Historique

UKRAINIAN EDITION OF THE TERMS OF REFERENCE: https://drive.google.com/open?id=1QcXHCwAOXzSxXLQ6FJlS_AP_vICRMyKo

I. CONTEXT

The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law. Recognizing the need to urgently address reconstruction, economic recovery and peacebuilding needs in areas affected both directly and indirectly by the conflict, in late 2014 the Government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations, the World Bank and the European Union conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.

UNDP has been active and present in eastern Ukraine for the past decade, prior to the conflict, with a focus on community development, civil society development, and environmental protection. Work on addressing the specific conflict-related development challenges discussed above built on this earlier engagement and established partnerships and started in 2015 through the United Nations Recovery and Peacebuilding Programme (UN RPP), a multi-donor funded framework programme jointly implemented by four UN partnering agencies (UNDP, UN Women, FAO, UNFPA) in cooperation with the Government of Ukraine.

The United Nations Recovery and Peacebuilding Programme (UN RPP) is being implemented by four United Nations agencies: the United Nations Development Programme (UNDP), the UN Entity for Gender Equality and the Empowerment of Women (UN Women), the United Nations Population Fund (UNFPA) and the Food and Agriculture Organisation of the United Nations (FAO).

Twelve international partners support the Programme: the European Union (EU), the European Investment Bank (EIB) and the governments of Canada, Denmark, Germany, Japan, the Netherlands, Norway, Poland, Sweden, Switzerland & the UK.

As an area-based programme specifically developed for the conflict-affected areas of eastern Ukraine, the UN RPP addresses the key stabilization, peacebuilding, economic and governance priority needs in eastern Ukraine following the start of the conflict. It takes into account the opportunities that have arisen from the Minsk Protocol of September 2014 and the renewal of its cease-fire provisions (the latest cease-fire having been agreed in March 2018) and is also fully adjusted to the humanitarian-development nexus.

The Programme’s interventions are grouped under the following key Programme components, which reflect the region’s priority needs:

Component I: Economic Recovery and Restoration of Critical Infrastructure

Component II: Local Governance and Decentralisation Reform

Component III: Community Security and Social Cohesion (CSSC).

The Programme, which operates on the basis of a pooled funding arrangement, follows a multi-sectoral programme-based approach and is implemented using an area-based methodology. With the current project, it is a unifying interventions framework for 12 projects funded by 12 international partners.

The financial management of the following assignment is entrusted to the United Nations Development Programme (UNDP).

UN RPP recognises importance of peer support to ex-combatants in their post-deployment reintegration process. This specific assignment is part of a wider scale task to provide support to ex-combatants to reintegrate into their communities and build links with local authorities, law enforcement bodies and other stakeholders. This pilot mentorship programme is set to empower ex-combatants to excel in their own development, reinvent sense of purpose and establish meaningful participation in community. And given assignment will aim to provide ex-combatants with opportunities to voice their concerns and advocate for their interests, including via support of their projects and facilitating networking.

The pilot mentorship programme will take off in four oblasts: Donetsk Oblast, and Luhansk Oblast (Government controlled areas), Zhytomyr Oblast, Dnipropetrovsk Oblast. The programme will bridge professionals (Individual Consultants while acting as mentors, from one side) and becoming professionals (protégés from the other side) who both share post-deployment reintegration experience. UN RPP encourages application from women ex-combatants to become mentors (and also expects from women ex-combatants to become protégés).

Therefore, with these Terms of References, UNDP (within UN RPP) seeks to employ an Individual Consultant (hereinafter – IC) who will act as a mentor (hereinafter – Mentor) for Dnipropetrovsk Oblast.

II. SCOPE AND OBJECTIVE OF THE ASSIGNMENT

Mentor (National Individual Consultant) – is an ex-combatant, who is working with another person from ex-combatant’s community and who has excelled in her/his professional area and is willing to support other people to do similar. The work is based on designed and mutually agreed work plan and timeline to achieve sets of goals; defined goals should benefit community as a whole. On the one hand, mentor will serve as advisor to her/his protégé. On the other hand, mentor will act as liaison between all of her/his protégés and will coordinate communication between them. Mentor may organise her/his protégés as a team/task force in order to work on topic of their own choice.

Mentor will use both approaches mentoring and coaching and will draw her/his work from personal and professional experience, using her/his perspective of ex-combatant. This position of national consultant for mentors’ role is part of a larger scale task. In general, there will be 6 mentors working for 4 oblasts (Donetsk Oblast, and Luhansk Oblast (Government controlled areas), Zhytomyr Oblast, Dnipropetrovsk Oblast). Mentors’ geographical location is not limited to these four oblasts of pilot programme implementation.

Protégé – is a member of ex-combatants’ community who aspires to her/his goals in personal and community development, and who needs additional support from a peer in order to develop specific project idea. The support and guidance from mentor may appear as co-designed action plan, regular meetings, feedback sessions, professional recommendations, sharing professional network, etc., depending on interpersonal agreement.

Mentor will be responsible for finding proteges, according to criteria designed by team of 6 mentors, and according to eligibility criteria recommendations made by the UN RPP. Selected protégés will be assigned accordingly to each mentor by the UN RPP based on her/his professional expertise, capacities, availability, etc.    

Overall objective of the assignment is as follows:

Outcome 1:

While acting as a mentor, National Individual Consultant will work in close collaboration with other mentors (from other regions) and will provide mentorship to minimum 3 ex-combatants (herein after - protégés). While mentors may be coming from any city of Ukraine, protégés’ locations are limited to Donetsk Oblast, and Luhansk Oblast (Government controlled areas), Zhytomyr Oblast, Dnipropetrovsk Oblast.

Outcome 2:

As a mentor, National Individual Consultant will support development and preparation of project proposals of viable projects and endorse at least 1 project for Ideathon (event planned by the UN RPP for summer 2020); UN RPP will be able to support implementation of those projects’, that will benefit their local communities’ security and social cohesion.

Expected progress workflow:

Preparation phase – all mentors will undertake a training on essential skills for smooth mentor-protege journey. During the preparation phase, mentors will receive guiding instructions on how to act in different scenarios and what support mentor may receive in a course of work. Overall, during entire mentor-protege journey, each mentor will be supported in her/his work by UN RPP, especially, when challenging issues arise. Thus, on an ad-hoc basis, mentor may be supported and if needed guided by psychologists (member of ex-combatants’ community), by legal advice, and so on.

Kick-off: UN RPP representatives will get in touch with each selected mentor (online/via phone), together they will discuss and agree terms of forthcoming interaction between mentors and protégés.

1st week: selected mentors will meet at preliminary workshop in order to form a team and select an informal team lead; other tasks for preliminary workshop: set eligibility criteria for protégés selection; design framework for application process and procedure for protégés; set common rules of mentor-protégé journey; draw professional boundaries and manage expectations. Workshop to be organized and facilitated by the UN RPP representatives.

2nd week: Application process (by protégés) for participation in mentorship/coaching programme begins. The application procedure will be supported by the UN RPP representatives.

3d week: Team of mentors start selection process, with a review of each proposed candidate by the UN RPP representative; each mentor will work with at least 3 protégés; selected protégés will be assigned accordingly to each mentor by the UN RPP based on her/his professional expertise, capacities, availability, etc.; each mentor establishes contact with her/his protégés; each mentor organises one starting common online/offline meeting with all of her/his protégés.

4th week: Each mentor develops a work plan together with her/his protégés, sets goals and expected results individually; UN RPP reviews and approves each developed workplan before the implementation starts; all agreed terms are reflected in a brief agreement between mentor and protégé; the agreement’s purpose is to bilaterally set work process, indicate preliminary activities and results; first meeting between protégé and her/his mentor. By the end of this week, UN RPP and IC (mentor) will hold the Review Meeting 1.

5th-8th weeks: Mentors and protégés start their peer-to-peer journey following the workplans developed, that were approved by the UN RPP.

9th-11th weeks: Mentors will support and help in preparation draft project proposal(s) (or group project proposal draft, if applicable) for Ideathon which is planned to be held in summer 2020 (event planned by UN RPP). By the end of this work period, UN RPP and IC (mentor) will hold Review Meeting 2. After the Review meeting 2, based on biweekly reports review, UN RPP representative may induce mentor to organize a general meeting with her/his protégés.

12th week: Mentors will conduct finalising meetings with their protégés (in person), receive feedback; mentors prepare finalising report, that will include lessons learned, individual reports for each protege, give feedback and recommendations for mentorship programme scale up. By the end of last week, UN RPP and IC (mentor) will hold Review Meeting 3.

Devoirs et responsabilités

III. DUTIES AND RESPONSIBILITIES

In order to achieve Outcome 1 (While acting as a mentor, IC will provide mentorship to minimum 3 ex-combatants (herein after protégés) from one of the following oblasts: Donetsk Oblast, and Luhansk Oblast (Government controlled areas), Zhytomyr Oblast, Dnipropetrovsk Oblast).

While mentors may be coming from any city of Ukraine, protégés’ locations are limited to Donetsk Oblast, and Luhansk Oblast (Government controlled areas), Zhytomyr Oblast, Dnipropetrovsk Oblast. IC should perform the following tasks:

1. Participate in a Communication skills training. UN RPP will prepare team of mentors on essential skills set required to work successfully. The training will cover following topics: basic communication skills, establishing rapport, active listening, providing and receiving feedback, empathy, conflict resolution and non-violent communication, planning. The list may be edited and adjusted according to mentors’ team needs. Only those mentors who have successfully accomplished the training will continue to the next step. Obtained skills will be transferable after this programme.

