Mentor for partner municipalities

Background

The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2[1]) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1[2], implemented in the four-year period 2017 - 2020. ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part in the decision making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina, North Macedonia, Kosovo*, Montenegro, and Serbia. Working across the region, ReLOaD2 will enhance capacities of municipalities and civil society organizations (CSOs) to engage in productive partnerships and contribute to improved service delivery and realization of local priorities in line with development strategies. ReLOaD2 in Albania will work with 11[3] partner municipalities (six new partners and five partners form ReLOaD1) and two mentor partner municipalities[4] towards institutionalization of the interaction between these municipalities and the civil society. It will incite partner municipalities to mainstream public funding for CSOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the Action will promote youth engagement and support implementation of youth initiatives and will work on improvement of their economic perspectives in all partner localities.   Purpose Capacity building for partner municipalities is one of the main pillars of ReLOaD2. This component is structured through formal trainings for municipalities staff, on job training and mentoring support. Mentoring support has a tailored approach based on the needs of the two groups of partner municipalities that ReLOaD2 has in Albania: six new partner municipalities and four municipalities that have been also partners during ReLOaD1. Each of these groups will be mentored through the partnership based on their need but also specific conditions related to the civil society and youth in their territory. Mentoring will be organized in a form of regular visits prior to implementation of key activities such as budget preparation, alignment with strategic development framework, planning and implementation of public call for CSOs, etc. An integral part of the mentoring is the implementation of the Methodology for allocation of public funds to CSOs (LOD methodology[5]). This methodology is based on principles such as transparency, inclusion, project-based funding approach, openness of the procedure, equal opportunities, avoidance of conflict of interest, and universal application. This way it is the main document that will tackle the lack of regulation or insufficient implementation of transparent procedures for CSOs’ financing in partner municipalities. Furthermore, it will practically guide partner municipalities in building sustainable partnerships with CSOs. Special attention during the mentoring will be paid to the financial mechanisms (incorporated in LOD methodology) that will be observed in a broader context, considering their alignment with the needs of final beneficiaries and overall local development plans.

Objective The objective of the consultancy is to ensure support to partner municipalities in process of adoption and usage of LOD methodology and performing of public calls for CSOs. Mentoring will be organized with 10 partner municipalities in a tailor-made manner and in a form of regular visits.

[1] https://www.al.undp.org/content/albania/en/home/projects/regional-local-democracy-programme-in-the-western-balkans2--relo.html

[2] https://www.al.undp.org/content/albania/en/home/projects/albania-local-democracy-programme.html

* For the European Union, this designation is without prejudice to position on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence. For UNDP all references to Kosovo shall be understood in the context of the UN Resolution 1244/1999

[3] Partner LGs of ReLOaD2 in Albania:

Six new partner municipalities - Kamëz, Kavajë, Kukës, Lushnje, Patos, Sarandë,

Five partner municipalities from ReLOaD1 - Elbasan, Korçë, Lezhë, Përmet Roskovec.

[4] Mentor partner municipalities of ReLOaD2 in Albania: Tirana and Shkodra.

[5] https://www.al.undp.org/content/albania/en/home/library/democratic_governance/metodologjia-per-alokimin-e-fondeve-per-organizatat-e-shoqerise-.html

Duties and Responsibilities

Scope of work: The consultant will assist six new partner municipalities[1] of ReLOaD2 in Albania adopting LOD methodology and five partner municipalities[2] (from ReLOaD1) to further expand the utilization of LOD.  The consultant will also support all partner municipalities in organizing and performing public calls for CSOs. The overall scope of work will entail the following tasks:

1. Preparation of an action plan and timeline for the work with partner municipalities
2. Assist six partner municipalities adopting LOD methodology
3. Assist six partner municipalities performing public calls for CSOs.
4. Support six partner municipalities in identifying potential fields of collaboration with Youth
5. Assist five partner municipalities in expanding utilization of LOD methodology.
6. Assist five partner municipalities performing independent public calls for CSOs.
7. Reporting

 

1. Preparation of an action plan and timeline for the partnership with municipalities

This task entails the preparation on a detailed plan of the first year of collaboration with each municipality with ReLOaD2. In order to prepare the action plan, several project documents will be consulted such as: the description of action, LOD methodology, strategic documents, internal procedures of partner municipalities, memorandum of understanding between the project and the municipalities etc. The consultant will work closely with the project team for this task. The plan will be shared and agreed with all partner municipalities before it is considered final. In case there will be a need to adjust the plan during the related period, the consultant will execute agreed changes in close communication with municipalities and the project team.

