Background

NOTE

Application procedure:

• Application with a CV must be submitted online via this website. Please click on “Apply Now” Tab and complete required fields and upload CV. Please note that website accepts only one document therefore, if you would like to upload more than one document, please make sure to combine it into a single one.
• Financial offer in a form of completed and Signed Offeror’s Letter to UNDP Confirming Interest and availability - https://www.ba.undp.org/content/dam/bosnia_and_herzegovina/docs/Operations/Jobs/Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx - Letter to UNDP Confirming Interest and Availability.docx - to be sent to e-mail ba.shared.hr@undp.org with Subject: Job ID 106934.

Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1 implemented from 2017-2020. The programme continues to strengthen participatory democracies and the EU integration process in the Western Balkans (WB) by empowering civil society and youth to actively take part in decision making and by stimulating an enabling legal and financial environment for civil society. It is implemented in the WB region: Albania, Bosnia and Herzegovina (BiH), North Macedonia, Kosovo?, Montenegro, and Serbia. Working across the region, ReLOaD2 enhances capacities of local governments and civil society organizations (CSO) to engage in productive partnerships and contribute to improved service delivery and realisation of local priorities in line with development strategies. The project in BiH selected 13 partner local governments (LGs)  and will incite them to improve public funding for CSO in a transparent and development-oriented manner, recognising local needs and embracing a project-based approach. ReLOaD2 will provide technical support to partner LGs in allocating funds to CSOs using the mechanisms for transparent disbursement of funds for CSOs (LOD methodology ). Also, the project will promote youth engagement and support implementation of youth initiatives and will work on facilitating first job experience and internships in partner localities. Therefore, the project supports to capacity enhancement of the CSOs awarded within the ReLOaD2 project grant scheme and consequently improves CSO service provision on the local level.

The objective of the assignment is to monitor the implementation of the CSO projects awarded under the ReLOaD2 project grant scheme in line with approved project proposals, so to ensure they fulfil all required procedures and provide guidance to properly implement the contractual obligations. The assignment also includes on-the-job training for LG representatives so that they could gain additional skills and knowledge for monitoring of CSO projects.

Duties and Responsibilities

Under the overall supervision of the Project Manager and direct supervision of the Grant Officer the incumbent will be responsible for monitoring CSO projects in local communities across BiH, with aim to detect challenges and propose tailor made approach ensuring successful CSOs project implementation. S/he will strengthen the capacities and skills of CSO to implement their projects in line with ReLOaD2 project requirements, with focus on transparent financial and operational management. The consultant will also provide on-the-job monitoring training for LG representatives. 
LGs will be organized in 7 geographical clusters as follows; number of days corresponds to actual project implementation stage:

• Cluster 1:  Centar Sarajevo and Grad Istocno Sarajevo – minimum 30 working days for 10 CSO projects
• Cluster 2:  Gradiška and Prijedor – minimum 20 working days for 7 CSO projects
• Cluster 3:  Bihac – minimum 21 working days for 6 CSO projects
• Cluster 4:  Goražde and Novo Sarajevo - minimum 32 days for 10 CSO projects
• Cluster 5: Prozor Rama- minimum days 11 days for 3 CSO projects 
• Claster 6: Ugljevik- minimum11 days for 3 CSO projects
• Cluster 7: Mostar and Gacko- minimum 18 days for 5 CSO projects

Applicants can apply for all clusters, but the maximum number of clusters to be assigned to one consultant is two. Offers for each cluster must be submitted separately, indicating consultant fee, travel costs and all other related costs for each cluster.

Considering the above, the consultant is expected to perform the following concrete tasks:

Task 1. Desk review

Under this task, the consultant will:

• Review guidelines for implementation of CSO project proposals; review CSO progress reports, and all other documents relevant to the task that that are provided by the ReLOaD2 project team.
• Familiarise him/herself with the implementation of CSOs projects in respective LG, as well as with the overall ReLOaD implementation.
• Propose a detailed monthly work plan outlining the approach for monitoring. The work plan will be submitted to ReLOaD2 for approval..
• Prepare together with Reload 2 team a list of LG and CSO contact persons that will be included in the assignment.

This will be followed with consultation and orientation meeting with ReLOaD team to set standards for the preparation of monitoring reports and support to awarded CSOs and LG representatives.
The number of days for each cluster: Cluster 1 : 3 days ; Cluster 2 : 2 days; Cluster 3 : 1.5 day; Cluster 4 : 3 days; Cluster 5 : 1 day; Cluster 6 : 1 day; Cluster 7 : 1.5 day

Task 2: Monitor CSO projects implemented in partner LGs

In line with the activity and time plan defined under Task 1 the consultant will conduct monitoring of the CSO projects, awarded through Reload 2, to ensure adherence to UNDP/ReLOaD rules and regulations in financing and implementing of the projects 2. As part of this process the consultant will perform as follows:

• Up to three monitoring visits to each CSO project, depending on the phase of the implementation. The monitoring visits will serve to verify financial and narrative reports and data collected as part of reporting by CSO to UNDP. For projects that have not yet provided progress reports, baseline information from project proposals will be used to assess the validity of the implementation approach.
• Include LG representatives in the monitoring process, including monitoring visits, and provide them with on-the-job training in the area of results-based project monitoring.
• The consultant will provide to CSO representatives findings relating to the effectiveness of their projects, such as how well they reached the target groups, or how well they managed to establish planned collaboration with their partners, institutions and/or consultants awarded projects. The special attention will be given to the modalities and technics of project implementation.
• Provide guidance to CSO, based on shortcomings perceived through the monitoring process, so as to ensure that the activities are managed in line with the implementation requirements. This will include the identification of potential risks, proposal of mitigation measures, as well as instruction on how to objectively verify the progress against the indicators.
• Provide guidance to CSOs over their concerns in order to properly implement the contractual obligations set in LVGA signed between the CSO and UNDP. 

ReLOaD2 project will facilitate cooperation between the consultant and contact persons in partner LGs to ensure overall benefit for the project. The consultant will provide periodical updates/draft reports, as agreed with the ReLOaD2 staff during the introductory meeting.
Following each monitoring visit, the consultant is obliged to submit field monitoring report which must include all information relevant to ongoing project implemented by the CSOs . Reports should be signed by CSO and LG representatives and sent for approval to ReLOaD Grant Officer. Reports are to be submitted timely, not later than 48 hours after the monitoring visit takes place. In total the consultant is expected to visit each CSO at least two times and prepare the report each time. In case that consultant is asked to visit events or trainings the report could be sent by email to ReLOaD Grant Officer.
Field monitoring report will include in detail descriptive and numerical data and will include following information:

• General info about the CSO and the project that is being implemented,
• Details about project activities, programmatic development of project, indicators achieved as per signed contract between UNDP and a CSO - (Low Value Grant Agreement (LVGA)) and approved project application,
• Details about all financial spending and procedures in place
• Identify risks followed with overall project risk assessment,
• Propose measures for mitigation of risks.

The reports should be accompanied by narrative and financial report form CSO.

Number of days envisaged under is each cluster: Cluster 1 : 25 days ; Cluster 2 : 17 days; Cluster 3 : 18 days Cluster 4: 27  days; Cluster 5 : 9 days; Cluster 6 : 9 days; Cluster 7: 15 days

Task 3. Final Reporting

The consultant will prepare a final report that will integrate the key findings from the reports for each LG, such as number of CSO project monitored, number of monitoring visits, capacity of CSOs to implement the project, lessons learned and recommendations for future . Concrete structure and content of the report will be decided in cooperation with the ReLOaD2 project . The report should be submitted to ReLOaD2 project team in one of the official languages in Bosnia and Herzegovina (MS Word electronic version). The final version of the report must take into consideration all comments provided by the project and secure the final approval by ReLOaD team.
The estimated level of effort for this task is as follows:
The number of days for each cluster: Cluster 1: 2 days ; Cluster 2 : 1 days; Cluster 3 : 1.5 day; Cluster 4 : 2 days; Cluster 5 : 1 day; Cluster 6 : 1 day; Cluster 7 1.5 days

Duration period for the consultancy is by May 2022 but the timeframe is expected to be extended if the CSO project duration is prolonged. This will not affect the number of required consultancy days but could require revision of the time-plan.

Deliverables/outputs

Competencies

Corporate Responsibility and Teamwork:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Plans, prioritizes and delivers tasks on time;
• Strives for and promotes excellence in performance continually;
• Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
• Generates ideas and seizes opportunities to support corporate strategic objectives.

People Skills:

• Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
• Recognizes and responds appropriately to the ideas, interests, and concerns of others;
• Builds trust and engenders morale by displaying open, transparent and credible behaviour;
• Respects individual/cultural /gender differences; utilizes diversity to foster teamwork;
• Ensures others’ understanding of, involvement in, and adaptation to a change process.

Partnering and Networking:

• Communicates sensitively and effectively across different constituencies;
• Ability to work as a member of a team as well as work autonomously.

Results-Orientation:

• Plans and procedures quality results to meet established goals.

Communication:

• Technical writing skills, formulates written information clearly and persuasively;
• Strong communication skills;
• Shares information openly with co-workers and partners while using discretion to protect confidences;
• Presents information in a clear and articulate manner.

Job Knowledge and Expertise:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• In-depth knowledge of development issues;
• Demonstrates in-depth knowledge of communications issues and production of various communications products;
• Strives to keep job knowledge up to date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Required Skills and Experience

Academic Qualifications/Education

• University Degree in Public Administration, Economics, Law, Social Sciences or related field. Advanced degree will be considered as an asset.

Experience

• At least 5 years of relevant experience in the field of monitoring and project management (PCM) in Bosnia and Herzegovina;
• Previous experience in provision of technical assistance and training to public institutions in Bosnia and Herzegovina countries in development management, is required;
• Previous experience in capacity development of civil society organizations in the area of local governance, local development, public participation and public scrutiny is required;
• Knowledge of the EU (European Union) guidelines and procedures and PCM Techniques is an asset;
• Proficient in MS Word and MS Excel spreadsheet.

Languages Requirements

• Fluency in written and spoken languages of Bosnia and Herzegovina;

Other Requirements

• Excellent computer skills (MS Office applications) and ability to use information technologies as a tool and resource.

Longlisting/Shortlisting Criteria

Qualifications as stated in the ToR

Technical Evaluation Criteria

Evaluation

Individual  will be evaluated based on the following methodology:

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the candidate whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) 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%

Interested candidated must submit the following documents/information to demonstrate their qualifications:

• Explaining why they are the most suitable for the work;
• Personal CV/P11, including past experience in similar projects and at least 3 references.

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

• For an assignment requiring travel, consultants of 65 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
• Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.