Background

Background Information

The public administration reform in Kosovo is an ongoing process, which includes changes to the legal and organizational structure of central and local administration, personnel management in civil service, capacity development, training and results-based management, as well as regulatory reforms. It also refers to targeted legal reforms, such as the revision of the civil service laws and bylaws.

Ministry of Public Administration (MPA), in line with the civil service reform, drafted the Regulation MPA-No. 02/2014 on Personnel Planning in Civil Service based on the “Law on Civil Service” No.03/L - 149. This Regulation was approved in March 2014 and dictates that all institutions at the central and local level are required to organize their personnel planning in accordance with the law. The Regulation stipulates that all institutions must submit personnel planning information to the Department of Civil Service Administration (DCSA)/MPA. Individual plans feed into the General Plan on Personnel Planning for the civil service.

The purpose of Personnel Planning is to ensure that institutions have adequate human resources with capacities and skills for continuous service delivery and high quality services, in line with the priorities of the institution. Personnel Planning comprises of analytical and forecasting part for ensuring availability of sufficient human resources to meet current needs including deployment within the civil service. Although the Regulation is accompanied by instruction on how to implement Personnel Planning, DCSA has noted a low level of understanding of the process and compliance. This has led to inconsistent implementation of the regulation, which is affecting the process of personnel planning.

UNDP Kosovo, through Department of Civil Serviced Administration(DCSA), will provide technical support and training for HR units at central and municipal institutions on the implementation of the Regulation.

Objectives of Assignment

Facilitate the implementation of the Regulation on Personnel Planning in Civil Service through capacity development of HR units.

Duties and Responsibilities

Scope of work

Under the overall guidance of UNDP Governance Portfolio Manager and in direct cooperation with the Ministry of Public Administration (Department of Civil Service Administration) the expert is responsible for the following:

Regulatory framework:

• Draft the guidelines for the preparation of Personnel Planning in line with the applicable regulation on civil service;
• Review of the existing template and propose potential improvement for the model of the Individual Personnel Plan and General Personnel Plan;

Capacity development

Training on personnel planning for all Personnel Manager at the central and local level institutions:

• Prepare a training plan for 120 personnel managers;
• Develop a methodology for training on Personnel Planning including Training of Trainers (ToT);
• Deliver the training to civil servants (personnel managers).

The international expert is required to work closely, and coordinate the work, with the national expert and the Department of Civil Serviced Administration(DCSA)/ Ministry of Public Administration (MPA).

Deliverables/ Outputs:

• Develop the guidelines for Personnel Planning in line with the Regulation.

Estimated Duration to Complete:

• 4 days.

Target Due Dates:

• August 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Review of the templates for Individual Personnel Plan and General Personnel Plan.

Estimated Duration to Complete:

• 2 days.

Target Due dates:

• September 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Develop the methodology for training on Personnel Planning.

Estimated Duration to Complete:

• 2 days.

Target Due dates:

• September 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Develop the Training of Trainers (ToT) programme.

Estimated Duration to Complete:

• 2 days.

Target Due dates

• September 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Deliver trainings on personnel planning for all Personnel Manager (central and local level for 120 officials).

Estimated Duration to Complete:

• 12 days.

Target Due dates:

• September- November 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Deliver Training of Trainers (ToT) only for the staff in Department of Civil Service Administration.

Estimated Duration to Complete:

• 2 days.

Target Due dates:

• September- November 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables/ Outputs:

• Final report and supporting documents/training materials.

Estimated Duration to Complete:

• 1 day.

Target Due dates:

• 5 December 2015.

Review and Approvals Required:

• Director of the Department of Civil Service Administration/ UNDP Governance Portfolio Manager.

Deliverables / Final Products Expected:

• Developed guidelines in line with the Regulation on Personnel Planning in Civil Service;
• Revised and improved template for in Individual Personnel Plan and General Personnel Plan;
• Developed methodology for training on Personnel Planning;
• Finalised and developed the Training of Trainers (ToT) programme and the training programme for Personnel Planning;
• Delivered training for the central and local level official on Personnel Planning;
• Delivered Training of Trainers (ToT) only for the staff in Department of Civil Service Administration;
• Final report drafted and delivered.

Scope of Price Proposal and Schedule of Payment

Recommended Presentation of Offer

The following documents are required:

• Letter of Confirmation of Interest and Availability;
• Personal CV or P11, including all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
• Brief description of why the individual considers him/herself as the most suitable for the assignment, and a methodology on how they will approach and complete the assignment.

Financial Proposal:

• Daily fee and living allowances for nights spent in Prishtina.

Travel arrangements:

• UNDP shall cover the travel expenses upon the most direct economy flight.

Criteria for Selection of the Best Offer:

• Combined Scoring method – where the qualifications and methodology will be weighted a max. of 80%, and combined with the price offer which will be weighted at a maximum of 20%.

Competencies

Core Competencies

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Ability to provide strategic level advice and prepare policy documents;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Informed and transparent decision making.

Functional Competencies:

• Excellent ability to write reports, prepare and deliver presentations, provide training, plan and coordinate activities;
• Knowledge of Public Administration Reform process and governance structure in Kosovo a distinct advantage;
• Skills concerned with capacity development (especially with legislative drafting ) and training on different levels of government;
• Skills concerned with training preparation (needs assessment, curriculum development) and delivery, especially for public administration institutions / officials;
• Excellent communication skills.

Required Skills and Experience

Education:

• Master’s Degree in Human Resources, Public Administration, or related fields;

Experience:

• At least 7 years relevant and professional experience;
• Specialized knowledge on human resource management in public administration
• Knowledge of the legal framework as pertaining civil service/public administration;
• Proven and extensive experience in the development of training curricula and materials;
• Proven ability and experience in leading and facilitating training workshops on multidisciplinary and multicultural teams;
• Ability to communicate effectively, and to work both independently and as part of a team;
• A high standard of professionalism;
• Experience in Kosovo on public administration and civil service development a distinct advantage;

Language:

• Fluent in English; Albanian and/or Serbian desirable.

Application Instructions:

• Click on the "Apply now" button;
• Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation; You can type in, or paste your short Resume into the last box;
• Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume;
• System will only allow one attachment. All docs (CV; P11;
• Financial offer, list of similar profiles should be included as one attachment).