Background

Performance management is an ongoing, systematic approach to improving results through evidence based decision-making, continuous institutional learning and a focus on accountability for performance. The introduction of performance management culture and practices at local level governance has been progressively expanding across Europe, as a tool to improve the quality of public services, help improve decisions and make municipalities and individual officials more accountable for what they achieve on behalf of citizens.  

There are two major approaches to establishing a performance management system: a) horizontal level– either by central governments to monitor national policies and programs or by sub – central governments to monitor their own performance and / or compare themselves with like authorities; and b) vertical level - systems used by central (or regional) governments to measure and monitor public service delivery at lower levels of government, focusing on the use of indicators to improve the efficiency or effectiveness of service delivery.  In either case, system indicators contribute to an increased effectiveness and efficiency by providing information reducing information asymmetries among government units, and encouraging performance improvements by altering incentives. Countries can choose different strategies when designing and implementing indicator systems taking into consideration four major issues: i) the objective to be achieved; ii) the approach (vertical vs. horizontal); iii) selection of indicators and iv) the target audience.

Within performance management systems, institutions may use benchmarking as a process to improve performance by continuously identifying, understanding, and adapting outstanding practices and processes found inside and outside the unit. More specifically, benchmarking can be used to: (i) assess performance objectively, (ii) spot areas where improvement is needed, (iii) identify best practices for replication support, and (iv) validate or correct actions and support provided to specific areas.  

Context in Albania

The local government system in Albania has been substantially restructured since the last two years. This change began at the end of 2013 with the launch of the Administrative and Territorial Reform, which led to the reduction of local government units from 373 to 61 Municipalities. Several policy developments of key relevance to strengthening the local government institutions and local governance in general have also followed suit in the last couple of years. Among those, of direct relevance are the Law on Local Self – Government, the National Cross-cutting Strategy on Decentralization and Local Governance and the National Public Administration Reform Strategy. 

Law No. 139/2015 on Local Self – Government introduces several novelties, including requirements on service provision and the necessity to apply service standards to enhance local democracy and good governance through improved transparency, accountability and participation.  The local government units, regardless of the selected instrument, shall be responsible to:

• Design and implement a system of service performance management, based on the local standards and/or national minimum standards;
• Design and implement a system of indicators, including the gender aspect, for measuring service performance;
• Create a special unit within their structures to be responsible for presenting, supervising, and monitoring service performance, including the gender aspect.

This Law regulates the organization and operation of the local self-government units in the Republic of Albania and defines the functions, powers, rights, and duties of such units and the bodies thereof.

The National Crosscutting Strategy for Decentralization and Local Governance (NCSDLG) 2015-2020 presents the government’s vision towards strengthening local democracy and advancing the decentralization process on best European standards. It aims to create an efficient system of local self-government where the latter is empowered and able to provide quality services and manage the territorial development sustainably. More specifically, the Strategy’s Action Plan foresees the implementation of a program on setting minimal standards and monitoring of public services’ performance.

Currently in Albania, there is no unified approach or an existing mechanism to collect and process key indicators to measure performance at local level by municipalities themselves or other bodies. INSTAT (the Institute of Statistics in Albania) is the main producer of official statistics in the Republic of Albania and the responsible institution to coordinate the functioning of National Statistical System. INSTAT produces, collects, processes and publishes official statistics according to the statistical Programme.

The legal basis for Official Statistics in Albania is Law no 7/2013 “On some changes on Law no 9180 dated 5.4.2004 “On Official Statistics”. Based on the Law, INSTAT develops a five-year Official Statistics Program in consultation with all relevant stakeholders and produce statistics based on this programme. In February 2017, the Albanian Parliament approved the Statistical Program 2017-2021. This programe mentions data at regional level corresponding to NUTS III (12 Qark), however it has no chapter on local statistics and has no concrete plan to collect and analyses statistics at Municipal level. Until 2016 INSTAT has published a regional statistical yearbook based on administrative and survey data. The main information for data at local level is the Census (Population and Housing Census) outputs, the latest took place in 2011.

As part of their daily work, Municipalities in Albania generate and /or receive (from Regional Directorates and other local level institutions) data on several indicators regarding the population, households, health and education, employment, local business, municipal cleaning services, agriculture etc.  However, Municipalities lack technical capacities to collect, process and make use of data and they mainly produce ad hoc data/ indicators as per their needs. Moreover, the lack of certified collection methodologies, irregular periodicity of collection and (in) accuracy of data remain great challenges to having a full-fledged performance management.  

