Successful implementation of the 2018 Revitalized Agreement on the Resolution of the Conflict in the Republic of South Sudan (R-ARCSS) provides a better opportunity for the Revitalized Government of National Unity (RTGoNU) to carry out reforms skilfully, structurally, systematically, symbiotically and synthetically in financial public institutions. This will necessitate the placement of public servants with the capacity to allow the effective and efficient delivery of peace dividends to positively impact for welfare of over 12.58 million people of South Sudan. Early support and leveraging coordinated partnerships are needed urgently during the transitional period with a concentration on delivery capacity of Change Agents (CAs) in the Ministry of Public Service & Human Resource Development (MoPS&HRD) mentored by Special Skills Expert (SSE) on public administration. This will include assessing, analysing, deciding, planning, organizing, training, staffing, leading, controlling, performing, evaluating, redressing the fundamentals of public administration and management of the public sector.
The objective of the Governance and Economic Management Support Project (GEMS) of UNDP is to support the effective implementation of the R-ARCSS and improve economic management by:
- Strengthening the capacity of key national institutions for effective and accountable implementation of the R-ARCSS with a focus on Chapter I and IV.
- Bolstering key economic governance and accountability functions with attention on Chapter IV of the R-ARCSS.
- Establishing a consistent and structured platform for advancing policy dialogue and mutual accountability on implementation of the R-ARCSS, and
- Providing a platform for south-south cooperation and for development partners to bring their expertise and experiences to bear on the implementation of the R-ARCSS priorities.
The core objective of assigning a SSE on public administration is to develop and backstop the institutional capacity of the MPS&HRD of the R-TGONU to successfully direct the peace and development process with effective reforms of public sector guided by clear vision, specific mission, ethical values and strategic plans for scoring on the following core objectives:
- To Strengthen the functional capacity of the government through trained skills for professional public service and practical implementing Chapter I, IV and related provisions of R-ARCSS on reforms of Public Institutional Management (PIM) with coordination and dialogue for leadership ideals and good governance.
This objective relates to design of activities that support government institutions to operate cohesively, integrally and technically with adherence to public service honesty, transparency, accountability, participation, inclusivity and diversity. It has to be measured by the impact of the improved quality of public service in line with legal principles, regulatory framework, operational policies, division of labour, code of ethics, human resource development and devolution of powers. The MPS&HRD is a key National Institution for coordinating all these with links to Presidency, Ministries, Departments and Agencies (PMDAs) of the RTGoNU.
The SSE shall support the MPS&HRD with detailed technical capacity building and institutional reforms of public service in accordance with R-ARCSS and reviewed laws/regulations that will guide the following Directorates to achieve the identified duties:
Directorate of Human Resource Development:
- Review policy guidance documents (strategic plans, mandates and core functions) and use existing data to determine leadership, management and technical skills needed to implement the core business in the selected institutions;
- Conduct skills audit and training needs assessment in specialized areas of government institutions to determine and fill the gaps in the various institutions;
- Review and develop a unified training policy for public servants in South Sudan;
- Design a Master training curriculum and manuals of training modules for building the capacity of lead trainers to undertake skills audit and similar assignments in future, including engagement of previously trained South Sudanese nationals by Kenya School of Government (KSG) in 2015.
Directorate of Policy Planning and Budget:
- Harmonize the Strategic Plan (2020 – 2025) of MoPS&HRD with R-ARCSS and revisited Vision 2040 together with general policies of RTGoNU;
- Update the existing workplans, institutional policies and regulatory frameworks with recommendation for appropriate actions on review and harmonization of public service laws as aligned to R-ARCSS implementation commitments and gender equity;
- Develop Stakeholder engagement Strategy for soliciting funding and assistance from partners for building the capacity of civil servants and conducting institutional reforms, including organization of workshops and consultative forums;
- Train, coach and mentor the staff of MoPS&HRD to plan and monitor the deliverables with continuous evaluation for improvement of public service; and
- Involve the change agents in organizing and attending projects steering committee meetings and workshops on public service management.
Directorate of Management Service:
- Aid in guiding the management analysts to carryout organizational assessment of MoPS&HRD to harmonize its functions;
- Develop and review of scheme of service for career development, secession planning/management and installation of performance management appraisal;
- Determine the methodology for workload analysis and job evaluation, especially the review of comprehensive functional delineation of roles and functions for the different Directorates of the MoPS&HRD with optimal staffing levels based on the results;
- Review and develop organizational structure (organogram) of the MoPS&HRD and its Directorates with clear line of bureaucratic authority and division of labour, including cost implications based on the current salary structure with relative worth; and
- Review and develop job descriptions and person specifications for existing and new jobs in the MoPS&HRD based on the new roles and mandates.
- Adopt affirmative action and gender mainstreaming in the division of labour of the public sector, ensuring employment of qualified South Sudanese nationals who hail from less developed regions.
Directorate of Human Resource Management:
- Review of existing policies, regulations and procedures to align them with R-ARCSS, RTGoNU principles, National Development Strategy, Agenda 2063, UNSCR 1325, among other important documents, and drafting new required policies, regulations and procedures of public service;
- Prepare Memos in advance for approval by Council of Ministers and organize for meetings and workshops on public service management with dissemination of procedures, policies and regulations after approval.
