1. Background

Democracy Strengthening in Zambia (DSZ) is a three-year multi-donor project based on the recommendations of the Needs Assessment Mission (NAM) conducted by the United Nations in 2018 and is aligned and supportive of Zambia’s Sustainable Development Partnership Framework, UNDP Strategic Plan and Country Programme and the 7th National Development Plan 2017-2021 (7th NDP); the latter, in which the government pledges to “promote transparency, accountability, citizen participation as well as strengthen governance institutions". Indeed, the 7th NDP recognizes that practice of good governance and promotion of a stable political framework are the foundation of sustainable development. The outcomes, outputs, and activities of the DSZ are in response to and the result of detailed discussions with the Electoral Commission of Zambia (ECZ), cooperating partners and other national stakeholders.

The DSZ consists of two interlinked result areas:

 1)  Electoral institutions and processes strengthened, and

 2) Programming for peace in support of Zambia’ 2021 electoral cycle.

These two result areas are expected to achieve the following results:

1. Inclusive and participatory decision-making,
2. Strengthened responsive and accountable institutions,
3. Transparent institutions with improved access to information,
4. Improved technical and organizational capacities of national electoral stakeholders,
5. Credible and legitimate institutions work with integrity, and
6. Enhanced conflict prevention and mitigation mechanisms.

In line with the recommendations of past evaluations of electoral assistance by among others, UNDP, NAM recommendations and lessons from the August 2021 elections, DSZ aims to support long-term institutional strengthening through technical assistance for policy development, skills and knowledge to the ECZ. The ECZ is an autonomous electoral management body (EMB) established in 1996 under Article 7 of the Zambian Constitution (1996). The Electoral Commission Act No. 25 of 2016 provides for the composition of the Commission and its operations. The Commission consists of the Chairperson, Vice Chairperson, and three other members - appointed by the President, and ratified by the National Assembly.

The Commission is responsible for making policies, setting strategies and monitoring operational performance, and compliance. The Commission has a secretariat which is headed by the Chief Electoral Officer (CEO) and is responsible for the day-to-day management of the Commission’ affairs including the implementation of its decisions. There are three committees each of which is chaired by members of the Commission: i.e., Finance, Administration, and Elections and Voter Education. There are also other committees created by legislation such as the Audit, Procurement, and Integrity committees. The Commission has eight departments, namely Electoral Operations, Information Communication and Technology, Legal, Finance, Procurement, Human Resource and Administration, Corporate Affairs, and Audit.

Towards the enhancement of the capacity of the ECZ to deliver on its mandate, the post-election period presents a conducive environment for a detailed review of both the external and internal environment within which elections are conducted and how the ECZ operates. In this regard, the DSZ wishes to recruit an international consultant (team leader) to work together with a national consultant, to undertake a capacity assessment of the ECZ and develop a multi-year capacity development and training plan for the ECZ. 

The institutional and capacity assessment will seek to:

1. Identify gaps and make recommendations for alignment of laws that have a bearing of electoral processes in Zambia for improved transparency, accountability, and inclusion.
2. Facilitate alignment of institutional policies, structure, systems, and practices with the constitutional and legal mandate of the Commission.
3. Assess the relationship between the Commission and the Secretariat in terms of the roles and responsibilities of each tier of the electoral management body and propose remedies to institutional constraints that may exist.
4. Enhance corporate governance through improved institutional efficiency and stakeholder accountability.

The international consultant will report to the Chief Electoral Officer of the ECZ as well as the DSZ Senior Electoral Advisor and Project Manager. 

The tasks to be carried out by the consultant will include the following: 

1. Supervise the national consultant in undertaking this assignment.
2. Review the constitutional and legal framework relating - directly or indirectly - to electoral systems and processes, including reports from past and recent post-election reviews, to further improve the electoral environment and practices and strengthen the sustainability of the ECZ and its enjoyment of public trust and confidence to deliver credible elections.
3. Assess the organizational and operational capacity of ECZ including governance, structure, policy making and implementation, roles and responsibilities, positions and job description, and staff performance evaluation process and procedures. This will include making recommendations for practical and cost-effective means of offering targeted assistance.
4. Assess the capacity of the ECZ to engage in multi-stakeholder dialogues involving, among others, political parties, women, civil society and faith-based organizations, persons with disabilities, and youth to foster inclusive participation in the election.
5. Propose a multi-year capacity development and training plan taking into account, the following elements, among others: financial management; procurement; human resources; monitoring and evaluation of business processes; resource mobilization; planning and logistics; e-learning and increased use of technology across the board, and inclusion of women, people with disabilities (PWDs) and youth within the organization including its operations and programming.
6. Identify good corporate practices within the Commission and propose recommendations to link these to the new ECZ strategic plan and re-branding efforts.

Specific Deliverables 

1. Inception report with methodology and initial timeline.
2. Institutional mapping report.
3. Capacity development and training plan.
4. Final report including recommendations.

 A.     Methodology and approach

The consultancy team will propose their own methodology and approach to the ICA, also the methods and tools of data collection. This should however include existing documents and web-sources, surveys, interviews with management, staff and other stakeholders, observation of work processes and meetings, etc.