Finally, several Ministries have established at NUTS III – Qark level, Regional Directories / Institutions which are legally obliged to collect and convey data to the respective ministries, namely: The ministry of Education and Sports, The ministry of Agriculture, Rural Development and Water Administration, Ministry of Health, Ministry of Social Welfare and Youth, Ministry of Interior Affairs.  

STAR 2 Project

In partnership with the Minister of State for Local Government (MoSLI), UNDP Albania is implementing the Support to Territorial and Administrative Reform (phase 2) - STAR2 project 2016-2019, which aims to ensure functionality, of the newly established local governments, so that local administrative and service delivery outcomes are effective, qualitative, participatory, and inclusive, and correspond to evolving decentralized competencies and responsibilities. STAR2 has a national coverage supporting all 61 LGUs, with its assistance designed to unfold along three main components: 1) Strengthening institutional and administrative capacities of LGUs; 2) Improving service delivery at LGUs level and 3) Increasing good governance through citizen oriented and meaningful participatory decision-making.

STAR2 project in close cooperation with the MoSLI aims to establish a national benchmarking system composed of a set of selected indicators, which are within the scope of LGUs’ performance improvement efforts and for which data are easily made available. The benchmarking system will act as a driver and an incentive for municipalities to outperform each other and for pooling of know-how and learning. Besides inter-municipality comparisons, benchmarking will also enable the national government to compare results across municipalities to make decisions about where to concentrate assistance.       

In the overall, the project aims to:

• Establish a benchmarking system on institutional performance, including detailed instructions on the forms, sources, method of data collection, means of verification, institutions in charge and reporting at indicator level;  
• Provide support to MoSLI in issuing proper instructions on the forms, sources and method of data collection and reporting;
• Provide on the job training to staff responsible for data entering and reporting in all 61 Municipalities; Support the MoSLI in developing an annual report showing status of local governments’ performance.
• Aim to draft DCM on the creation and functioning of the benchmarking system.

In this context, UNDP Albania is seeking for an International Expert to support the project in identifying and proposing best model of benchmarking system to be adopted by Municipalities in Albania. Upon the finalization of the international expert mission and delivery, STAR2 project will launch the tendering procedure, inviting companies / organizations to develop and deploy the benchmarking system as per the proposed methodology 

Duties and Responsibilities

The International Expert will engage within the project and work closely with the project team. The work will involve consultations with various local and central stakeholders on existing performance measurement practices, data availability, the local standards and/or national minimum standards, the possibility of expanding reasonably data collection and the required infrastructure and/or reorganization, the review of possible options and data/indicator sets, exposure to international practices, etc.

While the MoSLI and Municipalities will be the main interlocutors, other main stakeholders and forums will include INSTAT (its current practices and data availability, plans and needs for additional support, minimum certified criteria on data collection and use), associations of Municipalities for their leverage and support, various central public institutions and civil society organization with experience in local data collection and analysis, as well as other actors with a contribution in local government data and indicators, etc.

Specifically, the expert will engage and deliver on the following:

• Assess the existing data collection practices and possible indicator sets at local level or regarding the local level;
• Identify successful international / European practices and experiences on performance measurement and benchmarking systems at local level;
• In close cooperation with the Municipalities, MSLI, AITR, line ministries and relevant state agencies, INSTAT and other stakeholders, identify and propose a set of relevant and realistic Municipal indicators to serve as the first basis for the benchmarking system;
• Outline the methodology / process on how to establish the benchmarking system at Municipal level in Albania;
• Identify and propose adjustments / measures to be taken at Municipal level and the approach of the project support to ensure the functioning of the benchmarking system;
• Based on the above consultations, draft the Terms of Reference, including all the necessary narrative and technical details, for the tendering procedures on the establishment of benchmarking system. The ToRs shall provide specific information on sets of indicators, forms, sources, method of data collection, means of verification, institutions in charge and reporting, the online benchmarking system platform and any other relevant information.

MAIN DELIVERABLES

• Report on review of existing data collection practices in Albania and of the successful international / European benchmarking systems;
• Proposed set of initial set of indicators and the methodology on designing and deploying a benchmarking system at Municipal level in Albania (subject to discussion with MoSLI, INSTAT and other stakeholders);
• Delivery in electronic format of the finalized Terms of Reference on implementation of the proposed benchmarking system through the proposed methodology.  

