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, 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.

Organizational Context

The UNDP Institutional and Capacity Support to the Afghanistan Parliament (ICSPA) project (2014-2019) aims to assist the Secretariats of the National Assembly of Afghanistan to serve as a foundation for the parliament’s sustainable institutional development. 

The UNDP-ICSPA project follows on the UNDP SEAL I and II projects (2005-2013) that supported the re-establishment of the National Assembly of Afghanistan.

The first phase of the ICSPA project (2014-2016) focused on supporting the Secretaries General and their department directors to carry-out self-assessments of their performance against international parliamentary standards.  Based on recommendations arising from the self-assessments the project supported the department directors to prepare a Reform Action Plan.  Support to the self-assessments was provided in partnership with experts from the Inter-Parliamentary Union.

A second phase of the ICSPA project was launched in July 2016 with the adoption of a revised project document (2016-2019).  During its second phase, the project aims to support the parliamentary leadership to implement the National Assembly’s reform action plan under the following expected outputs:

• Output 1: Secretariats are strengthened to support law-making and oversight functions, including committee management, legislative and policy research, and plenary;

• Output 2: Finance, procurement, auditing and human resources capacity of the Secretariats is strengthened to better manage resources and provide effective support to operational functions;

• Output 3: Representative role reinforced through support for improved communication and outreach capacities;

• Output 4: Capacity of Parliament’s leadership to undertake reforms enhanced.

The National Assembly of Afghanistan

The National Assembly of Afghanistan is a bicameral parliament comprised of the Wolesi Jirga (the House of the People) and the Meshrano Jirga (the House of Elders).  Each House is governed by an Administrative/Steering Board comprised of the Speaker, Deputy Speakers and Secretaries.  Secretaries General serve as the administrative heads of each House.

The Meshrano Jirga Human Resources Department

The Human Resources department is responsible to process, verify and maintain documentation of all staff at the Meshrano Jirga (MJ) Secretariat such as those related to hiring, training and performance evaluations; develop employees’ scope of work; and keep attendance records of the staff. MJ’s Human Resources Department faces a number of challenges such as: insufficient staff with HR qualifications; internal work/processes delivered on ad-hoc and paper bases; reports are provided on demand, not according to a plan and standards set in advance; there are no customized training programs available to the staff working at parliament; HR reports are being prepared using Excel spreadsheets rather than through a standard HR management system (which does not enable proper tracking of records and make errors more likely). The Meshrano Jirga Human Resources Department comprises of 28 men and 1-woman staff working in 5 units.

Objective of the Assignment

Support through this service will be provided under project output-2: Finance, procurement, auditing and human resources capacity of the Secretariats is strengthened to better manage resources and provide effective support to operational functions.

The objective (and envisaged results) of this contract is to review and ascertain the continued relevance of the needs assessment for the Human Resources department conducted as part of the self-assessment exercise supported by the project in the previous phase, and based on it, support development of a five years Capacity Building Strategy and an annual implementation action plan for the department; support development and/or improvement of HR Department’s systems and procedures, and support upgrading of Human Resource Management & Information System (HRMIS). 

To address these needs of MJ’s HR department and based on a request the National Assembly of Afghanistan’s Meshrano Jirga leadership (Secretary General), the UNDP ICSPA project seeks to contract a professional Consultant under the below scope of work who will provide technical assistance and support to the Secretary General of Meshrano Jirga, Human Resource Department and their staff to achieve the results stipulated above.

Duties and Responsibilities

Scope of Work and Deliverables:

The Consultant is required to provide technical assistance and support to the Secretary General of Meshrano Jirga’s office, Director of Human Resource Department and their staff working in close collaboration and guidance of, the Secretary General of Meshrano Jirga.

Specifically, the Consultant is required to engage directly with department directors and staff to perform the following:

• Develop a five-year Capacity Building Strategy for all of MJ Secretariat staff according to the findings of the capacity building needs assessment Conducted by the Consultant; 

• Assist the Secretariat in developing an annual implementation action plan for the capacity building Strategy;

• Conduct an assessment of existing Human Resources procedures, and prepare professional recommendations on making the necessary reforms and improvements to the Human Resources procedures;

• Support upgrading HRMIS system and make it functional;

• Provide technical assistance to Human Resource Department as required to achieve the objective and results of this assignment and;

• Assist HR department in filling the vacant positions;

• Evaluate the working volume of each unit, review the ToRs of each unit and individual and make necessary recommendations in in order to enhance the productivity and effectiveness of the TASHKEL staff and minimize the demand for contractual staff;

• Provide advice to Secretary General on Human Resource issues.

Expected outputs/Deliverables

Monthly report summarizing activities undertaken under the following key areas covering details:

The Service is delivered as defined above in the ToR including.

