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[EXTENDED] IC2021/WSM/038 CONSULTANT – ASSESSMENT OF MINISTRY OF JUSTICE AND COURTS ADMINISTRATION COURT CASE MANAGEMENT SYSTEM
|Location :||Apia, SAMOA|
|Application Deadline :||15-Oct-21 (Midnight New York, USA)|
|Additional Category :||Sustainable Development and Poverty Reduction|
|Type of Contract :||Individual Contract|
|Post Level :||National Consultant|
|Languages Required :||English|
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||40 woking days|
|Expected Duration of Assignment :||From November 2021|
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.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
[EXTENDED TO 15 OCTOBER 2021]
The Samoa Law and Justice Sector is comprised of the following agencies: the Ministry of Justice and Courts Administration (“MJCA”) , the Office of the Attorney General, the Ministry of Police, Prisons and Corrections, the Office of the Ombudsman and National Human Rights Institution, the Ministry of Women, Community and Social Development, the Samoa Law Reform Commission, the Public Service Commission, the Ministry of the Prime Minister and Cabinet and the Ministry of Finance, working in collaboration to further develop and improve all aspects of Law and Justice in Samoa.??
This collaborative work of the Sector is coordinated and overseen by its Steering Committee consisting of the Heads of the Ministries plus six outside members, namely: the President of the Samoa Law Society, the President of SUNGO, a representative from the National Council of Churches, a representative of Matai, a representative of Sui o Nuu and a representative of Sui Tamaitai o Nuu. The cooperative/collaborative work of the Sector Agencies is part of the Government of Samoa’s move to the Sector-based approach.??
The Samoa Law and Justice Sector Plan 2020/21 – 2024/25 which was released in April 2021 sets out sector development goals and activities for the Samoa Law and Justice Sector. The aim of the Sector Plan was and is to provide a link between the national strategic plan (SDS) and Sector Agencies’ corporate plans and our international commitment to Sustainable Development Goals (SDGs). The new Sector Plan has a focus on collaboration with a commitment to building strong processes and systems and conducting effective monitoring and evaluation across the sector.?
However, the MJCA does not at present have in place an integrated and comprehensive case management system. Instead, MJCA relies on manual processes developed and maintained separately by individuals responsible for different substantive or practical processes. There is a growing number of excel spreadsheets which are kept and updated for various matters within the separate court jurisdictions, however, these do not have the capability to incorporate all aspects of the court processes and workflow and are limited in what they can provide. Without an integrated case management system, there is a lack of readily available information and quality data for reporting purposes? ?as well as monitoring capacity to track case progress. This creates barriers to accessing justice for? those relying on the courts, as well as gaps in understanding and improving? court process.?
Duties and Responsibilities
SCOPE OF WORK
a. The consultant will work directly with MJCA and report to the Chief Executive Officer and the UNDP Assistant Resident Representative (ARR) of the Governance and Poverty Reduction Unit (GPRU) to:
- Undertake a thorough assessment of the current status in relation to quality of data, workflow processes, methodology, systems, ICT infrastructure and resources used by the MJCA? for tracking and recording court information; and
- Assess future needs, required improvements and capacity requirements, including network and ICT Infrastructure and resources of the MJCA and make recommendations for the? procurement and implementation of an integrated case management system for the Civil and Criminal Courts as well as the Lands and Titles Courts in Samoa.?
To achieve the above objectives, the Consultant is expected to ensure the effective and efficient performance and completion of the following tasks:
(i) Develop an Inception Report outlining the Assessment Plan;?
(ii) Conduct a desk review of current data, existing databases, processes, reporting systems, ICT infrastructure and resources, systems maintenance plan and MJCA staff capacity within each court jurisdiction and review current practices, caseload information, privacy settings, and data security needs to understand existing systems and processes;
(iii) Conduct required consultations with all key stakeholders (including court staff, public users, judges, lawyers and interested third parties);?
(iv) Review and Draft Process Maps for each jurisdiction to reflect the case management processes from filing to disposal for each Court;
(v) Assess case management risks and opportunities;
(vi) Provide recommended parameters for:
a. a suitable case management system/s with key features and functionalities applicable for the needs of our Courts;
b. conclusive options for procuring a case management system; and?
c. required improvements and changes to be made by MJCA in preparation for a case management system.
(vii) Develop an implementation plan for introducing and procuring a recommended case management system that includes:
• Workflow movement/processes
• Key stakeholders
• Technology parameters
• Staged implementation
• Training and capacity building needs
• Change management strategies;
(viii) Based on functional and technical capabilities, prepare the final assessment report and presentation for? key stakeholders on the findings and implementation plan on the recommendations.
3. Expected outputs and deliverables
In line with the scope of work outlined above, the Consultant is expected to ensure the effective and efficient completion and submission of the outputs and deliverables within the timelines specified in Table 1 below:
Table 1: Outputs, deliverables, and timelines
Timeframe of the consultancy
The consultant shall render intermittent service, equivalent to 40 working days spread from 20th September to the end of November 2021, to execute the scope of the tasks and deliverables indicated in this terms of reference.
The Consultant will be remunerated in accordance with the effective completion and submission of the required deliverables within required timelines in Table 1 above.
The payment schedule will be processed in accordance with the payment schedule given in Table 2 in lump sum as follows:
Table 2: Payment schedule
The Consultant will be recruited for 40 working days from the effective date of the contract. S/he will perform all the activities over a period of 8 weeks from the effective date of the contract.
Counterparts and line of reporting
The Consultant is required to report to the Chief Executive of the Ministry of Justice and Courts Administration (MJCA CEO) and UNDP Assistant Resident Representative (ARR) of the Governance and Poverty Reduction Unit (GPRU). Deliverables will be reviewed by the GPRU and MJCA CEO and will be approved for payment by the ARR GPRU.
The Consultant will work closely with the relevant counterpart staff of the MJCA:
Inputs by stakeholders, UN agencies, and other development partners
MJCA will make available to the consultant all relevant information that may assist the consultant in carrying out and completing the deliverable stipulated in the Terms of Reference. All relevant information that is made available by MJCA to the Consultant will be kept confidential and all such information will not be made available by the Consultant to third parties, except with the consent of MJCA.
Home-based but virtual communication and participation in all aspects of the assignment is required when necessary.
Qualifications and Experiences
Required Skills and Experience
Assessment of competencies
The assessment of individual consultants will be in accordance with the evaluation criteria below:
Technical Evaluation Criteria will be based on the information provided in the CV and relevant documents that are to be submitted as evidence to support the above required criteria.
Only the top 3 candidates that have achieved a minimum of 70% of the total pointswill be deemed technically compliant and considered for the interview assessment.
The technical competencies will be assessed as per criteria and scoring outlined in Table 3:
Table 3: Evaluative criteria for the consultancy
RECOMMENDED SUBMISSION OF PROPOSALS
Given below is the recommended format for submitting your proposal. Proposals must include:
Kindly note you can upload only ONE document to this application (scan all documents in one single PDF file to attach) to the Jobs link provided in the Procurement Notice for the advertisement.
Proposals must be submitted by 21 September 2021 to the following UNDP Jobs Site link only. Email submissions WILL NOT BE considered. Note this consultancy is also open to International applicants. Download the full TOR and templates for submission from the UNDP Procurement site link https://procurement-notices.undp.org/view_notice.cfm?notice_id=82912