Background

LACS supports the work of the local aid coordination structure in Palestine that was set up in 2005, following a decision made at the meeting of the Ad Hoc Liaison Committee in London. The local aid coordination structure in Palestine provides coherent technical assistance and financial support based on the PA national priorities and in line with the OECD-DAC Paris Declaration on Aid Effectiveness of 2005.

Guided by LACS Co-Chairs (the Prime Minister’s Office -PMO, Norway, UNSCO and World Bank), LACS ensures that the various local aid coordination structure and fora work together. LACS facilitates and provides technical support to the aid coordination structure, and related Working Groups (WGs). It promotes transparency and synergy by serving as an information hub. For these purposes, it maintains the web portals for aid structure and LACS issues Daily Updates and a bi-weekly Newsletter.

The Secretariat currently has three Aid Coordination Officers. LACS and its six staff are sponsored/funded by Norway, World Bank, UNSCO, and the Netherlands. UNDP is contracted by NRO to provide administrative services to LACS.

Late 2015, LACS Co-Chairs undertook a study to review the local aid coordination system in Palestine. It was agreed to gradually introduce several reforms from the beginning of September 2017, and continue until March 2018. In relation to LACS, it was decided that LACS will continue to provide necessary services to ensure that the local aid coordination system functions well. This includes, but is not limited to, calling and hosting meetings of the Working Groups, Donor Advisory Group/Heads of Corporation (DAG HoCs) and Open Development Forum upon request of the groups’ chair and deputy chairs; sharing information with all stakeholders as needed; writing and distributing minutes of meetings; assisting the chairs of WGs in production of work plans and reports.

In relation to the DARP– the Palestinian Government system for tracking donor aid to Palestine, LACS may assist the Ministry of Finance and Planning (MOFP) in data collection and in sharing information and reports from the DARP with donors and international agencies for the purposes of improving development coordination and planning, if requested by MOFP.

 The Head of LACS will manage the work of the LACS office in facilitating the work of PA-donor coordination in Palestine. S/he will report to LACS Co-Chairs on the developments in the aid coordination and structure in Palestine as well as on the results of LACS work. S/he will report to UNDP on administrative and financial issues

OBJECTIVES OF THE ASSIGNMENT

LACS aims to promote the local aid coordination structure and to facilitate the implementation of the new Aid Coordination Structure by providing secretariat support and timely information to all Local Development Forum (LDF) members hence strengthening Palestinian ownership of the aid coordination system, maintaining strong donor engagement and supporting the implementation of the Palestinain National Policy Agenda priorities and its sector strategies in line with aid effectiveness principles.

The results at the level of outcomes are:

1.   Aligned and harmonized donors’ support to the Palestinian National Policy Agenda priorities and sector strategies.

2.   National ownership of aid coordination by the Aid Management and Coordination Directorate at PMO/MoFP is strengthened.

3.   Efficient and effective aid coordination structure and meetings that promotes policy dialogue and information sharing

4.   LACS provided support to national partners to enhance national leadership of development assistance coordination.

5.   Development partners are more aware of how to mainstream ‘gender’ and integrate ‘human rights’ issues.

6.   Effective structure, management and administrative systems of LACS

Duties and Responsibilities

SCOPE OF WORK:

•     Oversee the provision of adequate LACS support to the Chairs and Deputy Chairs of the various local aid coordination structure and fora, including the efficient and effective preparation and organization of meetings, productions of work plans and reports of the WGs and any follow up that may be required,

•     Ensure members of the aid coordination structure and other relevant parties are kept up to date with local development issues through briefings, regular updates, newsletters, papers, evaluations and analysis as required.

•     Ensure LACS promptly responds to requests from members of the local aid coordination structure for information related to aid coordination and development; ensure LACS adequately supports the systematization of information relevant to aid coordination, including overseeing the efficient operation of the LACS information depository and Web Portal.

•     Inform, update and bring to the attention of the LACS Co-Chairs evolving issues pertinent to aid assistance which may require policy decisions and suggesting possible solutions to the Co-Chairs.

•     If requested, work closely with PMO, the Ministry of Finance and Planning (MoFP) and donors in identifying required actions to make the DARP (the PA online aid management system) simple, reliable, harmonized and efficient, in line with aid effectiveness principles.

