Background

Since independence in 1980, elections have been held in the Republic of Vanuatu periodically, with results that have been accepted as credible. Until 1991 the country experienced political stability, with a reasonably robust party system centered around a few pro-independence parties, which were originally linked to a francophone image. Since then, however, the governance system has been weakened by almost chronic political instability following political party splits. Vanuatu inherited a Westminster style system, which requires strong political parties; unfortunately, that is currently far from being the case. As a result, forming and retaining a coalition government has become a complex process of negotiation between fragmented political groups and independents.

As part of a political reform process launched following the inauguration of the government issued from the 2015 “snap elections”, the Prime Minister of Vanuatu requested in May 2016 UN assistance in preparations for a potential referendum to approve the constitutional reforms, as well as medium- and longer-term assistance to develop the capacity of the Electoral Commission (EC) and the Vanuatu Electoral Office (VEO). In response, a first scoping mission was deployed to Vanuatu in June 2016. The Vanuatu Electoral Environment Project (VEEP) was approved and signed off by the UNDP Pacific Office in Fiji and the Vanuatu Electoral Office (VEO) in August 2017. VEEP was the first systematic effort to provide international electoral assistance in the country. The project eventually included four outputs – 1) strengthening of the electoral administration, 2) enhancing the integrity of the voter register, 3) supporting voter education and information and 4) supporting the political reform efforts through the development of the legal and operational framework regarding political parties’ registration. UNDP/VEEP thus provided technical and operational support to elections held during this period, supported a countrywide joint civil & voter registration process in the run-up to the General Elections 2020, as well as comprehensive voter information and public awareness campaigns – along with supporting adaptation to COVID-19 and TC Harold challenges. Looking at the voter turnout in Vanuatu from independence in 1980 to 2020 there has been a continuous increase in the total number of votes cast since 1983, and it is noteworthy that the total votes cast in 2020 was the highest ever in the Vanuatu electoral history despite COVID-19 and TC Harold challenges and restrictions.

This project successfully ran from 2017-2020, and from 1 January 2021, VEEP phase II started up to continue the work that VEEP phase I had started. VEEP accordingly continues to aim at contributing to the democratic development in Vanuatu. It will do so through the continued strengthening of the institutional and operational capacities of the electoral authorities, both the Electoral Commission (EC), the policymaking, oversight body, and the Vanuatu Electoral Office (VEO), the corresponding executive, operational arm. The project will support the electoral authorities to fulfil its mandate to conduct all direct elections in the country, and improve its capacity to manage the political change process through credible and genuine electoral processes. VEEP II will further support the successful transition to the future voter registration model, where the electoral authorities will derive the voter register from the civil registry database, and use National ID for voting identification, with the aim of increasing the integrity and accuracy of the voter register, as well as increasing participation, reducing certain irregularities, and strengthening public confidence. The project will continue to support improvement of institutional capacities to maintain longer-term voter education efforts and to strengthen the capacity of the electoral authorities to plan, implement and evaluate voter information and awareness efforts. Finally, the project will support electoral reform initiatives, including the capacity of the electoral authorities in developing and presenting viable changes and providing technical advice on the possible options to manage reforms dealing with complex aspects of the electoral processes, including civil and voter registration.

The specific outputs for VEEP Phase II are:

Output 1: Institutional Capacities of the Electoral Authorities Strengthened

Output 2: Integrity and Accuracy of the Voter Register Enhanced

Output 3: Ability to Conduct Voter Education and Raise Public Awareness strengthened

Output 4: Legal Electoral Framework Improved and Capacity Building on Electoral Reform to Key Stakeholders provided

VEEP II culminates with the General Elections in 2024. This allows for the continuity of progress made under the UNDP/VEEP Phase I and a smooth transition of the initiatives to mainstream practices within the Vanuatu electoral authorities and the Civil Registry and Legal Identity department.

Under Output 1 of the project, UNDP/VEEP would like to engage a ‘Procedures Consultant’ to develop operational procedures for the department of Civil Registry and Identity Management (CRIM) as well as the Vanuatu Electoral Office (VEO).  Standard Operational Procedures (including new templates, forms) are to be developed and implemented for the following: New Registration, Birth Registration, Adoption Registration, Marriage Registration, Divorce Registration, Death Registration and Voter Registration.  Furthermore, once SOP’s completed and approved, “Procedures Consultant” is to complete training to all CRIM staff and VEO staff on all the new procedures and work with graphic designer to develop meaningful operational manuals.    

The operational procedures Consultant will ensure the coordination of activities, and contribute to reinforcing national capacity in this area. The procedures codified should, ideally, be further developed into the permanent CRIM and VEO architecture, incorporating elements from the legal framework and former good practices that can institutionalize the principles of transparency and integrity for future processes. The ‘Procedures Consultant’ would also be working with other departments and ministries to create their forward-facing part of the new central civil register and Vanuatu Population Database.

The Procedures Consultant will primarily work with the CRIM, VEO and UNDP/VEEP, embedding institutional sustainability by working with the Ministry of Internal Affairs (MoIA), the Civil Registry and Identity Management (CRIM), and Vanuatu Electoral Office (VEO) as key partner agencies, which will result in accurate data, transparent and documented processes, and stronger staffing outcomes for VEEP’s core partner agencies post-Project completion in 2024.

