Background

The Transformation Agenda 2030 for São Tomé and Principe is based on the country’s “Vision São Tomé and Principe: The country we need to build”. It aims to boost good governance and public sector reform, namely the justice sector reform.

The Justice Sector in São Tomé and Principe has been widely affected by many years of disbelief and inefficiency. Consequently, this disbelief affects external perception at a high impact level, represented by donors and international investors.

Efforts are needed to increase access and trust in the justice sector, to promote the independence and integrity of the judiciary and to overhaul colonial era legislation, systems and practices in line with modern day international human rights standards and best practice.

In order to provide the country with a modern and functional justice system, the main living forces of the nation signed, on the 11th of December 2020, a High-Level Commitment for the Modernization of Justice, through the Justice System Modernization Program.

The modernization of the justice system is a precondition for its good functioning, efficiency and effectiveness, speed, transparency and security, for economic stability, investment attraction and universal access to Justice for the citizens of São Tomé and Príncipe. The justice sector in Sao Tome and Principe has gaps in its internal organization (i.e information management systems and lack of information sharing and coordination between institution are two of the most significant) which has resulted in mistakes being made in case work at the cost of individuals and companies. 

Moving towards the digital transformation of the justice system will provide the opportunity to overcome several of its problems. The introduction of information technologies in justice, namely through the digitalization of court procedures, will enhance the delivery of the right to a fast and independent justice and to a fair and equitable process. Artificial intelligence tools will allow for saving of time, improving accuracy, and simplifying procedures.  It will also bring citizens closer to the justice system by eliminating geographical and economic barriers that currently exist. 

Digitalization of the Justice System will support the implementation of software for police management and procedural processing, allowing the preparation of records in a standardized manner, immediate communication between those involved, filing lawsuits through IT apps, the dematerialization of the entire procedure, allowing also the consultation of the procedure by computer, the payment of judicial costs per home banking, the holding of hearings at a distance, among other procedural or administrative acts. It is also intended that the software is not restricted to the courts and the Public Prosecutor's Office, but is shared by the police, prison establishment, services of the Ministry of Justice, such as the DVCC, the registers, medical institutions, etc., aiming at system interoperability and data use and procedural simplification and alignment. This will also strengthen cooperation and optimization of interaction between public bodies, through a common vision of transformation and shared resources. The project will also support the creation of jurisprudence databases and digital legal libraries and the implementation of management applications of courts and judicial offices.

This software implementation will be preceded and accompanied by the necessary hardware installation (computers, scanners, network connections, servers, power generators, etc.), the creation of a public integrated data center suitable to support the IT facilities of the public administration. 

For the materialization of this program, UNDP is recruiting an Information, Communication and Technology (ICT) Expert.

The ICT Expert will be based in São Tomé with the primary function to provide strategic and technical advice to the digital transformation of the justice sector, namely to the Innovation and Knowledge Institute (INIC), the Ministry of Justice and the Justice Sector counterparts.

The ICT Expert is responsible for leading the design and implementation of the information management systems (IMS) and the enterprise data architecture for the Justice System and to provide technical assistance to the organizational units that composes it. The incumbent will support the design and operation of the system architecture and its alignment to other enterprise systems within Government and with other stakeholders. The ICT Expert is responsible for the planning, design, implementation and coordination of the acquisition, and development of the Justice related information and communication systems. He/ She will provide technical and advisory services to ensure smooth integration, operations and implementation of the digitalization of the Justice System, including overseeing the specification of data center systems (hardware and software), disaster recovery sites, data transmission and interoperability with other systems. The Expert will maintain the communication infrastructure in close coordination with INIC, the Ministry for Presidency, Cabinet and Parliamentary Matters, the Ministry of Justice and the Justice Sector counterparts, as well as provide capacity development and skill transfer for national ICT staff to understand each ICT component. The consultant should also lead on various digital initiatives which are crosscutting for UNDP Programmes in Sao Tome e Principe.