•     Assist the LACS Co-Chairs in promoting the application of the principles of the Paris Declaration on Aid Effectiveness and the Palestinian National Policy Agenda and encouraging donors to align and harmonize their support to the PA effectively,

•     Closely cooperate with the Aid Management and Coordination Directorate at the PMO/MoFP,

•     Promote mainstreaming of gender and the integration of human rights issues in the aid coordination structure

•     If requested, identify capacity-building needs in the aid coordination structure; suggest and implement training, workshops and other capacity-building initiatives in consultation with the LACS Co-Chairs, in particular those that will increase national capacities and ownership.

•     Lead and manage the overall work of the LACS office, including the line management of staff and resources, in consultation with NRO on behalf of the LACS Co-Chairs,

•     Develop and submit the Secretariat work plans, budgets and progress reports to LACS Co-Chairs for approval,

•     Liaise and cooperate with the UNDP that is contracted to provide administrative services to LACS,

•     Carry out any other duties that may be assigned by the LACS Co-Chairs.

RESPOSIBILITES:

• LACS Co-Chairs

LACS is governed by the four Co-Chairs of PA represented by the PMO, Norway, UNSCO, and the World Bank. They are also responsible for providing the vision, for setting the policies and priorities, for following up on the implementation and for the evaluation of the work of LACS.

• UNDP-PAPP

As per the Consultancy Assignment Agreement - Administrative Services for the Local Aid Coordination Secretariat, 1 July 2017 – 30 June 2020 signed between Norway and the UNDP PAPP, UNDP provides administrative services to LACS. UNDP is responsible for:

1. Provision of Human Resource Administrative Services to LACS that entail and not be limited to:

a.      Managing the recruitment of LACS staff upon the request of LACS Co-Chairs,

b.      Administer the contract of locally engaged personnel at the LACS office, including the pay roll, medical insurance, benefits, and logistics,

c.      Agree to contract international employees on behalf of LACS based on preselection instructions from the funding source, as per the agreed scope of work and LACS work plan,

d.      Administer contracts for LACS international personnel, including spouses, and arrange for all necessary support including but not limited to visa,

f.       Administer LACS personnel payroll and payments,

g.      Provision of security to LACS staff.

2.   The provision of procurement services for LACS issue contracts, extensions and amendments in accordance with the approved LACS work plan, and terminate contracts upon instruction from the funding source.

3.   Budget and financial control of LACS based on the LACS budget approved by Co-Chairs.

4.   Administer funds received from donors in support of LACS, based on a budget approved by the Co-Chairs, in accordance with the terms and conditions of this Agreement and the Consultant’s financial regulations and rules, and process payments in accordance with Consultant’s financial regulations and rules. In the event of, and only to the to the extent of, any conflict between the terms and conditions of this Agreement and the terms and conditions of the Consultant’s financial regulations and rules, the terms and conditions of this Agreement shall prevail. Funds to be deposited in a separate financial account for LACS.

5.   Procure services and goods based on the LACS work plan approved and in accordance with the provisions of this Agreement.

6.   Provide one vehicle for the LACS office use.

7.   Provide the LACS Co-Chairs with semi-annual and annual financial reports as well an annual audit reports and management letters prepared by an Independent Audit firm in accordance with the internal standards of auditing.

The provision of services for the LACS shall be implemented in accordance with UNDP Financial Regulations and Rules and procedures. NRO and UNDP acknowledge and agree that UNDP shall be the authority for selection and termination of the contracts for the candidates and consultants. However, NRO and UNDP also acknowledge and agree that the NRO shall indicate the number of positions and posts to be selected (but not the candidates).

• The Netherlands, Norway and UNSCO

The Netherlands, Norway and UNSCO agree to staff LACS by seconding one aid coordinator to work for LACS. Each donor administers the secondment of its coordinator at LACS. The aid coordinator receive guidance from and report to the Head of LACS on all LACS matters without relinquishing his/her administrative and professional relationship with his/her parent organisation. The Head of LACS is responsible for the managing the deliverable, the day-to-day work of the three aid coordinators and the  daily administration of the secondees (vacation plans, assignment of tasks, etc.).

 Staff members seconded or assigned to LACS shall answer for professional and work purposes to the Head of LACS on all LACS matters. The staff member seconded to LACS will also report to UNSCO on UN-related matters.

