territorial community) in Luhansk oblast

Background

1. Background information

The United Nations Development Programme (UNDP) has been actively working in eastern Ukraine for the past decade, prior to the conflict, focusing on community and civil society development, and environmental protection.

Since 2015, upon request from the Government of Ukraine, UNDP started its work on addressing conflict-related challenges by early engagement, establishing partnerships through the United Nations Recovery and Peacebuilding Programme (UN RPP). The UN RPP is a multi-donor funded framework programme, jointly implemented by four UN partnering agencies: UNDP, UN Women, FAO, and UNFPA in cooperation with the government of Ukraine.

The UN RPP was designed to respond to and mitigate the causes and effects of the conflict. The UN RPP is an integral component of the UNDP Country Programme. It is fully aligned with the United Nations Partnership Framework (UNPF), closely interlinked with the Democratic Governance and Reform Programme, operating national wide and in all of Ukraine’s regions.

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.

The Programme is pooling funds employing a multi-sectoral programme-based approach and is implementing using an area-based methodology and unifying interventions framework for 12 projects funded by 12 international partners.

In October 2018, four UN agencies (UNDP, UN Women, FAO and the UNFPA) had 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 oblasts of Ukraine, thereby enhancing the credibility and legitimacy of local governments in the government-controlled areas (GCAs) of the oblasts. It will contribute to peacebuilding and prevent further escalation of conflict in Ukraine through effective and accountable decentralization, 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

1. To enhance local capacity for gender-responsive decentralization and administrative reforms to improve governance, local development, and the delivery of services.

2. To stimulate employment and economic growth by assisting in Micro-, Small- and Medium Enterprise (MSME) development through demand-driven business development services and professional skills training.

3. To enhance social cohesion and reconciliation through the promotion of civic initiatives.

4. To support sector reforms and structural adjustments in health, education, and critical public infrastructure to mitigate the direct impacts of the conflict.

Today, sufficient information and methodological basis for the creation and development of the territorial community (T?) is already developed.

Nevertheless, a study on administrative systems in TCs has yet to be conducted on the state level; there is no general model of formation of administration bodies in TCs; TCs administration systems have yet to be assessed and there’s no methodology for planning the development of management bodies (management systems).

In 2019, a team of experts studied this issue in 8 TCs of Donetsk and Luhansk oblasts. They first explored management systems and provided recommendations to TCs on how to plan the development of TC’s administrative structures. This study revealed significant differences between the formation of administrative structures within TCs at the urban level compared to those in rural areas.

 

In 2020, work continued on the assessment of the management structures of 8 new territorial communities of the two oblasts. The result of this work was the preparation of 8 organizational plans and the development of a Evaluation Methodology for assessing community management systems.

 

In 2021, eight newly established communities were selected to assist in the formation of management structures and the testing of the Evaluation Methodology.

One of the priorities is a comprehensive assessment of existing capacities with a functional review of newly amalgamated communities and the preparation of recommendations for their organizational development plan. This important area is one of the strategic directions envisaged by the Administrative Reform Concept (i.e. a fundamental document defining the future development of territorial communities).

 

The UN Recovery and Peacebuilding Programme is looking to engage a National Expert for conducting a comprehensive capacity assessment and functional reviews of the Milove territorial community in Luhansk oblast as part of the decentralization reform.

 

1. MAIN OBJECTIVES OF THE ASSIGNMENT

Stage 1. Integrated capacity assessment and functional reviews of the newly amalgamated community:

(i) Investigate a new amalgamated community in terms of capacity assessment with functional reviews and analysis of general management, budgeting, and financial management, administrative and social services.

(ii) Develop a methodology for evaluating and reviewing management systems in the amalgamated community as a universal instrument for functional analysis of its management systems.

(iii) Prepare an Analytical Report “Functional Analysis: Assessment and Review of Management Systems in the Milove TC in Luhansk oblast.

 

Stage 2. Preparation of the organizational plan for the development of the new amalgamated community:

(i) Based on the capacity assessment of local authorities of the develop a plan for organizational and technical development, recommend improved organizational measures and activities to cover the staff needs, and provide immediate advice on increasing revenues and improving cost-effectiveness. It’s a basis for providing guidance and instructions on the following actions (capacity building and grants);

(ii) Develop a methodology and indicators for assessing plans for the development of an amalgamated community;

(iii) Prepare an Analytical Report “Organizational Development Plan for the TC in Luhansk oblast”.

Duties and Responsibilities

3. Duties and Responsibilities

Stage 1. Integrated capacity assessment and functional reviews of the newly amalgamated community:

• Develop and coordinate with UNDP a work plan including a set of indicators that reflect the relationships and a sequence of key activities/measures that will lead to the full implementation of the goals and assessment of the capacity and organizational development plan. The plan should determine the specific organizational definition of the study objectives.

• Develop and agree on the algorithms of the UNDP action plan, consisting of logically related measures leading to the realization of the study objectives.

