Background
UNDP Global Mission Statement:
UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.
UNDP Afghanistan Mission Statement:
UNDP supports stabilization, state-building, and governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.
UNDP Regional Offices in Afghanistan:
The security situation in Afghanistan has been deteriorating over the past years and have made parts of the country increasingly inaccessible from Kabul. The deteriorating access by both UNDP and the Government Implementing Partners to many districts to implement and monitor projects is negatively impacting programmatic results in large parts of the country. While some regions are still relatively secure, logistical obstacles related to the long distances from Kabul and complicated road and air travel conditions inhibit effective monitoring and programmatic assurance activities. While the situation is not anticipated to improve in the near future, a country-wide presence is crucial for ensuring programmatic effectiveness of UNDP.
The UNDP Regional offices were set up in 4 locations in 2016 (Mazar, Herat, Jalalabad, Kandahar). Recruitment was launched to fill all four positions of Programme Management Specialist (PMS) International UNVs to head these offices; however only two (Mazar and Herat) were filled at this time.
The primary role of the Regional Office network is quality management of UNDP´s programme overall in Afghanistan focusing on:
Coordination of implementation of projects in manner that ensures timely delivery of AWPs and enhances programmatic synergies and strengthens programmatic results;
Strengthening sub-national perspectives in programme development and planning processes;
Implementation of systematic results monitoring and programme quality assurance;
Representation of UNDP vis-à-vis subnational authorities and the UN system.
As per the TOR, the PMS, as the Head of the UNDP CO Regional Office is expected to contribute to development and implementation of UNDP´s strategic direction at the local level, assure programme implementation at the sub-national level and oversee all Sub-Office (SO) activities, under the direct supervision of the Chief (Strategy, Planning and Results), and in coordination with the Senior Deputy Country Director for Programme (SDCD/P) and the Senior Deputy Country Director for Operations (SDCD/O) under the overall guidance of the Country Director (CD).
UNDP Afghanistan Country Office is seeking a consultancy to conduct a rapid evaluation / assessment of the effectiveness, efficiency and relevance of its Regional Offices in light of their intended roles and responsibilities as well as expectations and needs on the part of the country office, projects and regional offices.
Duties and Responsibilities
Scope of Work and Deliverables
Objective of the Assignment:
The purpose of this rapid assessment/ rapid evaluation is to assess the effectiveness of the Regional Offices in light of the intended Terms of Reference as well we expectations on part of the Regional Office colleagues as well as Country Office Units (programme, operations, and management). While the rationale and expectations are clearly set out in the RO TOR, there are elements which have not yet been fully operationalised. Thus, the Consultant will assess the strategies, implementation mechanisms and programmatic coherence at RO level in terms of both expectations set out in the TOR as well as actual practices that have been emerging, and highlight strengths, weaknesses/gaps, good practices and provide forward looking recommendations for the regional offices to more effectively function as intended.
The scope of the evaluation will focus around the intended role and objectives of the Regional Offices Terms of Reference. The rationale and objectives include:
Rationale and vision of the Regional Offices:
Currently several UNDP projects are implemented outside the capital, covering many parts of the country, including provinces with considerable security and logistical challenges. In the past, UNDP has addressed the situation by maintaining project presences in relevant locations. These project presences have focused on project implementation, while monitoring and particularly assurance activities have been the responsibility of the Kabul-based project teams and CO staff. The difficult logistical and security conditions have however made it difficult to carry out the required programmatic work by the Kabul-based staff in a consistent and timely manner, which have led to weak implementation coordination “project-silos” as well as lack of programmatic coherence on the ground.
In order to redress the weaknesses of past arrangements, UNDP has established a sub office network covering the entire country (Mazar-i-Sharif, Herat, Jalalabad, Kandahar) with the option that these locations may be reviewed based on changing circumstances and/or needs.
Through these offices, focusing on programmatic coordination and assurance, UNDP aims at enhancing development effectiveness by strengthening implementation coordination, introducing coherent and systematic monitoring and assurance activities throughout the country, and ensuring advocacy capability through senior representation that is not directly tied to any given project. These offices are also expected to contribute to enhancing UNDP´s visibility and positioning vis-à-vis the Government and the donor community. The RO network will improve UNDP´s interaction with the devolved structures of the Government in the various regions.
The main drivers for the establishment of the sub-office network in Afghanistan thus are:
To ensure timely implementation of the programme portfolio;
To improve quality assurance and implementation oversight through-out the country;
To ensure coherent synergy-based planning, monitoring and reporting for results;
To enhance political visibility, advocacy, representation, and positioning.
Structure and functions of the RO:
The primary role of the sub office network is quality management of UNDP´s programme overall in Afghanistan focusing on:
Coordination of implementation of projects in manner that ensures timely delivery of AWPs and enhances programmatic synergies and strengthens programmatic results;
Strengthening sub-national perspectives in programme development and planning processes;
Implementation of systematic results monitoring and programme quality assurance;
Representation of UNDP vis-à-vis subnational authorities and the UN system.
The sub office network will assist UNDP in implementation of the monitoring and assurance approaches such as independent 3rd party monitoring systems. It is also foreseen that the sub office network will enhance the collaboration with local authorities and improve synergies and coordination with UN system in project implementation and oversight at the sub-national level.
In order to ensure consistency for implementation of the envisioned RO role, all four offices will have a uniform structure comprised of four core positions as follows: Head of Sub Office (I-UNV); Administrative & Project Associate; Local Security Assistant; 2-3 Drivers. In addition, each RO will also host a number of project positions depending on the composition of the project portfolio in the region.
