Background

The United Nations Joint Programme on Local Governance and Service delivery (JPLG) plans to re-design, streamline and enhance its current website (www.jplg.org) and develop comprehensive Management Information System. The consultancy under this ToR includes assessing the existing website; presenting recommendations for improvements to existing site navigation, themes, and content, in order to present a comprehensive view of the programme; and delivering the revised website as well as MIS for testing and launch by mid-November 2015.

JPLG for Somalia is a programme implemented by ILO, UNCDF, UNDP, UN-HABITAT and UNICEF, which commenced its Phase II on January 01, 2013 and is scheduled to end December 31, 2017. The overall objective of JPLG Phase II is to Promote improvements in local governance quality that can contribute to peace consolidation, state development and equitable service delivery. To achieve this, the programme outcomes are structured around three mutually reinforcing strategies:

Supporting policy and legislative reforms for functional, fiscal and administrative decentralization that clarify and enhance the roles of local governments, their relation-ships to central government, and as a means to improve local service delivery: Outcome 1 focuses on policy and legal frame¬works across Somalia and is designed to address weaknesses in current laws on decentralization in Somaliland and Puntland.  These provide an complete account of the responsibilities and functions to be devolved to local government, ignore the fiscal implications and lack supporting regulations for imple-mentation.  These issues need to be clarified in order to resolve disputes between central line agencies and districts, and to provide a stronger foundation for local governments to move forward.

Improving local government capacity for equitable service delivery: Outcome 2 aims to address the weak capacity of local authorities  in Somalia by providing a comprehensive package of training and technical support covering basic elements of local adminis¬tration. It also seeks to improve coordination between districts and the centre in planning and programming to ensure better consistency and use of resources.  It is concerned with increasing locally generated revenues and streng¬thening the role and coverage of the LDF and improving and expanding the delivery of sustainable services to citizens in an equit-able, responsive and socially accountable manner and promoting local economic environment: Outcome 3 focuses on improving the delivery of local services.  This is to be achieved by collaborating more closely with central line departments, engaging more directly with non-state providers, and enhancing the accountability of local governments to their constituents. Another element relates to strengthening the local economy, promoting private investment and enterprise, and creating more and better job opportunities.

Duties and Responsibilities

Objectives of the assignment

To design an attractive website and a comprehensive web-enabled as well as downloadable  Management Information System that will become authoritative resources and to promote the Joint Programme on Local Governance and Service Delivery in Somalia with easy access to information for the specified target audience (National counterparts in Somalia, including central and local governments, civil society, research agencies, donors (existing and potential), mass media and UN agencies.

Scope of work

Website Design

To design/develop a website with information about the JPLG programme, reports, useful links, tenders advertisements and support for feedback that can be accessed from different web browsers. The types of information that is needed to be in a website will be discussed in details during the consultancy . Site navigation, optimized search engine, well-organized content and user-friendly site architecture should reflect the latest trends in web design. It should allow regular adding new information, connecting to other websites, active use of social media programmes (YouTube, Twitter and etc.) Appropriate measures would be taken to ensure security and minimize vulnerability to hacking and viruses’ attacks. In addition, the hosting of a web-site should be arranged (outsourced or internal) in consultation with the JPLG programme management. A website should have a professional look by employing appropriate structure/architecture and use of suggested corporate colors.

Management Information System

The primary function of MIS will be to assist in collecting, storing and processing programme related data to track programme activities to enable adaptive programme management and decision support.
To develop an information management system in order to ensure that the data tracked are captured conveyed, stored, processed, visualized, and reported in an adequate and timely manner to support programme status review and adaptive decision making. This will include the development of appropriate forms/ledgers and business processes (e.g. process of entering and using data from various offices, at appropriate intervals, conversion of paper-based to electronic data, integrating into a centralized database at state-level, data quality management, etc.) to capture relevant administrative/ institutional, financial, technical/physical, procurement, environmental, and social data from various offices. This will require to work closely with the JPLG management and other programme stakeholders (through discussions, interviews, participatory stakeholder workshops, iterative designs, etc.) in order to produce data and reports in a format relevant for various kinds of reviews (e.g. ad hoc, weekly, fortnightly, monthly, half-yearly, yearly, and status-to-date type reports on programme status) at various levels. The process will include identification of MIS target user groups and determination of what, when, and how they can contribute to the MIS and what, when, and how they wish to access and use appropriately-designed MIS reports. The status reports should include tables, charts, maps, photographs, and descriptions/comments with comparison of current status to historical progress and targets, and be in easy-to-understand layouts to facilitate status reporting and decision-making to a wide range of MIS stakeholders.