• Analyze existing research and methodological recommendations (studies) and legislation of Ukraine on local government reform processes in the context of decentralization reform to ensure their possible use for capacity assessment and development of the organizational development plan.

• Analyze and evaluate systems of general management, budgeting, and financial management, administrative and social services in the amalgamated community. Assessments should include a review of the community budget, authorities, and expenditure requirements and sources of income and collection practices, including HRBA (Human Rights-Based Approach) perspectives and gender equality.

• Develop a methodology for evaluating and reviewing management systems in the amalgamated community as a universal instrument for functional analysis of its management systems.

• Analyze and evaluate the Milove TC in Luhansk oblast and hold 2 working meetings, one of which is to present community-based research report at the community level.

• Prepare an Analytical Report “Functional Analysis: Assessment and Review of Management Systems in the (Electronic version in format * .docx and * .pdf in Ukrainian).

  

The Analytical Report should include :

1) Review and evaluation of the Milove TC management systems, functional responsibilities, and human resources and taking into consideration the methodological recommendations, practical feasibility, necessity, and opportunities. SWOT analysis is one of the elements of the evaluation of management systems.

2) Estimation of budgeting and financial management, administrative and social services in the amalgamated community. Assessments should include a review of the community budget, authority and expenditure needs, as well as sources of income and their collection practices, including HRBA perspectives and gender equality.

3) Methodological recommendations on tools for evaluation and review of management systems.

4) Assessment of the staff needs, its training (retraining), considering the official authority.

Stage 2. Preparation of the organizational plan for the development of a newly amalgamated community:

• Develop methodological recommendations regarding principles and approaches to the development of the organizational plan for the development of TC and agree it with UNDP.
• Based on the assessment of the capacity of the local government body, develop a plan for organizational and technical development, recommend improved organizational measures and activities to cover the staff needs, provide immediate advice on increasing revenues and improving cost-effectiveness, prepare recommendations and guidance on opportunities for community capacity building and participation in grant programs.
• Provide advice on budget and financial capacity building of TCs;
• Deal with management and representatives of the Milove TC in Luhansk oblast to conduct a working meeting to discuss the organizational development plan.
• Prepare an Analytical Report “Organizational Plan for the Development of the Milove TC in Luhansk oblast”. (Electronic version in format * .docx and * .pdf in Ukrainian).
• Conduct a presentation of the reports’ results at the round table. (Consultant will be responsible for the presentation and discussion of the Analytical Report; its logistics support will be provided by UNDP).

 

4. Deliverables

 

Considering the aforementioned, the National Expert on the development of functional analysis and evaluation of management systems and organizational development plan will have to provide the following deliverables:

#	Deliverables	Estimated Duration
Deliverable 1	The plan and study algorithm for functional analysis: review and evaluation of control systems of the amalgamated community as well as the algorithms of the UNDP action plan, consisting of logically related measures leading to the realization of study objectives are developed and approved by UNDP.	Up to 4 weeks from the contract starting date
	The existing scientific and methodological recommendations (studies) and legislation of Ukraine on the processes of reforming local self-government bodies in the context of decentralization reform in Ukraine are analyzed. Methodical recommendations for evaluating and reviewing criteria for management systems in the amalgamated community are developed.
	The first interim report which clearly explains the tasks performed (agreed research plan, the algorithm of actions, analysis of existing documents and legislation of Ukraine, proposals for research areas) is provided.
Deliverable 2	A meeting to evaluate and review the control systems in the ATC and other issues following the tasks is held. The results of the review and evaluation of management systems are achieved; a working meeting in the ATC is held.	Up to 12 weeks from the contract starting date
	A report evaluating the budgeting and financial management, administrative and social services in the ATC is submitted. A report assessing the staff, its training, and functional requirements is submitted. An analytical report “Functional Analysis: Assessment and Review of Management Systems of the Milove TC in Luhansk oblast” is provided.
	A working meeting to discuss the results of the study is held. An Analytical Report “Functional Analysis: Assessment and Review of Management Systems of the Milove TC in Luhansk oblast” is provided. A second interim report, which clearly explains the tasks performed, including functional analysis with assessment and review of management systems, budgeting, financial management, service delivery system, staff responsibilities, etc., and photos of the workshops held is submitted.
Deliverable 3	Methodical recommendations on principles and approaches to the development of the organizational plan for the development of TCs are prepared.	Up to 18 weeks from the contract starting date
	Based on the Analytical Report “Functional Analysis: Assessment and Review of Management Systems of the Milove TC in Luhansk oblast”, an organizational development plan is developed and organizational measures and activities to cover the staff needs are recommended.
	Advice on budgeting and financial capacity building of TCs is provided. Methodical recommendations on opportunities for community capacity building and participation in grant programs are prepared. A working meeting to discuss the organizational development plan is held. An Analytical Report “Organizational Plan for the Development of the Milove TC in Luhansk oblast” is provided. A report on the results of the round table meeting is sumbitted. A Final Report is provided.