OBJECTIVE AND SCOPE OF THE WORK

1. Provide ICT Technical and Advisory Support Services on the planning, design and implementation of the digitalization of the STP Justice System.
2. Provide substantive leadership and participation in the implementation and administration of ICT Infrastructure for the organizational units that compose the Justice System.
3. Support the monitoring, utilization and reporting obligations on the projects regarding the digitalization of the Justice System.
4. Lead on various digital initiatives crosscutting for UNDP programmes.
5. Contribute to knowledge building and knowledge sharing with all stakeholders and partners.

Duty station 

The ICT expert will be based in the Directorate of Justice Administration at the Ministry of Justice and maintaining close contact with the UNDP Country Office. If necessary, UNDP will provide transport to the field to engage with the stakeholders in the proposed intervention areas in the country.

Duties and Responsibilities

Reporting to UNDP ARR/P and in close collaboration with the Ministry of Justice, Public Administration and Human Rights (Monitoring Committee), the key deliverables of the assignment are:

1. Provide ICT Technical and Advisory Support Services on the planning, design and implementation of the digitalization of the Justice System, focusing on achievement of the following results:
   1. Substantive participation in the development and implementation of an Electronic Case Management System;
   2. Consulting with users, management, vendors, and technicians to assess computing needs and system requirements and specifying the technology and equipment necessary to meet those needs;
   3. Formulating and advising on ICT budgets for the INIC, Courts, Public Prosecution Service and other Justice organizational units;
   4. Consulting and advising Senior management, subordinate staff and reviewing recommendations and reports on ICT design and implementation;
   5. Draft and contribute to the formulation of systems, process and procedures for the implementation of the actions and projects concerning the digitalization of the Justice System;
   6. Ensure that ICT systems comply with the relevant laws, regulations and procedures;
   7. Oversee, direct and advice on the ICT technical infrastructure and software projects including the migration from software pilots environment to production environment;
   8. Oversee, produce and review software code and programs as necessary to support the ICT systems and their required functionality;
   9. As required, produce design and planning documents, briefing notes and reports;
   10. As required, participate in meetings, conventions, seminars and conferences.

1. Provide substantive leadership and participation in the implementation and administration of ICT Infrastructure for the organizational units that compose the Justice System, focusing on achievement of the following results:
   1. Establishing and advising on operational and administrative procedures on the execution of the Justice System ICT systems and components;
   2. Establishing objectives and standards and formulating policies, plans and procedures for the ICT software, configuration and implementation;
   3. Direct and participate in the selection and installation of ICT resources and the provision of user training;
   4. Direct and participate in ICT operations, analyzing workflow, establishing priorities, developing standards and setting deadlines, as well as risk issues and mitigating measures;
   5. Assigning, reviewing, managing and leading the work of systems analysts, programmers, and other computer related workers;
   6. Oversee and participate in the selection, training and performance assessment of ICT staff;
   7. Build the ICT capacity of the organizational units of the Justice System and e-governance to support all and any ICT related tasks and issues;
   8. Oversee and advise on all logistics of computer and security of ICT systems related equipment;
   9. Ensure that appropriate reporting systems are designed and implemented for the extraction of data; and
   10. Advise other stakeholders on ICT integration and interoperability strategies and contribute to their design and interface with other governmental units.

1. Support the monitoring, utilization and reporting obligations on the projects regarding the digitalization of the Justice System, focusing on achievement of the following results:
   1. Contribute to the definition of project actions, budgets, expenditure and projections, ensuring the efficient use of resources;
   2. Establishing and manage budgets, controlling expenditure and ensuring the efficient use of resources relating to ICT resources;
   3. Support to provide contract management for suppliers and vendors, as requested;
   4. Evaluating the organization's technology use and needs and recommending improvements, such as hardware and software upgrades, as well as strategic goals;
   5. Monitoring and tracking the implementation progress and evaluating performance of the projects against established objectives, policies and identified risks;
   6. Monitor, report, and administer the WAN and LAN for any potential threats, issues, or upcoming maintenance;
   7. Monitor, report, and contribute to resolving issues that may arise with the progress of the projects; and
   8. Monitor and evaluate the performance of the justice organizational units ICT staff and infrastructure.

1. Contribute to knowledge building and knowledge sharing with all stakeholders and partners:
   1. Provide monthly reports to the ARR on the progress and performance of ICT projects;
   2. Support and share best practices on the ICT systems that promote efficiency and effectiveness, and value for money;
   3. Document innovative strategies and new approaches in the execution of the ICT project, as a resource for external partners; an
   4. Maintain a close working relationship and rapport with Government ICT staff and departments.

1. Provide Strategic lead on digital initiatives
   1. Support CO in formulating digital strategies across programmes;
   2. Advise RR on digital initiatives global and local;
   3. Elaborate proposals to donors.

Competencies

CORPORATE COMPETENCIES:

• Promotes UN's Values and ethical standards (tolerance, integrity, respect, results orientation, impartiality);
• Displays cultural, gender, religion, race, nationality and sensitivity and adaptability:
• Demonstrates integrity by modelling in the UN's values and ethical standards (human rights, peace, understanding between people and nations, tolerance, integrity, respect, results orientation, UNDP core ethics, impartiality.

FUNCTIONAL COMPETENCIES

KNOWLEDGE MANAGEMENT AND LEARNING:

• Promotes knowledge management and a learning environment in the office through leadership and personal example, excellent knowledge of capacity building theory and the application of methodologies.
• Good understanding of capacity and technology assessment methodologies, excellent ability to identify significant capacity building opportunities, demonstrated ability to build national capacities; and
• Display understanding of relevant ICT tools and continuously act towards personal capacity building.

MANAGEMENT AND LEADERSHIP

• Consistently approaches work with energy and a positive, constructive attitude;
• Builds strong relationship with clients, focuses on impact and result for the client and responds positively to feedback, timely responses to queries;
• Demonstrates good oral and written communication skills;
• Demonstrates openness to change and ability to manage complexities;
• Demonstrates ability to work in multicultural teams;
• Demonstrates strong administrative skills and result oriented approach to work; and 
• Provides inspiration and leadership to project staff as well as all the partners

Required Skills and Experience

REQUIRED EXPERTISE AND QUALIFICATION

EVALUATION CRITERIA

The expert will be evaluated against a combination of technical and financial criteria (combined scoring method). Maximum score is 100% out of which technical criteria equals 70% and financial criteria equals 30%.  The technical evaluation criteria will include the following:

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and person with disabilities are equality encouraged to apply. All applicants will be treated with the strictest confidence.

FINANCIAL PROPOSAL

[The procuring UNDP entities will choose among one of these two mechanisms. The lump sum approach is the preferred method, as it clearly links deliverables and payments transferring any unforeseen risks for the completion of the deliverable to the consultant. Once the mechanism has been selected, the other one shall be deleted to avoid any misunderstanding]

• Lump sum contracts

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e., whether payments fall in instalments or upon completion of the entire contract). Payments are based upon output, i.e., upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

• Contracts based on daily fee

The financial proposal will specify the daily fee, travel expenses and per diems quoted in separate line items, and payments are made to the Individual Consultant based on the number of days worked.

Travel;

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station, as well as travels inside the country if applicable. 

In general, UNDP should 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 case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

EVALUATION

[The procuring UNDP entities will choose among one of these two evaluation methods prior to submit the Individual Consultant Procurement Notice. Once the evaluation method has been selected the other one shall be deleted to avoid any misunderstanding]

Individual consultants will be evaluated based on the following methodologies:

1. Lowest price and technically compliant offer

When using this method, the award of a contract should be made to the individual consultant whose offer has been evaluated and determined as both:

a) responsive/compliant/acceptable, and

b) offering the lowest price/cost

“responsive/compliant/acceptable” can be defined as fully meeting the TOR provided.

2. Cumulative analysis

When using this weighted scoring method, the award of the contract should 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 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 would be considered for the Financial Evaluation.