Phased Deployment

The system will be piloted in limited locations with limited functionality to iron out deployment issues. The system will then be scaled-up and deployed in all locations for the full functionality envisaged. Appropriate phasing-in/backup procedures will be designed and employed to ensure business continuity.

Monitoring and Progress controls

Under the overall supervision of the M & E Specialist, the consultant will undertake the below:
Stage 1: Review

  • Review existing website www.jplg.org and make recommendations for re-design, usability and technical requirements.
  • Make recommendations/proposal regarding a standards compliant, functional, and usable editor for content contributions which should par with the rest of environment;
  • Make recommendations regarding web traffic software for detailed reports of visitors to the website;
  • Submit workplan to be reviewed and approved by JPLG management.

Stage 2: Design:

  • Participate in meetings with JPLG management to understand various needs and to make a presentation on the proposed website and MIS design options. Document feedbacks;
  • Create templates necessary for a website using the Content Management System (CMS);
  • Maintain cross-platform, cross-browser compatibility so that a web site is accessible from variety of different environments and electronic devices (laptop, public wifi, tablets and etc.);
  • Maintain adherence to web standards and accessibility;
  • Ensure a consistent visual image on the new site by introducing fixed styles in templates ensuring consistency in fonts, formatting, icons, images, layout techniques

Stage 3: Integrate Content with Design:

  • Assist JPLG management in the input of all content using CMS;
  • Incorporate feedback from Stage 2 into this phase;
  • Develop graphics, logos and related multimedia content where necessary;
  • Determine appropriate compression techniques, resolutions, sizes, colour maps, and depths to insure that images are delivered at sufficiently high speed and quality;
  • Develop META tags on each web page, registration with major search engines;
  • Ensure design and content make all pages “print-friendly”

Stage 4: Test:

  • Check bugs and problems, diagnose and fix them;
  • Check World Wide Web Consortium (W3C) compatibility and scripts of the entire site.

Stage 5: Follow-up and Continuity

  • Assist/advise JPLG on the development of various web-based tools we may wish to develop;
  • Provide complete technical documentation related to site and its components;
  • Provide a diagram, site map of the website;
  • Train JPLG technical and non-technical staff on how to use a Content Management to ensure easy updating.

Final product/Deliverables

Design an attractive website and a comprehensive web-enabled as well as downloadable Management Information System
Payment will be made in two installments - 40% upon reviewing and approval of the website and MIS design and 60% upon successful piloting of the products.

Review/approval time

The M & E Specialist in conjunction with the 5 project managers (UN agencies) will review and approve progress of the website and MIS development before payment is made.

Competencies

Functional Competencies:

  • High level of knowledge, solid and hands-on practical experience of web design, graphic design and developing MIS, and marketing background;
  • Website information architecture capabilities to create navigation, build page mock-ups in HTML or favorite graphics program;
  • Development capabilities to prepare, test and launch a new website;
  • A clear understanding of color, visual design and layout skills;
  • Good information organization skills; and
  • A good understanding of modern web development techniques including HTML, cascading style sheets, the process of developing with web standards (www.webstandards.org ) and progressive enhancement

Core Competencies:

  • Strong customer service skills and marketing experience;
  • Ability to interact with JPLG management and staff;
  • Ability to work on multiple tasks at one time;
  • Knowledge of usability testing and accessibility issues; and
  • Quality assurance skills and ability to troubleshoot problems.

Required Skills and Experience

Education:

  • Degree or higher diploma in Information systems or related field.

Experience:

  • Minimum two years experience in website and MIS development.

Language:

  • Knowledge of English (written and spoken);
  • Knowledge of Somali is an added advantage but not a requirement.

Other Requirements

The expert will be required to have a personal lap top computer and any other material necessary to accomplish the job.
All materials and data developed under this consultancy are the property of UN JPLG. Additionally, the contractor may not use any data in any manner without prior written consent of the UN JPLG Management.

The application should consist but not limited to the following key documents sent to bids.so@undp.org email address:

  • Narrative and graphic proposal on how a team will proceed with addressing the objectives outlined under section 3 “Objectives and scope for a website and MIS development”;
  • Curriculum vitae of all team members, outlining relevant experience and qualifications specified in sections VII;
  • A list of consultancies implemented;
  • A detailed budget required for the consultancy.

Terms of Service

This is a non-staff contract under the Individual Contractor (IC) modality of hiring of the UNDP. Individuals engaged under an IC serve in their individual capacity and not as representative of a government institutions, corporate body or other authority external to UNDP. The incumbent shall not be considered as staff of UNDP, the UN common system or the government and are therefore not entitled to any diplomatic privileges or any other special status or conditions.

 Submission of application:

  • Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.
  • Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.

The P11 Form can be obtained from the link below: