Background

The EU-UNDP Parliamentary Reform Project (PRP) is aimed at strengthening the functioning of the Ukrainian Parliament, the Verkhovna Rada of Ukraine, its working bodies, MPs and Secretariat (VRU), to become a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation. The project strategy is aligned with the priorities of the EU’s Single Support Framework for Ukraine 2018 – 2020, the Government of Ukraine – UN Partnership Framework 2018–2022, and the UNDP Country Programme Document 2018 – 2022. It is built on achievements and lessons learnt of the EU-UNDP Rada for Europe project (2016-2018) and will continue to support parliamentary reform, including through promoting the implementation of the recommendations of the 2016 Needs Assessment Mission (NAM). For the continuation of parliamentary reform, top level leadership and political ownership is key, which will be assured through continuous high-level consultations with relevant stakeholders and full transparency of project implementation.

The project is an EU-funded initiative strongly connected to UNDP’s Democratic Governance Programme and comprises of three components. Component One, #Rada4Reforms, will focus on fostering the parliament’s role in the overall reform process with a particular emphasis on improvement of the legislative process and parliamentary oversight, by providing comprehensive expert support to the implementation of the VRU Roadmap for Internal Reform and Capacity Building, improving the quality draft law expertise and impact assessment, and enhancing parliamentary monitoring.

Component Two, #RadaPro, will support the professional modernization of the parliamentary Secretariat, through the finalisation and implementation of its strategic development plan and comprehensive human resource development, including in the Committee Secretariats, along the lines of broader public administration reform (PAR) and the law "On Civil Service".

Component Three, #Transparent&Service-OrientedRada, by making use of new technologies for communications, civic education and participation in coherence will build stronger transparency and accountability links between parliament and citizens with special focus of increasing public trust to the Ukrainian Parliament.

To provide more targeted support to parliamentary reforms the Parliamentary Reform Office (PRO) is established within the EU-UNDP Parliamentary Reform Project, serving as an advisory group to the Leadership and Secretariat of the Verkhovna Rada of Ukraine (VRU) under the general supervision of the VRU Chairperson. PRO operates based on the Resolution of the Chairperson of the Verkhovna Rada of Ukraine “On Parliamentary Reform Office” and provides support to parliamentary reforms aimed at strengthening the functioning of the Ukrainian Parliament, including its Secretariat, as a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation.

In this context, the United Nations Development Programme is recruiting an Expert on VRU Internal Communications with relevant experience and track record.

Expert on VRU Internal Communications will be responsible for reorganisation of the informational departments of the VRU and improvement of internal communication of the VRU Secretariat based on the Communication Strategy of the VRU. S/he will support optimisation of the communication flows at the Verkhovna Rada of Ukraine and develop capacities of the unified communication department to coordinate them as well as the procedures for information exchange and creation of end-user information products for various audiences.

Duties and Responsibilities

Duties and Responsibilities:

Under the coordination of PRO Head and operational supervision of the E-Governance and Transparency Specialist, as well as in close cooperation with appointed officials of the VRU Secretariat, the incumbent will perform the following functions:

• Development of the Internal Communications Concept for the VRU as the part of the VRU Communications Strategy, based on the analysis of existing channels, mechanisms and instruments of communications; including the vision of reorganization of the current decentralized system of internal communications.
• Development and implementation of the Action Plan of the Internal Communications Concept for the VRU;
• Development of guidelines for the uniform format and style of internal and external communications for all departments of the VRU Secretariat;
• Coordination of trainings for the VRU Secretariat on internal communications and instruments for proper communication;
• Development of the concept of reorganisation of all departments that are responsible for communications at the VRU: Informational Department, Press Service of the VRU, TV channel “Rada”, newspaper “Holos of Ukraine” into one Communicational department of the VRU, agreed with the VRU leadership and coordination of implementing
• Incorporation of the of the new VRU branding in all internal communications and corporate culture of the VRU;
• Contribution to the preparation of the project's progress reports and related monitoring meetings.

