International Expert for the support to the monitoring and reporting of the EU Support Programme for Displaced Universities in the East of Ukraine

Background

!!!! UNDP document templates are available for download following the link:

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

NB: Please note that online/application system does not recognise Russian/Ukrainian language, information you provide in on-line application form/questionnaire must be presented in English. All requested documents should be combined/merged (compressed if necessary) and uploaded into the application system with 1 document/attachment only.

 

I. BACKGROUND

The United Nations Development Programme (UNDP) has been actively working in eastern Ukraine for the past decade, before 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 program-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 decentralisation, gender-responsive recovery planning and equal access to services, as well as enhanced community security and social cohesion.

This endeavor will be achieved through the pursuit of the following specific objectives:

1. To enhance local capacity for gender-responsive decentralisation 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.

 

One of the goals under Objective 4 is to support displaced higher education institutions by strengthening their capacity and promoting opportunities for development among applicants.

Driven by the conflict in the east of Ukraine, a number of higher education institutions have relocated from their original sites in NGCA to other regions of Ukraine, including the GCA of Donetsk and Luhansk oblasts. The majority of these displaced universities and colleges have seen a significant decrease in their student numbers and have faced many challenges in re-establishing their operations and academic process on new grounds. To retain and attract new students, they need to continue improving the overall quality of their education and research facilities, aligning academic curricula with market demands and societal challenges in the region, whilst developing innovative solutions to promote closer inter-institutional cooperation.

In 2019 the EU started a €10 million program on support to displaced higher education institutions in the east of Ukraine. The program focuses on reinforcing the quality of the higher education system and provides grant support to displaced universities operating in GCA of Donetsk and Luhansk oblasts. To date, the EU Support project has funded 10 projects in the two regions.

Targeted support to the grantee universities and an assessment of their needs is required to ensure the efficiency and effectiveness of the implementation of all related EU-funded initiatives.

In early 2021 UN RPP had conducted the initial assessment of the implementation of the grant agreements, which had been resulted in the work plan on the support to each beneficiary in their efforts to efficiently complete the activities within their grant obligations. Additionally, several projects are needed to be re-designed according to the new internal and external circumstances, that had appeared during the implementation process.

The new assessment is needed to map the current status of implementation, to define the level of completion of the projects under review, as well as identify the ways of rethinking the logical frameworks of the projects.

In that regard, UNDP is looking for a qualified International Expert for the Assessment of implementation of the EU Support Programme for Displaced Universities in the East of Ukraine. As a result, the Expert (hereinafter - Contractor) will develop a comprehensive overview of the sub-projects progress to date.

II. MAIN OBJECTIVES OF THE ASSIGNMENT

The Contractor will perform all needed tasks to assess:

• progress in the area of project cycle management;
• progress in the area of donor compliance and reporting and its quality;
• progress in the area of procurement and adherence to a specific set of EU rules and regulations.

The general results should include the following:

• current status of implementation, including the identification of reasons for possible delays and proposal of corrective measures;
• obstacles the beneficiaries have been facing during the implementation – both in the area of project execution as well as compliance with EC rules and guidelines;
• recommendations that should lead to a more efficient implementation process;
• new project documents, logical frameworks and other supporting documents on the projects, that need to be revised.

Duties and Responsibilities

III. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

The assignment methodology is foreseen as follows:

 

1. Preparatory activities.

 

Inception desk review of the Beneficiary contracts should be organised as well as their respective annexes to map the assumed stage of implementation after the start of Grant Projects. The Contractor should focus its efforts on the following target displaced higher education institutions:

1. Donbas National Academy of Civil Engineering and Architecture (Kramatorsk)

2. Donetsk National University of Economics and Trade named after Mykhailo Tugan-Baranovsky (Kryvyi Rih, Mariupol)

3. Donetsk National Technical University (Pokrovsk)

4. Tsentr Rozvytku Filologii Gromadska Organizatsiya (Bakhmut) on Behalf of Horlivka Foreign Languages Institute

5. Luhansk State University of Internal Affairs named after E. Didorenko (Severodonetsk)

6. Luhansk State Medical University (Rubizhne)

7. Luhansk Taras Shevchenko National University (Rubizhne)

8. Mariupol State University (on behalf of Donetsk State University of Management (Mariupol)

9. Donetsk Law Institute (Mariupol)

10. East-Ukrainian Volodymyr Dahl National University (Sievierodonetsk)

11. Luhansk National Agrarian University (Sloviansk)

A checklist created specifically for this exercise, prepared by the Contractor, will be prepared for further use. The checklist will identify the status of implementation as well as possible obstacles the beneficiaries are facing – as written above, both in the area of project execution as well as compliance with EU rules and guidelines. In the case that the Grant Beneficiaries performed any type of procurement so far – relevant documentation will be requested also to check the method and correctness of this process.

 

The Contractor should coordinate the work with the three hired technical experts, hired by UNDP, in order to exchange all relevant information on the implementation of the grant agreements.

 

The Inception meeting should be organized via online tools of communication to clarify the needs and goals of the assessment to the beneficiaries, as well as the proposed work plan which includes timeframe and a set of indicators reflecting the linkages and sequence of key activities (actions), that will lead to the full implementation of the objectives of the assignment .

 

2. Update of the project documentation

 

The Grant Beneficiaries, who will decide to update the project documentation (logical framework, description of the activities, indicative time schedule and other related documents) will receive support in the preparation and finalization of such documentation.