DELIVERABLES:

1. Close and effective working relations maintained with Co-Chairs of LACS, Aid Management and Coordination Directorate at PMo/MoFP, Chairs and deputy chairs of the WGs,
2. Efficient and effective support to the Chairs and Deputy Chairs of the DAG HoCs, ODF, WG in preparation and holding of meetings;
3. Minutes and other relevant materials related to coordination meetings are produced in a timely manner, are of appropriate content and quality and are properly disseminated,
4. Ensure the provision of information to donors and other relevant parties on donor coordination structures and issues as required through briefings, regular updates, newsletters, papers, evaluations and analysis as required; oversee the efficient operation of the LDF Web Portal.
5. Structural reforms at the aid coordination structure are implemented,
6. Identify capacity-building needs in the aid coordination structure and suggest possible training, workshop and other capacity-building initiatives in consultation with the LACS Co-Chairs;
7. Mainstreaming of gender and human rights issues is highlighted and adopted,
8. Proper leadership and management of the overall work of the Secretariat, including the line management of staff and secondees,
9. Management practices in the day-to-day administration of LACS resources have been applied; administrative systems and procedures have been established and improved as required in line with the UNDP financial rules and regulations and in consultation with Norway on behalf of LACS Co-Chairs,
10. Spending of LACS budget has been managed in line with budget parameters and financial regulations required by the UNDP financial rules and regulations,
11. Liaise with UNDP for the provision of administrative services to LACS,
12. Timely submission of work plans, budgets and progress reports to the LACS Co-Chair,
13. Timely submission of budgets and financial reports to UNDP,
14. Submitting performance reports, every other months, to NRO.

PAYMENT TERMS:

Payments are to be made monthly based upon output, i.e. upon delivery of the services specified in the TOR:

Every other months, the Head of LACS shall submit reports on his performance to be discussed and approved by NRO. NRO would then confirm the satisfactory performance to UNDP.

All payments will be issued upon certification of UNDP...

Competencies

• Vision and analysis:  Is able to quickly summarize and analyse large volumes of information under tight deadlines; identifies strategic issues, opportunities and risks; clearly articulates links between the LACS mandate and those of key stakeholders; anticipates, helps plan for and conveys enthusiasm about future possibilities and plans.
• Judgment/decision-making/problem-solving/initiative: Demonstrates sound judgment in applying technical expertise to resolve a range of issues/problems; is able to proactively seek and recommend sound policy initiatives and propose innovative solutions to problems; recognizes opportunities when they arise and brings them to the attention of decision-makers when appropriate.
• Communication: Excellent communication (spoken and written) skills, including the ability to draft/edit a variety of reports, studies and other communications to a level of quality that is adequate for publication. The candidate will be able to communicate proactively with key stakeholders, correctly interpret messages from others and respond appropriately. The candidate will demonstrate openness in sharing information appropriately and keeping people informed.
• Critical thinking/analytical skills: Grasps new concepts, approaches and systems; is able to distill larger conceptual issues from a range of small, often disparate pieces of information and proposes conceptual strategic frameworks to overcome problems; examines and interprets a wide variety of data and makes recommendations to decision-makers; anticipates problems, opportunities and needs.
• Planning and organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; monitors and adjusts plans and actions as necessary.
• Client orientation: Establishes and maintains productive partnerships with LACS Co-Chairs by gaining their trust and respect; keeps LACS Co-Chairs informed of progress and setbacks with appropriate consideration for confidentiality; meets timelines for delivery of product or services to clients.
• Accountability: Take ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments.
• Teamwork: Excellent interpersonal skills; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
• Managing performance: Makes sure that roles, responsibilities and reporting lines are clear to each staff member at the LACS; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; supports creativity and initiative; appraises performance fairly.
• Commitment to continuous learning and innovation: Willingness to keep abreast of new developments in the field in particular with regard to aid effectiveness and harmonization.
• Technological awareness:  Able to use computer applications as tools for program management and decision-making.
• Self-management: Able to work with minimum supervision and to take initiative within the limitations of the organizational mandate.
• Stress management: Able to work under stress.
• Representation/presentation skills: Able to carry out a representative function in a variety of fora, including with high-level interlocutors; presents in a confident and enthusiastic manner when addressing people in a large or small group; delivers information in a clear, concise and logical manner that gains acknowledgement of audience and is able to understand the communication level required.
• Detail and quality orientation: High level of attention to detail; quality conscious.

 Additional:

• Willing to travel to West Bank and Gaza.
• Excellent command of English and Arabic and strong skills and experience in editing are required.
• Valid driving license.

Required Skills and Experience

REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS

 I. Academic Qualifications:

 Advanced degree in public administration, management, political science, law, social sciences, cultural studies, economics or development studies from an accredited university is required.

 II. Years of experience:

 At least 10 years of progressively responsible professional experience at the international level in a large public, international or non-governmental organization in the field of aid coordination, policy formulation and project management of development and/or emergency programmes is required.