Duties and Responsibilities

Scope of Work

Under the direct supervision and guidance of the Director of CRIM and UNDP/VEEP Chief Technical Advisor, and the Procedures Consultant” will provide expert advice, mentoring and guidance to CRIM, VEO and UNDP/VEEP.

Specific duties include:

• Analyse all current processes, procedures, compliance and risks;

• Provide recommendations for streamlining processes and procedures;

• Develop Standard Operating Procedures (SOPs), methodologies, tools and working instruments for each; New Registrations, Birth Registrations, Adoption, Marriage Registration, Divorce Registration, Death Registration, and Voter Registration.

• Management and supervisory of Data Validation Officers at CRIM

• Support transitioning to the new ‘voter registration model’ as well as to the new ‘civil registration and identity management’ model, capacity building support in ICT related components
• Establish a Communication Strategy to implement the SOP’s with the importance of training staff: 
• Advising CRIM on any issues based on international norms and procedures, and best practices;
• Work with CRIM, VEO, UNDP/VEEP in the development and production of forms and materials necessary or the implementation of procedures; 
• Assisting, through capacity building, the development and production of manuals and forms for all procedures; 
• Supporting the development of manuals containing the developed operational procedures in a user-friendly manner;

• Provide Training Support to Data Validation Officers on new ‘voter registration model’
• Collaborate with EC/VEO, CRIM, VNSO and VEEP to complete Village Maps and Official Place Register
• Liaise and consult with OGCIO and UNDP IC’s to rollout new ‘Voter registration model’
• Coordinate with other departments and ministries on data interoperability, data access and data sharing with new central civil register and Vanuatu Population Database.

Institutional Arrangements

The consultant will be recruited under the UNDP Individual contract modality and providing direct support to UNDP and MOIA.

The consultant will have a matrix reporting arrangement - to CRIM, EC/VEO and UNDP/VEEP CTA.

The consultant will be guided by the CRIM, VEO, UNDP/VEEP, with technical inputs when required from the UNDP CTA, and work alongside the current officers jointly responsible for Logistics.

The consultant is expected to submit specific deliverables outlined in table below which will be linked to contract payments.

Duration of the Work

The consultancy is for a total of 254 working days, in the period from 3 October 2022 – 31 December 2023

Duty Station

The consultancy is Vanuatu-based.

Competencies

• Strong interpersonal and communication skills;
• Strong analytical, reporting and writing abilities skills;
• Openness to change and ability to receive/integrate feedback;
• Ability to plan, organize, implement and report on work;
• Ability to work under pressure and tight deadlines;
• Comprehensive knowledge of civil registration processes and management
• Proficiency in the use of office IT applications and internet in conducting research;
• Outstanding communication, project management and organizational skills;
• Excellent presentation and facilitation skills.
• Demonstrates integrity and ethical standards;
• Positive, constructive attitude to work;

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

Educational Qualifications:

• Masters or other advanced degree preferred. Bachelor’s degree in Development Studies or a postgraduation program designed to support deep understanding of Sociology, Political Science, and other allied subjects like Economics and Geography, or other relevant field required;

Experience

• Solid and proven experience in programme design, administration, monitoring and evaluation, preferably in a developing country, and in particular small island development states (SIDS) context, and preferably Vanuatu.
• Minimum of 5 years’ experience with operations/management, Sociology, Political Science, Economics, Geography, and liaising with local stakeholders, preferably in relations to elections and civil registration.
• Experience in GoV planning and reporting processes.
• Ability to consult and liaise with relevant sector stakeholders.
• Previous experience working on Standard Operating Procedures management programs in Vanuatu would be a strong advantage.
• Proficiency in the use of office IT applications.
• Strong communication, project management and organizational skills.

Language requirements

• Fluency of Bislama and English language is required;
• Command of French would be a strong asset;
• Knowledge of Vanuatu, and the Pacific would be a strong advantage.

Price Proposal and Schedule of Payments

Consultant must send a financial proposal based on Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration.

Payments will be done upon completion of the deliverables/outputs and as per below percentages:

Deliverables Payment:

100 % on acceptance by Director General and VEEP Chief Technical Advisor of contribution/s to the 2022 Vanuatu Electoral process as per above table.

In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

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 a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

Technical Criteria for Evaluation (Maximum 70 points)

• Education level qualification (10 Points)
• At least with 5 years of experience with operations/management, Sociology, Political Science, Economics, or Geography, and liaising with local stakeholders, preferably in relations to elections and civil registration (20 points)
• Solid and proven experience in working on Standard Operating Procedures development and management programs in Vanuatu would be a strong advantage. (20 points)
• Working Experience in SIDS context, preferably in Vanuatu. (20 points)

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Documentation required

Interested individual consultants must submit the following documents/information (in one (1) single document as the application supports only one upload) to demonstrate their qualifications:

• Letter of Confirmation of Interest and Availability using the template provided in Annex II.
• Personal CV, 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.
• Technical proposal, including a) a brief description of why the individual considers him/herself as the most suitable for the assignment

 Financial proposal, as per template provided in Annex II. Note: National consultants must quote     prices in United States Dollars (USD

Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted. The successful consultant shall opt to sign an Individual Contract or a Reimbursable Loan Agreement (RLA) through its company/employer with UNDP.

Annexes

• Annex I - Individual IC General Terms and Conditions
• Annex II – Offeror’s Letter to UNDP Confirming Interest and Availability for the Individual IC, including Financial Proposal Template

For any clarification regarding this assignment please write to abhishek.prasad@undp.org