 

5. monitoring/REPORTING requirements

The Consultant will work under the overall guidance of the Programme Coordinator and direct supervision of the Administrative Decentralization Specialist. The Consultant will directly report to the Administrative Decentralization Specialist on a daily basis and will also report to the Programme Coordinator on a weekly basis through the meetings.

The Consultant will regularly report to the direct supervisor and will share his/her work progress. Also, the Consultant will submit reports to the Administrative Decentralization Specialist: progress report and a consolidated final report at the end of the assignment. The report should include work progress as well as issues to be addressed, while the final report at the end of the assignment should include the achievements, lessons learned, and recommendations for further actions.

All reports and studies shall be transmitted to UNDP electronically (Formats of: * .docx, * .xlsx, * .pptx,  * .pdf) on electronic source or in the form of electronic communication. The studies/research/reports should be written in Ukrainian.

6. PROPOSED PAYMENT SCHEDULE

UNDP will pay the negotiated amount in 3 tranches according to the following payment schedule:

 

• 20%, upon submission and approval of the Deliverable 1
• 60%, upon submission and approval of the Deliverable 2
• 20%, upon submission and approval of the Deliverable 3

The payments will be processed upon full completion and acceptance of contractual obligations whereupon the Programme Coordinator signs the certification of acceptance.

Competencies

Functional Competencies:

 

Ethics & Values:

• Demonstrating and promoting the highest standard of integrity, impartiality, fairness, and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness:

• 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 & Empowering People/Coaching, and Mentoring
• Self-development and initiative-taking

Working in Teams:

• Acting as a team player and facilitating teamwork

Communicating Information and Ideas:

• Facilitating and encouraging open communication in the team, communicating effectively
• Delivering verbal/written information in a timely, clear, organized, and easily understood manner
• Informed and transparent decision making
• Accepting responsibility and accountability for the quality of the outcome of his/her decisions

 

Corporate Competencies:

• Demonstrating integrity by modeling the UN’s values and ethical standards
• Treats all people fairly without favoritism

 

7.  DOCUMENTS TO BE INCLUDED WHEN SUBMITTING PROPOSALS

 

Applicants shall submit the following documents:

 

Required
	Personal CV or UNDP P11 form including information about experience in similar projects/assignments
	Duly accomplished Letter of Confirmation of Interest and Availability including financial proposal using the template provided by UNDP
	At least 2 major examples of experience in carrying out analytical work, research, action plan drafting, reporting and contributing to reports or national reports on development issues
	At least 2 positive references

 

 

8. 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 outputs, i.e. upon delivery of the services specified in the TOR. 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).

The Consultant will be responsible for all personal administrative expenses associated with undertaking this assignment including office accommodation, printing, stationery, telephone, and electronic communications, and report copies incurred in this assignment.

 

Travel costs

All envisaged travel costs must be included in the financial proposal. This will include all travels to join duty station/repatriation. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. If the Consultant wishes to travel higher class, he/she may do so at his/her own expense. 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.

Required Skills and Experience

9. EXPERIENCE AND QUALIFICATIONS REQUIREMENTS

 

• At least a Master’s Degree/Specialist in Management, Law, Marketing, Economics, Social Science, Finance or other relevant related fields.
• At least 2 years of experience in studying, evaluating, and developing manuals, in particular in preparing recommendations on the functions of local authorities, local self-government reform, decentralization, a delegation of authorities, finance, budget, and strategic planning.
• Experience in drafting work plans and minutes, organization of meetings, reporting and contributing to reports, carrying out the analytical work, research, action plan drafting, reporting and contributing to reports or national reports on the development issues (at least 2 major examples of such experience).
• Fluency in Ukrainian, proficiency in English is desirable.

 

10. EVALUATION CRITERIA

 

• Master’s Degree/Specialist in Management, Law, Marketing, Economics, Social Science, Finance or      

       other relevant related fields – 15 points max

{11pts. – Master’s Degree/Specialist; 13 pts. – Candidate of Sciences; 15 pts. – Doctor of Sciences};

• Experience in studying, evaluating and developing manuals, in particular in developing recommendations on the functions of local authorities, local self-government reform, decentralisation, a delegation of authority, finance, budget, strategic planning – 25 points max
• 18 pts. – 2 (two) years of relevant experience; 22 pts. – 3 years; 25 pts. – more than 3 years};
• Experience in carrying out of analytical work, research, action plan drafting, reporting and contributing to reports or national reports on development issues (at least 2 (two) major examples of such experience) – 25 points max

{18 pts. – 2 (two) examples of  experience provided; 25 pts. – more than 2 (two) examples of experience provided}

• Language Skills – 5 points max

{3 pts – Ukrainian;  5 pts – Ukrainian and English }

 

11. 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.

 

UNDP documents templates are available at the following link:

https://www.dropbox.com/sh/297e72t7i3v2969/AADDRyUo2uoNrYjuD8NLmdl0a?dl=0

 

NB: Please note that online system does not recognise Russian or Ukrainian language, information you provide in on-line application should be in English. You may combine your CV, financial proposal and other necessary information in one PDF file and upload the document.