 

The Contractor will make the necessary efforts to properly identify the mentioned needs and agree on the scope of work with UNDP.

 

In case of significant changes, the Grant Beneficiary shall be visited by the contractor (if the pandemic situation allows), and the situation clarified on the spot, medium or not-significant changes could be discussed and clarified online (email exchange, online meetings), or through a possible combination of channels.

 

3. Quality control of the reports prepared by the Grant Beneficiaries

 

There shall be a possibility for the grant beneficiaries to verify the quality of reports before official hand-over to the EU Delegation to Ukraine. The Contractor should identify the beneficiaries needs in the mentioned support and provide it.

 

 

After the approval of the number of reports by UNDP, the Contractor should provide all necessary support to the grant beneficiaries in the elaboration of proper and efficient reports to the EU.

 

Upon completion of all the tasks, the Contractor should submit to the UNDP the final report, which should contain information on all implemented activities, as well as the recommendations on further monitoring and support to the beneficiaries of the EU Support Programme for Displaced Universities in the East of Ukraine. The format of the final report will be agreed during the preparatory activities.

 

IV. DELIVERABLES

 

#	Task description	Due date
#1	Deliverable 1 includes: Beneficiary inception desk review. Inception Report elaborated and approved by UNDP.	Up to 4 weeks from the start of the contract
#2	Deliverable 2 includes: Projects which is needed to be updated are identified and agreed upon with UN RPP. All necessary documents for proper project documentation updates are prepared according to the UN RPP and EU rules. The projects were updated and received approval from the EU Delegation to Ukraine for further implementation.	Up to 12 weeks from the start of the contract
#3	Deliverable 3 includes: The reports from the beneficiaries which need to be reviewed are identified. All necessary support to the reporting by the beneficiaries is provided. The reports of the grant beneficiaries had been elaborated according to the EU rules. Final report approved by the UN RPP.	Up to 16 weeks from the start of the contract

 

V. monitoring/REPORTING requirements

The expert will work under the overall guidance of the Programme Coordinator and direct supervision of the UNDP Strategic Planning Specialist. The expert, through weekly meetings, will report directly to both the UNDP Strategic Planning Specialist and Programme Coordinator.

The expert will regularly participate in Project meetings (by Skype or Zoom) and will share his/her work progress. Moreover, the expert must provide one Inception Report, One Interim Report and one Final report - following 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. All reports should be submitted in English. The formatting requirements and the typical structure of the reports will be provided by UNDP during the preparatory phase.

 

VI. 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 (30%);
• the second payment upon submission and approval of the 1st Interim Report (40%);
• the fifth payment upon submission and approval of the Final Report (30%).

 

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.

Competencies

Competencies of the expert:

 

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 and empowering people; coaching and mentoring:
• Self-development, initiative-taking;

Working in Teams:

• Acting as a team player and facilitating teamwork;

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.

 

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Treats all people fairly.

Required Skills and Experience

VII. MINIMUM QUALIFICATIONS AND EXPERIENCE:

1. Master’s Degree/Specialist in Management, Engineering, Economics.
2. At least 8 years of proven experience in the field of project management, engineering, as well as socio-economic research;
3. Proven experience of at least 3 years in the projects for the support and development of higher education institutions including construction components, in Donetsk and Luhansk oblasts in Ukraine;
4. Proven experience of at least 3 years in writing the project documentation for the displaced universities in Donetsk and Luhansk oblasts in Ukraine;
5. Proven international experience in construction and reconstruction projects under EU requirements and procurement rules, at least 1 project;
6. Fluency in English. Communicative level in the Russian language will be an advantage.

VIII. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

 

Applicants shall submit the following documents:

Required
X	Personal CV or UNDP P11 form including information on experience in similar projects/assignments and contact details for referees (at least 2).
X	Financial proposal using the UNDP’s template.
X	Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.

 

IX. 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. To assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount.

The expert will be responsible for all personal administrative expenses associated with undertaking this assignment, including office accommodations, printing, stationery, telephone and electronic communications, and report copying.

 

Travel costs

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 the higher class, he/she should do so using their 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 expert before travel, and will be reimbursed.

 

X. EVALUATION OF Applicants

1. Master’s Degree/Specialist in Management, Engineering, Economics,: Master`s/Specialist degree – 10 points, PhD – 12 points;
2. At least 8 years of proven experience in the field of project management, engineering, as well as socio-economic research: 8 years – 6 points, 9 years – 8 points, 10 years and more – 10 points;
3. Proven experience of at least 3 years in the projects for the support and development of higher education institutions including construction components, in Donetsk and Luhansk oblasts in Ukraine. 3 years – 7 points, 4 years – 11 points, 5 years and more – 13 points;
4. Proven experience of at least 3 years in writing the project documentation for the displaced universities in Donetsk and Luhansk oblasts in Ukraine. 3 years – 7 points, 4 years – 11 points, 5 years and more – 13 points;
5. Proven international experience in construction and reconstruction projects under EU requirements and procurement rules: 1 project – 10 points, 2 projects and more – 11 points;
6. Fluency in English – 9 points, English and Russian – 11 points.

 

XI. EVALUATION METHOD

Cumulative analysis.

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

1. responsive/compliant/acceptable, and
2. 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 of 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 30. All other price proposals will be evaluated and assigned points, as per the 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.

Maximum available technical score - 70 points.