INSTITUTIONAL ARRANGEMENTS

The Consultant will work under the close supervision and coordination of UNDP and the Minister of State for Local Issues.

In terms of support, the UNDP and its STAR2 Project Management Unit will facilitate the Consultant’s meetings with relevant stakeholders as well as field visits in targeted municipalities. 

DURATION OF THE ASSIGNMENT

The assignment will consist of 25 working days. The expert shall foresee 2 missions in Albania, summing up to 15 days.

1.  Price and schedule of payments

UNDP shall effect payments to the Consultant after acceptance by UNDP of the deliverables (with a prior clearance from the Minister of State for Local Government), submission of the corresponding invoices submitted by the Consultant, and in accordance with the following schedule of payments corresponding to the achievement of the indicated milestones and deliverables

Schedule of Payments

Competencies

Corporate Competencies:

• Demonstrates integrity and fairness by modelling UN values and ethical standards;
• Displays cultural and gender sensitivity and adaptability;
• Shows strong corporate commitment.

Functional Competencies

• Proven track record in provision of technical assistance in the area of reforms in public services at local level, municipal metrics, institutional development, standard definition and/or criteria setting related to service provision at local level /
• Proven experience in setting service performance indicators at local level. Performing at least 2 assignments related to service setting indicators at local level;
• Understanding of the LG system in the countries of Balkan region, its specifics and challenges, specifically local good governance and decentralisation issues;
• Knowledge /experience of EU legislation;
• Proven multiyear track record in advisory positions on institutional reforms with regard to Local Government support programs, preferably within UNDP or any other international agency;
• Ability to facilitate carrying out of analytical work and presentation of consolidated conclusions/recommendations
• Ability to generate creative, practical approaches to overcome challenging situations
• Strong technical and practical knowledge in issues related to local governance and its multi-level assessment for effectiveness and responsiveness
• Ability to work well in multi-disciplinary teams
• Excellent oral and written communication skills, including the ability to write in a clear and concise manner
• Excellent interpersonal skills and objectivity

Required Skills and Experience

Education:

• Post Graduate in economy, statistics, public administration, local governance, development studies and any other related field
• Specific training/additional education relevant for the topic will be also considered an asset

Experience:

• A minimum of 7 years progressively responsible and relevant professional working experience in the area of local governance and public administration;
• Prior experience of development work in the region would be an asset

Language Requirements:

• Excellent command of written and spoken English.

EVALUATION PROCEDURE

UNDP applies a fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their financial proposals. The contract will be awarded to the candidate whose offer:

• Is deemed technically responsive / compliant / acceptable (only technically responsive applications / candidates will be considered for the financial evaluation)
• And has obtained the highest combined technical and financial scores.

Technical Criteria - 70% of total evaluation – max points: 70

Criteria A:        Relevance of work experience in the area of local governance and especially if exposed to/experienced in local governance assessments in local and/or international environments – max points: 40

Criteria B:        Educational background– max points: 10

Criteria C:        Adequacy of brief proposed methodology – max points: 20

Financial Criteria - 30% of total evaluation – max points: 30

Application Procedure

The application should contain:

• Cover letter explaining why you are the most suitable candidate for the advertised position and a brief methodology on how you will approach and conduct the work (if applicable). Please paste the letter into the "Resume and Motivation" section of the electronic application.
• Completed and signed UN Personal History Form (P11) for Individual Contracts (IC) – Blank form Download here.
• Letter to UNDP Confirming Interest and Availability - please complete the attached form...
• Financial Proposal - specifying a total lump sum amount (working days, travel, per diems, and any other possible costs) for the tasks specified in this announcement. Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. fee, health insurance, vaccination and any other relevant expenses related to the performance of service, etc.). All envisaged international travel costs should be included in the financial proposal. This includes all travel to join duty station/repatriation travel .http://www.un.org.al/editor-files/file/Financial%20Offer%20template.doc.
• Copy of Diplomas and copy of Passport

* Kindly note that Letter to UNDP Confirming Interest and Availability and Financial Proposal are two separate documents and should both be part of your application. Incomplete applications will not be considered.

How to Submit the Application:

To submit your application online, please follow the steps below:

• Download and complete the UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs);
• Merge your UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs), Financial Proposal Letter to UNDP Confirming Interest and Availability and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

Due to a large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

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