- Upgrade National Ministry of Public Service’s SSEPS II payroll management system and update the software after assessing the status of previous functionality of its hardware and internet standalone on MDAs Laptop;
- Roll-out the updated South Sudan Electronic Payroll System (SSEPS II) to all government institutions with user Manual applied by the Change Agents trained for payroll cleansing in accordance with the approved nominal rolls and track staff attendance;
- Upgrade the Human Resource Information Management System (HRIMS) to integrate its functions, and use it to update the employee’s records based on enlightenment workshops and training of Change Agents on these technicalities;
- Review and unify the Salary Scales and Structures of all Civil Servants (officials and employees), including job specific Allowances of the various public institutions with relevant adjustments and proposals where necessary to reflect changes in the cost of living and the economic situation in the South Sudan;
- Review and work out the Salary Structures of the independent Institutions who have different Structures and Allowances such as the Judiciary; the Ministry of Justice and Constitutional Affairs; the Ministry of Foreign Affairs and International Cooperation; the Ministry of Higher Education, Science and Technology; among others, and come out with amicable proposals with clear justification.
- Review and work out fixed standards of the constitutional post-holders’ emoluments, allowances and privileges; and make proposals for new allowances such as Additional Education Qualification Allowance, Transport Allowance, Unified Nature of Work Allowance, Representation and Responsibility Allowances, and Technical Allowances of the various specialized cadres to motivate the civil servants with special skills.
Directorate of Records Management:
- Review and develop scheme of service records, filing and archives of employees of MoPS&HRD with introduction of computerized management system and backups.
- Train the change agents on computerized records, filing and archives management of employees of MoPS&HRD and the public service of South Sudan as a whole.
Directorate of Pension:
- Review and develop pension policies with packages that could enable the retired public servants to have dignified life outside the system of public service.
- Develop pension computerized data management base and backups for the employees of MoPS&HRD and the entire public service of South Sudan.
- Train Pension change agents and officers on records, filing and archives management of pensioners’ benefits and retirement packages.
- The SSE shall provide policy advice and assist in organizing quarterly Undersecretaries Forum on Public Service and Human Resource Development for RTGoNU with consensus on strategic communication for informed technical understanding of government’s decision-making processes based on conferred powers, functions and responsibilities by R-ARCSS and the Law.
- The SSE shall train, coach and mentor the staff of the MoPS&HRD on all the above technical public administration with coordinated facilitation and recommendations from the Council of Ministers and related specialized Commissions, Authorities and Independent Mechanisms.
- The SSE and CAs shall be provided with efficient work facilities (computers, printers, internet service, and stationeries) through GEMS Project budget while the Ministry provide offices space with power during workhours.
- The SSE shall work under the overall guidance and supervision of the Minister of MoPS&HRD in coordination with GEMS Project Manager.
- Inception Report and initial workplan (10 days after contract commencement).
- Bi-monthly workplan and report of previous period (2 months after contract commencement and every two months following).
- Draft Final Report on the results/finding and recommendations (one month prior to end of contract).
- Final Report on the results/finding of the assessment and recommendations for future interventions (Revised draft incorporating the feedback from stakeholders) (one week prior to end of contract). This is to be presented to stakeholders for validation
Identifying and Building Strategic Consensus with Collegial Partnerships:
- Establish effective networking with PMDAs and partners in seizing opportunities of building strategic alliances relevant to mandate of RTGoNU as provided in article 1.2 of R-ARCSS and with special focus on governance reform agenda during transitional period.
- Contextualize assistance with fast-tracked coordination of decision-making and directives for administrative delivery of public service, using efficient tools necessary for supporting capacity building of the public sector with international partnerships in accordance with Sustainable Development Goals (SDGs).
Innovating and Developing Good Governance Strategies, Plans and Regulations:
- Coordinate harmonization of legislative framework, institutional policies, strategic plans, and work plans with well-studied knowledge sharing flatforms on public service and continuous human resource development.
- Adopt new approaches of public administration with broader range of perspectives in developing innovative proposals for meeting the contemporary administrative standards.
- Create conducive work environment and team spirit, which fosters innovative collective thinking through the reformed governance institutions in the public sector.
Creating Impact through Sustainable Peace and Holistic Development Dividends:
- Develop leadership and administrative skills of developmental analyses of public service information on potential bilateral and multilateral cooperation with national counterparts to recommend strategic approach for mutual benefits and accountability.
- Compile comparative lessons learned on human capacity development and public administration strategy of managing the public sector in accordance with inculcated fundamentals of good governance and developmental power discharge.
Promoting Institutional Training, Technical Expertise and Knowledge Sharing:?
- Prioritize continuous training, coaching and mentoring of public servants with efficient use of contemporary computerized tools and mechanisms of public service e-governance.
- Enhance effective planning, presentation and report-writing skills with strong analytical and strategic resilience in advanced professional public administration and human resource management specialization.