Payment schedule 

Deliverables/Outputs

 1.       Inception report clarifying the methodological and conceptual approach to the assignment and initial timeline.

Estimate duration: 5 days

Payment schedule: 20%

Review and approval: DSZ Project Manager

2. Institutional mapping report and capacity development and training plans.

Estimate duration: 20 days

Payment schedule: 40%

Review and approval: DSZ Project Manager

 3. Draft report presented to and validated by electoral stakeholders.

 Estimate duration: 2 days

Payment schedule: 25%

Review and approval: DSZ Project Manager

 4. Production of final report including recommendations.

Estimate duration: 8 days

Payment schedule: 15%

Review and approval: DSZ Project Manager

Professionalism: discretion, political sensitivity, diplomacy and tact; ability to apply good judgement; ability to liaise and coordinate with a range of different actors; high degree of autonomy. Ability to manage information objectively, accurately and confidentially.

Integrity: demonstrate the values and ethical standards of the UN and UNDP in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest; take prompt action in cases of unprofessional or unethical behaviour.

Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age.

Planning and organizing: effective organizational and problem-solving skills; ability to establish priorities and to plan, coordinate and monitor work.

Communication: proven interpersonal skills; good spoken and written communication skills.

Qualifications:

At least a master’s degree in Public Administration, Business Administration, Law, Political Science, or related fields.

A minimum of ten (10) years of relevant experience in election management, public sector environment; public sector reform.

At least five (5) years of experience in institutional capacity assessment, and development of capacity assessment plans/programmes.

Experience in democratic governance and election administration including as a member or official of an EMB.

Solid understanding of mainstreaming of equity issues for gender, youth and PWDs into electoral and organisational frameworks.

Excellent speaking and writing in English

Experience in training, change management and organizational development.

Experience in working with multidisciplinary teams and delivering quality reports in timely manner. 

Ability to engage with international development partners, UNDP, senior government officials, and other national stakeholders including CSOs and political parties.

Excellent business development, negotiation, analytical, research, presentation, and communication skills.

Familiarity with the Zambian system of governance, public sector policies, structures, and electoral processes.

Relevant experience in Zambia, another country in the region or the global South will be an asset.

Evaluation Criteria:

Relevance of Education/ Degree: 15 points

At least a master’s degree in Public Administration, Business Administration, Law, Political Science, or related fields.

Years of Relevant Experience: 40 points

A minimum of ten (10) years of relevant experience in election management, public sector environment; public sector reform.

At least five (5) years of experience in institutional capacity assessment, and development of capacity assessment plans/programmes.

Experience in democratic governance and election administration including as a member or official of an EMB.

Solid understanding of mainstreaming of equity issues for gender, youth and PWDs into electoral and organisational frameworks.

Language: 5 points

Excellent speaking and writing in English

Management, Training and Coaching: 30 points

Experience in training, change management and organizational development.

Experience in working with multidisciplinary teams and delivering quality reports in timely manner.

Ability to engage with international development partners, UNDP, senior government officials, and other national stakeholders including CSOs and political parties.

Excellent business development, negotiation, analytical, research, presentation, and communication skills.

Country Context: 10 points

Familiarity with the Zambian system of governance, public sector policies, structures, and electoral processes.

Relevant experience in Zambia, another country in the region or the global South will be an asset.

Applicants who score at least 70% in the technical evaluation will be eligible for the assessment of their financial evaluation. Please note that financial evaluation will account for 30% of the weighed score as indicated in the table below.

Evaluation method

Technical: 70%.

Financial: 30%. The lowest offer will be awarded 30% while the other offers will be weighed against the lowest offer.

Overall: 100%. Only candidates qualifying for the minimum criteria will be eligible for the additional technical qualifications. Then a candidate scoring of at least 70% will have its financial offer assessed and cumulated to the technical evaluation score. The candidate having the highest combined score will be awarded the consultancy.

Financial evaluation :

All technically qualified proposals will be scored based on the formula provided below. The maximum points (30 points) will be assigned to the lowest financial proposal.  All other proposals receive points according to the following formula:   

   p = y (µ/z) 

where: 

• p = points for the financial proposal being evaluated
• y = maximum number of points for the financial proposal
• µ = price of the lowest priced proposal

z = price of the proposal being evaluated.

1. Institutional Arrangements

The team will work under the joint supervision of the DSZ Senior Electoral Advisor and Project Manager and the CEO of the ECZ, and will as needed, submit periodic reports outlining progress towards agreed milestones and the final report.

The ECZ will make office space available to the consultants, including space for meetings and consultations. The ECZ will also provide the consultants with all the materials pertaining to the assignment including strategy and policy documents as well as previous reviews to ensure a good understanding of the assignment and to assist in the development and implementation of the assignment.

Before the end of the consultancy, the team shall submit a final report summarizing the activities completed, outputs delivered, and results achieved through their work. The Senior Electoral Advisor/Project Manager will review  the report and transmit to the consultants, comments and/or the approval of the report within seven working days. If changes or comments are proposed, the consultants shall have 7 working days to incorporate the proposed changes following the final payment will be processed.

To assist you in understanding the requirements of this assignment and to facilitate your submission, kindly visit the link

https://procurement-notices.undp.org/view_notice.cfm?notice_id=93018 

and find the below:

1. The Terms of Reference for the assignment described above;
2. The standard Letter of Confirmation of Interest and Availability, which you must accomplish and submit to UNDP, with the below: 

   CV shall include Education/Qualification, Processional Certification, Employment Records /Experience

   Breakdown of Costs Supporting the Final All-Inclusive Price as per Template

   Brief Description of why you are the best candidate for the assignment.

3. The Individual Contract and its General Terms and Conditions, which you would be expected to sign in the event you are the selected Offeror in this procurement process.  

Should you be interested and decide to submit an offer for this assignment, kindly send them no later than 15th July 2022, midnight NY time, at the address: procurement.zm@undp.org