The time foreseen for this task is 3 days

 

1. Assist partner municipalities adopting LOD methodology

The consultant will assist six new[3] partner municipalities of ReLOaD2 in introducing, approving and internalizing LOD methodology for allocation of public funds to CSOs. LOD methodology is a well-structured tool adopted for usage at the local level that allows municipalities to work towards creation of sustainable partnerships and funding to CSOs in a transparent, open, and competitive way. ReLOaD1 lessons learned in adopting LOD methodology will be shared with the consultant from the project team. Special attention will be paid to the internalization phase when the need for tailored procedures within each partner municipality will be addressed.  

The time foreseen for this task is 6 days

 

1. Assist six new partner municipalities performing public calls for CSOs.

At least one public call will be organized in each new partner municipality during the related period of engagement in compliance with the LOD methodology. Support for the public call will include: analysis of strategic documents of the municipality while identifying priorities that could be addressed from the civil society; consultation of the priorities of the future public call; preparation of the application package; publication and promotion of the public call; support for the evaluation process; follow up of the implementation of successful projects. Furthermore, the mentor will encourage the municipalities to consider the partnership with CSOs within a sustainable approach that would need to be reflected in their strategic documents in the future.

 

The time foreseen for this task is 23 days

 

1. Support six new partner municipalities in identifying potential fields of collaboration with Youth

Together with the project team, the consultant will gather information from the municipality in relation to their collaboration with youth. Organized Youth structures, civil society organization working in the youth field, non-formal youth groups and active individuals in this field will be taken in consideration. Potential collaboration in terms of participation in local decision-making, proposals of youth policies and/or actions, youth challenges in the community etc. In case specific public calls will be organized for Youth priorities, the consultant will support the municipalities performing them as per LOD methodology.

The time foreseen for this task is 8 days

1. Assist five partners[4] of ReLOaD2 in expanding the usage of LOD methodology.

These five municipalities have formally adopted LOD methodology and successfully used it for at least two public calls for CSOs during the partnership with ReLOaD1. However, they can expand using LOD methodology as per the municipality needs and potential. This process might require specific alignment of LOD annexes to the need of the specific call that the municipality plans to perform. The consultant will work in this direction in offering technical support but also encourage the municipality to use LOD methodology for available funds from municipal budget or other donors. Within this task the consultant will also work towards identification of eventual additional resources (outside of public) for the financing of CSOs that could be applicable for the municipality.

The time foreseen for this task is 6 days

1. Assist five partners of ReLOaD2 in performing independent public calls.

The independent public calls for CSOs are calls financed entirely with local funds and disbursed as per LOD methodology. Each of these partner municipalities will perform one public call within December 2022. Depending on the agreed plan with each partner municipality, the consultant will support municipalities that will perform independent public calls within July 2022. Support for the public call will include: analysis of strategic documents of the municipality while identifying priorities that could be addressed from the civil society; consultation of the priorities of the future public call; preparation of the application package; publication and promotion of the public call; support for the evaluation process; follow up of the implementation of successful projects.

The time foreseen for this task is 6 days

1. Reporting

The consultant will prepare two interim reports and one final report. The reports will include information on the consultant work as well as results and achievements of partner municipalities. The interim reports will cover periods as per the detailed explanation in the deliverable table below. Whereas, the final report will cover the total period of engagement and it will be prepared by 29 July 2022. All the reports must be delivered by the set deadlines by email and before considering the reports accepted, comments of the project team should be taken in consideration.

The time foreseen for this task is 3 days

 

Deliverables and timelines

The consultant is responsible for the following deliverables:

 

Deliverables (outputs)	Deadline and level of effort
Preparation of an action plan and timeline for the partnership with municipalities	September 2021 (3 days)
Assistance to 6 new partner municipalities in adopting LOD Methodology	September 2021 – 8 December 2021 (6 days)
Assist 6 new partner municipalities performing public calls for CSOs.	September 2021-Janary 2022 (23 days)
Support 6 new partner municipalities in identifying potential fields of collaboration with Youth community and/or CSOs.	September 2021-February 2022 (8 days)
Assist 5 partners municipalities in the process of expanding the usage of LOD methodology.	September 2021 – July 2022 (6 days)
Assist 5 partners of ReLOaD2 performing independent public calls.	September 2021 – July 2022 (6 days)
Reporting	September - 8 Dec 2021 (1 day) 13 December 2021 – 15 March 2022 (1 day) March - 29 July 2022 (1 day)

 

[1] Kamëz, Kavajë, Kukës, Lushnje, Patos, and Sarandë.

[2] Elbasan, Korçë, Lezhë, Përmet and Roskovec.

[3] Namely: Kamëz, Kavajë, Kukës, Lushnje, Patos, and Sarandë.