 A minimum of five years of management experience is required.

 A minimum of three years of work experience in aid effectiveness and harmonization issues in a developing country setting, preferably in the region; strong knowledge of various models of aid coordination systems is required.

 Experience in working on humanitarian and development issues in the West Bank and Gaza, including with the PA, donors and NGO networks is desirable.

 Experience in financial management is desirable.

 Experience in website design and management is desirable.

 Experience in capacity-building initiatives is desirable.

Documents comprising the Technical and Financial Proposals

Interested individual consultant must submit the following documents/information, which comprises the Technical Proposals:

1. Provide personal CV including all qualifications and past experience in similar projects;
2. Submit at least two (2) up-to-date recommendation letters.
3. Explain why you are the most suitable for the work;
4. Provide a brief methodology on how you will approach and conduct the work
5. Submit sample report/project document or relevant deliverables.

 Evaluation

Preliminary examination

 UNDP/PAPP will examine the Proposals to determine whether they are complete, and whether they are substantially responsive to the qualification and experience minimum requirements. A Proposal determined as not substantially responsive will be rejected by UNDP/PAPP and may not subsequently be made responsive by the Applicant by correction of the non-conformity.

 Detailed examination

 A two-stage procedure is utilized in evaluating the proposals, with evaluation of the technical proposals prior to any financial proposal being obtained, evaluated and compared.

 The technical proposals are evaluated on the basis of its responsiveness to the Terms of Reference (TOR).

 Below please find the evaluation form for the technical proposals. The obtainable number of points specified for each evaluation criterion indicates the relative significance of weight of the item in the overall evaluation process.

Evaluation Criteria

Level of Expertise (60 points)

• At least 10 years of progressively responsible professional experience at the international level in a large public, international or non-governmental organization in the field of aid coordination, policy formulation and project management of development and/or emergency programmes is required. (20 points)

• A minimum of five years of management experience is required. (10 points)

• A minimum of three years of work experience in aid effectiveness and harmonization issues in a developing country setting, preferably in the region; strong knowledge of various models of aid coordination systems is required. (10 points)

• Experience in working on humanitarian and development issues in the West Bank and Gaza, including with the PA, donors and NGO networks is desirable. (10 points)

• Experience in financial management is desirable (2.5 points).

• Experience in website design and management is desirable (2.5 points).

• Experience in capacity-building initiatives is desirable (2.5 points).

 Language skills (2.5 points)

Proposed Methodology ( 30 points)

• To what degree does the applicant understand the task? Have the important aspects of the task been addressed? Is the scope of task well defined and does it correspond to the TOR? Is the conceptual framework adopted appropriate for the task? (20 points)
• Is the presentation of the methodology clear, realistic and promise efficient implementation of the project? (10 points)

Quality of work:

Quality of sample report or relevant deliverables (10 points)

Total otainable points = 100 points

In the Second Stage, UNDP/PAPP will open and compare/evaluate the Financial Proposals to be obtained from applicants who attained the minimum technical score of 70% of the obtainable score of 100 points in the evaluation of the technical proposals.

Award of Individual Contract

 The procuring UNDP entity reserves the right to accept or reject any Proposal, and to annul the solicitation process and reject all Proposals at any time prior to award of contract, without incurring any liability to the affected applicant or any obligation to inform the affected applicant or applicants of the ground for the UNDP’s action.

Candidates not attaining the minimum technical score will be considered technically non-compliant and disqualified.  Financial Proposals will only be obtained from applicants whom their technical proposal attain the required minimum passing score.

The UNDP procuring entity will award the Individual Contract to the Candidate whose offer has attained the Highest Combined Technical and Financial weighted score, subject to a satisfactory interview with the evaluation committee.

The Combined score will be calculated as follows:

The total technical score is simply calculated by summing the scores attained for each evaluation criterion in the “evaluation criteria” table shown above.

 The price/financial score for the financial proposal will be calculated in the following manner:

Where “x” is the price of the lowest proposal
And “y” is the price of any other proposal,
The percentage score for price allocated to the lowest priced proposal will be 100 points, and to any other proposal x/y times 100

The General mark or combined score for each proposal will be arrived as follows:

The total score of the Technical proposal multiplied by 70% will be added to the Financial Proposal score multiplied by 30%. The candidate whose proposal received the highest combined score will be the successful applicant (subject to a satisfactory interview).

This IC is subject to Individual Consultant General Terms and Condidions available on http://jobs.undp.ps/.