2. Select protégés, establish contact and cooperative relations with protégés, and ensure development of clear work plans, set goals:

2.1. Participate at preliminary workshop;

2.2. Prepare and present eligibility criteria for protégés selection during preliminary workshop;

2.3. Design framework for application process and procedure;

2.4. Choose protégés according to set at preliminary workshop eligibility criteria and agree chosen protégés with UN RPP;

2.5. Contact each assigned by the UN RPP protégé on biweekly basis;

2.6. Provide brief cumulative report biweekly to the UN RPP representatives on the progress with all curated protégés. Report should be sent to the UN RPP representatives via e-mail not later than Friday 12pm on the week of meeting with protégés. Most of the time meetings will be online/via phone. Brief report should include at minimum: issues discussed with protégés, agreed solutions and action for issues discussed, and follow up from previous meeting (when applicable).

2.7. Develop a work plan for each protégé for two months course. Workplan must include timeline for meetings within two months, set goals, and individual project description. Mentor should start working with protégés after work plans are reviewed and agreed by the UN RPP representatives. In the end of mentor-protégé journey, develop a questioner for feedback from protégés, agree with the UN RPP representative content and format of a questioner.

2.8. Mentor (with support of the UN RPP) will provide contact list of lawyers, doctors, other relevant professionals, with whom protégé may contact directly if needed. Neither Mentor, nor UN RPP will be involved in the communication with other specialist, in view of confidentiality. If necessary, mentor will be able to contact the professionals on a list for the support and advise.

2.9 Participate in general (online/offline) meeting with all mentors, facilitated by UN RPP representative.

2.10 Participate in review meetings with UN RPP representative.

In order to achieve Outcome 2 (As a mentor, IC will support development and preparation of project proposals of viable projects and endorse at least 1 project for Ideathon (event planned by the UN RPP for summer 2020), IC should perform the following tasks:

3. Lead work on project development, support protégés according to developed and agreed with the UN RPP representative work plans, finalise relations with protégé in the end of mentor-protégé journey:

3.1. Collect feedback from protégés through developed questioner

3.2. Develop a project proposal with each protégé

3.3. Organize finalising meeting with each protégé

3.4. Conduct finalising meeting with all protégés

IV. DELIVERABLES

The timeframe is spanning for about 3 months, starting April 2020. The requested services will be provided according to preliminary agreed workplan and paid in lump sums, following the review meetings and according to the following schedule.

V. PROPOSED PAYMENT SCHEDULE

The contract price is fixed regardless of changes in the cost components. The payments will be made upon completion of Deliverables. Proposed payment schedule:

Upon completion of Deliverables 1, 2, 3, 4 - 50% of agreed sum

Upon completion of Deliverables 5, 6  - 25% of agreed sum

Upon completion of Deliverables 7 - 25% of agreed sum

VI. MONITORING AND REPORTING REQUIREMENTS

Each of contracted mentors (ICs) will work under overall guidance of Social Cohesion Specialist (Component Coordinator) and report to Community Mobilization Officer (direct supervisor). IC will work closely with above mentioned UN RPP representatives, who will review deliverables and approve of next planned activities.

All documents and reports should be provided in format *docx or other format where it is indicated in the table of deliverables, in electronic format, send via e-mail to the UN RPP representatives. If otherwise is required, it is indicated for the specific deliverable. Each document should be written in Arial font, 12 font size, 1,5 line and paragraph spacing. Review meetings will be used for work review and approval, monitoring, and commissioning work on next deliverables. Review meeting will be conducted online or via phone, if otherwise is not indicated. Review meetings will take up to 1 hr. Approval of documents will be made via email by the UN RPP representative.

Even though mentors and the UN RPP will hold regular review meetings, which is rather formal monitoring instrument, mentor is encouraged to reach out to the UN RPP whenever it is needed on the way of mentor-protégé journey. If necessary, mentor will be able to receive support and guidance on an ad-hoc basis from relevant professionals.

Payments will be made in three stages according to the proposed payment schedule above. The Contractor must adhere to the system of monitoring, evaluation and quality control implemented by the UNDP (within UN RPP) and provide the necessary information, reports, documented results according to the pre-set schedule or as soon as possible (within a reasonable time).

UNDP (within UN RPP) will not be able to provide any facilities, support personnel, support service or logistical support. IC is responsible for her/his own logistical logistics. If necessary, for workplan, IC is also responsible for contacting agencies, local authorities, any other institutions.