[4] Namey: Elbasan, Korçë, Lezhë, Përmet and Roskovec former partners of ReLOaD1 project.

Competencies

a. Corporate Responsibility and Teamwork: Demonstrates commitment to UNDP’s mission, vision and values; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Plans, prioritizes and delivers tasks on time; Strives for and promotes excellence in performance continually; Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others; Generates ideas and seizes opportunities to support corporate strategic objectives. b. People Skills: Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds; Recognizes and responds appropriately to the ideas, interests, and concerns of others; Builds trust and engenders morale by displaying open, transparent and credible behavior; Respects individual/cultural differences; utilizes diversity to foster teamwork; Ensures others’ understanding of, involvement in, and adaptation to a change process. c. Partnering and Networking: Communicates sensitively and effectively across different constituencies; Ability to work as a member of a team as well as work autonomously.  d. Results-Orientation: Plans and ensures quality results to meet established goals. e. Communication: Formulates written information clearly and persuasively; Shares information openly with co-workers and partners while using discretion to protect confidences; Presents information in a clear and articulate manner. f. Job Knowledge and Expertise: Strong analytical skills; Advanced writing skills, Proven skills in conducting researches, interviews, and reporting, Conceptual and practical knowledge of policy development, with specific focus on public budgets, Ability to review data, identify and adjust discrepancies, Good knowledge of administrative rules and regulations regarding civil society sector, Executes day-to-day tasks systematically and efficiently, Initiative and sound judgment.

Required Skills and Experience

• Master’s degree in public policy, public administration, or a related law or social science field.
• Any further qualification specifically on the local government field will be considered an asset.

Experience

• Minimum five years in policy development and/or analysis of the local government in Albania. Preferably in following fields: strategic development of local governmental units, regulatory and juridical system at the local level, civil society collaboration with public institution and local budgetary system in Albania.
• Proven knowledge of the administrative and territorial system in Albania
• Proven knowledge of the civil society sector in Albania is considered an asset
• Experience in usage of MS Office and online tools.
• Relevant experience in training representatives of LG in Albania will be considered an asset.
• Previous experience in delivery of trainings for EU/UNDP will be considered and asset

Language Requirements

• Fluency in written and spoken English and Albanian

Evaluation Procedure

UNDP applies a fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their financial proposals. The contract will be awarded to the candidate whose offer:

• Is deemed technically responsive / compliant / acceptable (only technically responsive applications / candidates will be considered for the financial evaluation)
• And has obtained the highest combined technical and financial scores.

Technical Criteria - 70% of total evaluation – max points: 70

Criteria A: Minimum five years of policy development and/or analysis of the local government in Albania; Proven knowledge of the administrative and territorial system in Albania - max points: 50

Criteria B: Educational background: Master’s degree in public policy, public administration, or a related law or social science field – max points: 20

Financial Criteria - 30% of total evaluation – max points: 30

Application Procedure 

Interested applicants are advised to carefully study all sections of this ToRs and ensure that they meet the general requirements as well as specific qualifications described. Incomplete applications will not be considered. Please make sure you have provided all requested materials. 

The application should contain: 

• Cover letter explaining why you are the most suitable candidate for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application. 
• Letter to UNDP Confirming Interest and Availability & Detailed Financial Proposal - please fill in the attached form. Download Here (kindly use Firefox browser)
• Filled P11 form including past experience in similar projects and contact details of referees, please upload the P11 instead of your CV. Download Here (kindly use Firefox browser)

• Financial Proposal in ALL*- Specify a Total Lump Sum in Albanian Lek for the tasks specified in this announcement. The attached template may be used - Download Here (kindly use Firefox browser) Please note that the financial proposal is all-inclusive and shall consider various expenses incurred by the consultant during the contract period (e.g. fee and any other relevant expenses related to the performance of services). 

• Copy of Diplomas and copy of Passport. 
• Technical proposal – specifying the methodology which the consultant will employ to conduct this assignment.

*Kindly note that Letter to UNDP Confirming Interest and Availability and Financial Proposal are two separate documents and should be both part of your application. 

How to Submit the Application: 

To submit your application online, please follow the steps below: 

• Download and complete the UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs); In the P11 Form make sure to include Email Addresses of the Persons who are willing to provide References on your past experience in working with them.
• Merge your UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs), Financial Proposal Letter to UNDP Confirming Interest and Availability and cover letter into a single file. The system does not allow for more than one attachment to be uploaded; 
• Click on the Job Title (job vacancy announcement); 
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;” 
• Upload your application/single file as indicated above with the merged documents (underlined above); 

• You will receive an automatic response to your email confirming receipt of your application by the system. 

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process. 

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.