Description of tasks of the Head of RO:
The main tasks and responsibilities for the Heads of RO are defined in their TOR in the following broad categories:
Ensure strategic programme planning, coordination, implementation, monitoring and assurance in the geographic area of responsibility of the Sub-Office;
Effective management of the Sub Office (day-to-day);
Represent UNDP and participates in UN coordination in the geographic area of work;
Ensure effective communication flows within the Sub Office and between the Sub Office and the CO in Kabul;
Foster Programme partnerships (within and beyond the CO).
In light of the above and the existing Terms of Reference, SOPs and practices, the rapid evaluation will answer the following questions:
Perceptions / Needs / Expectations from Regional Offices:
What are the experiences so far from regional offices vis-à-vis:
Their role in strengthening Programme / project coherence;
Supporting/resolving field challenges of programmes/projects;
Day-to-day running of the RO;
Fulfilling any other expectations;
How do their perceive their relationship with Country office (relevant programme and operations units).
Perceptions / Needs / Expectations from CO and Projects:
What are the perceptions/experiences from the CO programme and operations units in terms of:
The value added so far of the ROs;
The main challenges observed/experienced so far;
The key perceived gaps in guidelines, practice etc.
Impact / Relevance:
Has the establishment of RO improved the quality, coherence or efficiency of UNDP Afghanistan’s programming.
Process related:
In terms of existing processes / SOPs:
What areas should the ROs be consulted/participating etc;
In what ways can/should existing processes be amended to incorporate RO, if any.
Methodology:
The evaluator will first conduct a desk review of the basic documents governing the establishment and functioning of the Regional Offices (business case, terms of reference). During an in-country visit, the evaluator will conduct key informant interviews with Country Office Management, CO Programme and Operations and Project Staff, as well as Regional Office staff, in order to derive answers to the above questions. A detailed plan for the assignment will be agreed during the inception phase.
Expected Outputs and Deliverables;
- Draft/brief inception Report detailing the timeline/schedule and methodology including questions;
- Submission of draft evaluation report;
- Submission and acceptance of finalized evaluation report, based on comments;
- De-brief to Country Office (management, programme, operations, project staff).
Payment Modality
Payments under the contract shall be delivery based and be made on receipt and acceptance of the specific milestone reports indicated above and at the end of assignment. Living allowance and round trip airfare can be paid through signed timesheet.
Competencies
Corporate Competencies:
- Demonstrates integrity by modelling the UN’s values and ethical standards;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favouritism.
Functional Competencies:
Knowledge Management and Learning:
- Qualitative and quantitative research skills;
- Evaluation expertise;
- Knowledge of result based management;
- Experience in sub-office structures, remote management.
Management and Leadership:
- Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Demonstrates openness to change and ability to manage complexities;
- Ability to lead effectively, mentoring as well as conflict resolution skills;
- Demonstrates strong oral and written communication skills;
- Remains calm, in control and good humoured even under pressure;
- Proven networking, team-building, organizational and communication skills.
Required Skills and Experience
Education:
- At least a Master’s degree in any of the following fields: Social Science, Development, Human Rights, Law, Evaluation, or any other field related to UNDP’s area of work.
Experience:
- At least 7 years work experience in the areas of programme/project management;
- Proven Experience in evaluating UN interventions in the field, preferably in insecure settings;
- Knowledge of ‘remote management’ a strong plus;
- Prior relevant UN or UNDP experience an advantage.
Language:
- Excellent written and oral English skills.
Price Proposal and Schedule of Payments:
The contractor shall submit a price proposal as below:
- Daily Fee – The contractor shall propose a daily fee which should be inclusive of his/her professional fee, local communication cost and insurance (inclusive of medical health and medical evacuation). The number of working days for which the daily fee shall be payable under the contract is 20 working days.
- Living Allowance (LA) – The contractor shall propose a LA at the Kabul applicable rate of USD 162 per night for his/her stay at the duty station. The number of nights for which the LA shall be payable under the contract is 20 nights. The contractor is NOT allowed to stay in a place of his/her choice other than the UNDSS approved places. UNDP will provide MORSS compliant accommodation in UNOCA Complex to the contractor. The payment of accommodation shall be made directly by the contractor.
- Travel and Visa – The contractor shall propose an estimated lump sum for home-Kabul-home travel and Afghanistan visa expenses.
The total professional fee, shall be converted into a lump sum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the abovementioned.
Work Arrangements
Institutional Arrangements
- The contractor will work under direct supervision of the Chief (Strategy, Planning and Results) The consultant will meet country office and regional office staff during his/her stay in the country.
Duration of the Work:
- Total Duration of work is 4 weeks with maximum 20 working days (15 working days from Kabul and 5 working days form Home).
Duty Station:
- Home based (5 days) and Afghanistan (15 working days in Kabul, and likely visits to Herat and Mazar Provinces).
Evaluation Method and Criteria:
Individual consultants will be evaluated based on the following methodology:
Cumulative Analysis;
The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:
- Responsive/compliant/acceptable, and
- Having received the 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 49 points (70% of the total technical points) would be considered for the Financial Evaluation
Technical Criteria – Maximum 70 points;
Qualification and Experience (70 marks) [evaluation of CV]
General Qualification (25 marks);
Experience relevant to the assignment (35 marks);
Experience of working for projects funded by UNDP (10 marks)
Documents to be included when submitting the Proposals:
Interested international consultants (Procurement) must submit the following documents/information to demonstrate their qualifications in one single PDF document:
Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II);
Personal CV or P11, indicating 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.