Deliverable 1: Conduct a thorough assessment of the Secretary General of Meshrano Jirga; end of month 1; (20%)

• Review the available data from Capacity Building Needs assessment conducted in the previous phase of the ICSPA project;

• Conduct a thorough assessment of Secretary General (SG), the strategic objective, mission, organizational Structure, the ToRs and Capacity Building need assessment of the departments and individuals;

• Conduct orientation session for HR staff members on Organization Structure revision, alignment of the organizational structure with the strategic mission and the capacity building need assessment;

• The above tasks are performed together with HR-selected staff members in order to build their capacities.

Deliverable 2: Conduct Assessment of Human Recourse procedures; by end of 2nd month; (20%)

• All existing HR procedures are reviewed and professional advice and recommendations for reforms and improvements are provided to HR department and SG;

• Provide on the job training and orientation sessions to HR staff on how to review HR procedures and how to improve them.

Deliverable 3: Develop Logical structure for Organization and revise the ToRs to meet the IPU standards and organizations strategic objectives; by end of 3rd month; (15 %)

• Analyze the organizations strategic objective and mission and accordingly develop organizational Structure;

• Revise the ToRs of the departments and the individual ToRs according to the mission of organization and the new recommended structure.

Deliverable 4: Develop a five-year capacity building Strategy; by end of 4th month; (15 %)

• Five-year Capacity Building Strategy is developed according to the findings of assessment.

Deliverable 5: Implementation action plan is developed; by end of 5th month (10 %)

• One-year action plan for HR capacity building is drafted and approved according to five-year capacity building strategy.

Deliverable 6: Upgrading and making functional the HRMIS system; by end of 5th month; (20%)

• The HR department supported to upgrade HRMIS system and render it functional;

• HR department work flow is facilitated, efficiency is improved.

Payment Modality

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 schedule of payment.

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling UN values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional Competencies

Knowledge Management and Learning:

• Familiarity with UNDP and National Assembly of Afghanistan procedures and systems.

Development and Operational Effectiveness:

• Experience working in Human Resource Management at the Afghanistan governmental institutions or public sector;
• Demonstrated knowledge of Human Resource Management and procedures;
• Excellent computer literacy – MS office applications.

Management and Leadership:

• Builds strong relationships with directorates and staff, focuses on impact and result and responds positively to feedback;
• Ability to lead effectively, mentoring and trainings skills.

Required Skills and Experience

Academic Qualifications:

• Master’s degree with 5-year experience or bachelor’s degree with 7 years working experience in Public administration, information technology, governance, law or development studies from an accredited university.

Years of experience:

• 5 to 7 years working experience in the field of human resource management Public administration, information technology and governance;
• Experience working in Human Resource Management at the Afghanistan governmental institutions or public sector.

Language requirement:

• Fluency in written and spoken Pashto and or Dari is required;

• Reporting skills in English Language;

• Excellent communication and inter-personal skills.

Working Arrangements

Institutional Arrangements:

• The Consultant will work under the guidance and supervision of Secretary General of Meshrano Jirga and the Director of Human Resource Department will ensure the work and approve work quality and completion through this ToR, with in close collaboration of ICSPA Project Manager;

• The consultant is expected to produce deliverables in a timely manner as outlined in the Scope of Work and Deliverables mentioned above;

• The National Assembly of Afghanistan (Meshrano Jirga) will provide work station to the Consultant at the National Assembly of Afghanistan;

• The consultant is responsible to utilize his/her own computer and mobile phone for all work as well as to cover the costs for local communication.

Duration of the Work:

• The performance under the contract shall take place up to contract duration of 132 working days over six (6) months period five working days per week. The target date for the start of work will be around 20 December 2018.

Duty Station:

• All services/work will be delivered to the National Assembly of Afghanistan Meshrano Jirga at the Parliament House New building, Darulaman Road, Kabul Afghanistan, or Parliament House Annex building, Darulaman Road, Kabul Afghanistan;

• The consultant will be required to report regularly and be present at the National Assembly of Afghanistan Meshrano Jirga during the working hours to accomplish the deliverables on time.

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 professional fee, local communication and transportation costs. The number of working days for which the daily fee shall be payable under the contract is 132 working days.

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 above-mentioned schedule of payment.

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 70 points

Technical Proposal (30 marks):

• Technical Approach & Methodology (20 marks) – Explain the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output;
• Work Plan (10 marks) – The Applicant should propose the main activities of the assignment. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (40 marks) [evaluation of CV for shortlisting]:

• General Qualification (20 marks);

• Experience relevant to the assignment (20 marks).

Documents to be provided when submitting the proposals:

Interested individual consultants 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); as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
• Personal CV, indicating all past experience from similar projects.

Technical proposal:

• Brief description of why the individual considers him/herself as the most suitable for the assignment;

• A methodology, on how they will approach and complete the assignment as well as the work plan for the assignment.

Incomplete proposals may not be considered.