Measurable outputs of the work assignment:

PRO deliverables on development and supporting of VRU internal communications are timely achieved, with an emphasis on measurable results and quality, and properly reported, namely:

• Internal Communications Concept for the VRU developed and agreed with the VRU stakeholders – November 2019;
• Action Plan of the Internal Communications Concept for the VRU developed and agreed with the VRU stakeholders – December 2019;
• Guidelines for the uniform format and style of internal and external communications for all departments of the VRU Secretariat developed and agreed with the VRU stakeholders – December 2019;
• Concept of the trainings for the VRU Secretariat on internal communications and instruments for proper communication developed and agreed with VRU stakeholders – January 2020;
• At least 6 trainings for the VRU Secretariat on internal communications and instruments for proper communication delivered – February – July 2020;
• Concept of reorganisation of all departments that are responsible for communications at the VRU developed and agreed with the VRU stakeholders – March 2020;
• Recommendations of the functional and institutional analysis are updated based on the above concept – April 2020;
• Methodological support to new VRU communication department/unit on roll-out and capacity building provided – May – October 2020;
• VRU Branding strategy launched and supported internally – July – October 2020.

Performance Indicators for evaluation of results:

• PRO deliverables on development and implementation of the VRU internal communications based on Communication strategy are timely achieved, with an emphasis on measurable results and quality, and properly reported;
• Number of the VRU Secretariat staff passed trainings on internal communications and instruments for proper communication;
• Number of guidelines, briefs and recommendations for improvement of the VRU internal communication (at least, 8 developed);
• VRU Branding is timely launched and supported internally;
• Timely submission of the regular performance reports.

Monitoring / reporting requirements:

Work-progress reporting/monitoring meetings will be held with the consultant on a regular basis. UNDP will be the final authority to control the quality and evaluate the work. No reports or documents should be published or distributed to third parties without approval of UNDP.

The consultant will work under the overall supervision of the E-Governance and Transparency Specialist.

The consultant will interact with UNDP Programme Coordinator and CO staff to receive any clarifications and guidance that may be needed. He/she will also receive all necessary informational and logistical support from UNDP Country Office and the Project. On a day-to-day basis, consultant’s work will be supervised by the E-Governance and Transparency Specialist.

The satisfactory completion of each of the deliverables shall be subject to endorsement of the Programme Coordinator.

The Consultant will duly inform UNDP of any problems, issues or delays arising in the course of implementation of assignment and take necessary steps to address them.

All reports and results are to be submitted to the UNDP in electronic form (*.docx, *.xlsx, *.pptx, and *.pdf or other formats accepted by UNDP).

Competencies

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

Education

• Master’s degree in communications, HR, journalism, social sciences or related field;

Experience

• A minimum of five years of professional work experience in internal communications and/or HR;
• A minimum of three years of organizational development / reorganization;
• Experience in government communications would be an asset;
• Experience in internal launching of new branding would be an asset;

Languages

• Fluency in Ukrainian and working level of English

Skills

• Excellent writing, communication and organization skills;
• Strong organizational and time management skills;
• Ability to work in team;
• Ability to work under pressure and meet deadlines.

Documents to be included when submitting the proposals

Financial proposal

Contracts based on daily fee

The financial proposal will specify the daily fee and payments will be made to the Individual Consultant based on the number of days worked.

Travel costs

Should any travel be necessary in connection to this TOR, UNDP will reimburse the expenses based on the duly authorized travel details, including travel and per diems.  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 criteria

• Educational background – 10 points max

{10 pts – PhD degree in the relevant field; 8 pts – Master’s degree in the relevant field};

• Relevant professional experience (A minimum of five years of professional work experience in internal communications and/or HR) – 35 points max

{35 pts – 9 years and more; 32 pts – 7-8years; 28 pts – 5-6years);

• Relevant expertise (A minimum of three years of organizational development / reorganization) – 13 points max

{13 pts – 7 years and more, 11 pts – 5-6 years, 9 pts – 3-4 years}

• Prior experience in government communications – 3 points max

{3 pts - 1 year and more, 0 pts – less than 1 year};

• Previous experience in internal launching of branding – 3 points max

{3 pts - one or more assignments; 0 pts – no experience};

• Language Skills – 6 points max
• {6 pts – Fluency in English and Ukrainian, 4 pts – fluency in Ukrainian and working level of English};

Maximum available technical score - 70 points.

Evaluation method

Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative 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 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.

Additional requirements for recommended contractor:

Recommended contractors aged 62 and older shall undergo a full medical examination, including x-ray, and obtain medical clearance from the UN-approved doctor prior to taking up their assignment. The medical examination shall be paid by the consultant.

The Basic Security in the Field II and Advanced Security in the Field courses must be successfully completed prior to commencement of contract.