Compétences

Skills and competencies:  

- Communication skills

- Active listening, empathy

- Planning and project management skills

- Providing corrective feedback

- Building trust

- Managing risks

- MS office and Email communication

Qualifications et expériences requises

IC (Mentor) profile in one of the following spheres:

Proven expert experience in areas of business, innovations, technologies, IT, creative industries (i.e. audio visual creative sphere, design, fashion, music, arts, publishing, etc.), media, urban development, civil society activism for 1 year more.

VIII. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

Recommendations for documents to be Included when submitting the proposals

Provide Motivation statement in the Letter of interest/proposal; motivation statement must include at least 3 concrete examples of professional achievements in area of expertise. In addition, motivation statement should outline what expertise and knowledge a person may suggest to potential protégés, and what kind of protégés she would potentially seek.

Provide CV which should clearly reflect years of relevant professional experience in the field of expertise, key set of skills and competencies, personal qualities that will make up a good mentor, and interests sphere of expertise; support application with documents and reference letters, and ATO/JFO ex-combatant’s certificate. UN RPP strongly encourages application from women ex-combatants.

IX. FINANCIAL PROPOSAL

 Lump sum contract

The financial proposal shall specify a total lump sum amount in USD, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). Payments are based upon deliverables, i.e. upon delivery of the services specified in the ToR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

 Travel costs

All envisaged travel costs must be included in the financial proposal. In general, UNDP (within UN RPP) should not accept travel costs exceeding those of an economy class ticket. Should the Individual Consultant wish to travel on a higher class she/he 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.

X. EVALUATION CRITERIA

1. At least one year of relevant professional experience in the field of expertise (that can be seen in CV or P11 form) – 15 points max

1a) more than 4 years of experience that falls under area of professional expertise - 15 points

1b) 3-2 years of experience that that falls under area of professional expertise – 13 points

1c) 1 year of experience that falls under area of professional expertise – 10 points

1d) less than 1 year of experience, of experience that does not fall under the area of professional expertise – 0 points.

2. Relevant supporting documents (incl. registrations, certificates, license, diplomas, permissions, etc.) that support expertise in a certain professional area - 15 points max

2a) relevant supporting documents that support expertise in a certain professional area

are provided and support the application coherently – 15 points

2b) relevant supporting documents are provided, however there are some inconsistencies with overall application – 10 points

2c) supporting documents are not provided or are not complete/clear enough – 0 points.

3. At least one concrete example of professional achievements in area of professional expertise provided in motivation statement – 10 points max

3a) there are three or more concrete and relevant examples of professional achievements provided in the motivation statement – 10 points

3b) There are two concrete and relevant examples of professional achievements provided in the motivation statement – 7 points

3c) There is one concrete and relevant example of professional achievements provided in the motivation statement – 5 points

3d) There are no concrete and relevant examples of professional achievements provided in the motivation statement – 0 points.

4. Motivation statement has listed expertise, knowledge, skills, at least two concrete examples of what person as a mentor may contribute to development of potential protégés – 5 points max

4a) there are listed there or more concrete examples of expertise, knowledge, skills that person as a mentor may contribute to development of potential protégés – 5 points

4b) there are listed two concrete examples of expertise, knowledge, skills that person as a mentor may contribute to development of potential protégés – 3 points

4c) there are no concrete examples/not relevant to an area of professional expertise examples of expertise, knowledge, skills that person as a mentor may contribute to development of potential protégés – 0 points.

6. Overview on how IC will build work with protégé and how she/he will recruit protégés – 15 points max

4a) IC has clear, structured, methodology-based approach of how to build work with protégé and how she/he will recruit protégés – 15 points

4b) IC has a vision of working with protégé, that demonstrates understanding of mentor-protégé journey relationship, in general it requires more input and editing – 13 points

4c) IC has a good vision of working with protégé, however it requires understanding of mentor’s/protégé’s roles and it requires substantial input and editing – 10 points

4d) IC did not demonstrate a feasible approach of how she/he will work with protégé – 0 points.

7. There are at least two references provided which highlight skills that may contribute to development and benefit potential protégé and potential mentor’s professional achievements – 10 points max

5a) there are 3 or more positive references that state clearly state how applicant’s experience will benefit potential protégé, and what are potential mentor’s professional achievements – 10 points

5b) there are 2 positive references that state clearly state how applicant’s experience will benefit potential protégé, and what are potential mentor’s professional achievements – 7 points

5c) there is 1 or less positive references provided – 0 points.

Previous experience of mentoring and/or coaching is considered to be a strong asset. A mentor should be fluent in Ukrainian. Working knowledge of English would be an asset.

XI. 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 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].

Link to te documents: https://www.dropbox.com/sh/297e72t7i3v2969/AADDRyUo2uoNrYjuD8NLmdl0a?dl=0