- Demonstrate comprehensive skilful knowledge and competence in information technology and strategic communication on public service conducted with efficiency and accountability.
- Promotes the mission, vision and strategic goals of MoPS&HRD
- Demonstrate corporate knowledge and sound judgment; understands the structure and hierarchy of MoPS&HRD and process flows throughout the ministry.
Working in Teams:
- Act as a team player and facilitating teamwork.
- Works collaboratively with colleagues inside MoPS&HRD as well as its partners and other stakeholders to pursue common goals.
Communicating Information and Ideas:
- Facilitate and encourage open communication in the team, communicating effectively.
- Deliver verbal/written information in a timely, clear, organized and easily understood manner.
- Strong communication skills and the ability to listen and take direction and leadership from others.
Self-Management & Emotional Intelligence:
- Create synergies through self-control, tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively.
- Master’s degree or Advance degree in relevant fields of public administration and human resource? management (human resource management/development, Management, public administration, public policy, project management, law, political science, communication, information, etc.) is required with over 5 years of experience or bachelor’s degree in relevant fields with over 10 years of experience in government institutions.
- A minimum of 10 years of professional working experience in relevant fields related to public administration and management sector is?required;
- A minimum of 5 years working in public administration and management sector is required;
- Proven experience in organizing and managing events and workshops is desirable;
- Strong background in planning, policy designs, professional leadership, intra government relations, inter-departmental coordination and mastery of public service fundamentals.
- Proven ability to work under pressure with tight deadlines, and to deliver in a timely manner within cost and quality standards;
- Proficiency and proven experience in the use of Microsoft Office suite (e.g. Word, Excel, Power Point) is required. Proven experience in the development infographics, online surveys, presentations, organization of webinars would be an asset;
- Ability to establish priorities and to plan, coordinate information collection and monitor own work plan;
- Ability to work, establish and maintain strategic partnerships with government institutions, donors, civil society partners and other UN agencies. Strong background in planning, policy designs, professional leadership, intra government relations, inter-departmental coordination and mastery of economics fundamentals.
- Experience in capacity development and coaching of technical staff, especially at managerial level in economic, resource, revenues and financial management.
- Knowledge of mandates of key national and international governance institutions at bilateral and multilateral levels of partnerships.
- Competence in computerized office applications, data basing and visualization software, including faster adaptation of new updates.
- Professional command of written and spoken English with excellent communication and interpersonal skills.
- Timely delivery on the assignment in operational environment of pressure with risks from both expected and unforeseen situations.
- Fluency in written and spoken English is required. Arabic Language is desired
The application package containing the following (to be uploaded as one file):
- A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;
- Personal CV, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;
- Two pages to describe the methodology to respond to the TOR (understanding of the project requirements).
Note: The above documents need to be scanned in one file and uploaded to the online application as one document.
Shortlisted candidates (ONLY) will be requested to submit a?Financial Proposal.
- The financial proposal should specify an all-inclusive daily fee (based on a 7-hours working day - lunch time is not included - and estimated 21.75 days per month).
- The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract.
- In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. 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.
- If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.
The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.
Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.? Applicants will be evaluated based on cumulative scoring.? When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:
- Being responsive/compliant/acceptable; and
- Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.
Technical Evaluation - Total 70% (700 points):
- Criteria 1:?Professional working experience in relevant fields related to human resource management/development, particularly within the MoPS&HRD:?Weight?=?10%;?Maximum Points: 100;
- Criteria 2:?Proven technical experience working in capacity development and coaching of technical staff, especially at managerial level in economic, resource, revenues and financial management:?Weight?=?15%;?Maximum Points: 150;
- Criteria 3:?Demonstrated experience working in knowledge management, strong background in planning, policy designs, professional leadership, intra government relations, inter-departmental coordination:?Weight?=?10%;?Maximum Points: 100;
- Criteria 4:?Proven relevant work experience and knowledge of corporate social networking-based platforms/tools, and competence in computerized office applications, data basing and visualization software, including faster adaptation of new updates:?Weight?=?7%;?Maximum Points: 70;
- Criteria 5:?Experience organizing and managing events and workshops:?Weight?=?7%;?Maximum Points: 70; and
- Criteria 6:? Proven experience to establish priorities and to plan, coordinate information collection and monitor own work plan:?Weight =?21%;?Maximum Points: 210.
Having reviewed applications received, UNDP will award the top?candidates with highest scores. Please note that only shortlisted candidates will be contacted.
Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.
Financial?Evaluation - Total 30%?(30 points)
The following formula will be used to evaluate financial proposal:
p = y (µ/z), where
p = points for the financial proposal being evaluated
y = maximum number of points for the financial proposal
µ = price of the lowest priced proposal
z = price of the proposal being evaluated
Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.
The consultant will work under the guidance and direct supervision of the?Undersecretary of MoPS&HRD the UNDP GEMS Project Manager and will be responsible for the fulfilment of the deliverables as specified above.
- Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
- The work week will be based on 35 hours, i.e. on a 7-hours working day, with core hours being between 9h00 and 18h00 daily.