Antecedentes

In 2016, UNDP rolled out a new, multi-year initiative ”Supporting Public Administration Reform (PAR) in Georgia,” (PAR Project), which addresses a complementary but a distinct set of specific, predetermined needs in three crucial pillars  - Policy Development and Coordination, Civil Service Reform and Public Service Delivery.  As part of the Civil Service reform pillar, the project aims to support the Government of Georgia (GoG) in the establishment of a professional, career-based civil service. One of the commitments of the project is to assist its Government counterparts in the development of an effective and efficient performance appraisal system of civil servants.

Pursuant to the new Law on Civil Service, since 2018, each government agency is obliged to develop its system of civil servants’ performance appraisal in line with the relevant Government Decree. In 2017-2018 the PAR project team provided substantial support to the selected government agencies in the process of introduction and testing of this new mechanism. Through the external consultancy, the assistance was provided in the selection of relevant performance appraisal models, capacity building of managers, awareness-raising activities with employees, development of relevant internal documentation, etc.

The Ministry of IDPs, Health, Labor and Social Affairs of Georgia (MoIHSA) was one of the key partners of the project for the past two years. Building on the previous support and to ensure effective implementation of performance appraisal procedures in practice, UNDP is planning to further continue its support to the MoIHSA, given the structural changes introduced in the ministry in 2019. Despite an extensive experience in evaluating employees, the Ministry still faces a number of challenges throughout the appraisal process. Therefore, building on the previous support provided to other public agencies, UNDP is planning to support the MoIHSA in ensuring effective implementation of performance appraisal procedures in practice.

Deberes y responsabilidades

The primary goal of the consultancy assistance is to support the MoIHSA in improving the existing model of performance appraisal, linking individual performance apparel process to the departmental/organizational goals and objectives, and increasing the capacities of the line managers.

The consultant is expected to assume the following tasks and responsibilities:

• To conduct a comprehensive analysis of appraisal results (data analysis) via two focus groups and an online survey for the staff; the document shall follow a template submitted by the project team;
• Present the results and recommendations to managers and high-level officials;
• Based on the data analysis, to suggest and prepare relevant changes to the performance appraisal model (documents, etc.);
• To conduct a two-day training session for line managers (three groups in total) aimed at linking individual appraisal plans with department/strategic goals;
• To assist the HR departments in identification of relevant departmental/strategic goals and support in the creation of its strategic plan;
• To conduct a one-day workshop for managers and HR unit on feedback techniques;
• To conduct a one-day workshop for managers and HR unit on professional development;
• To support HR unit in elaboration of professional development annual plan(s); support in the development of its monitoring and implementation scheme;
• To conduct at least four awareness-raising short sessions (3-4 hours each) on performance-related feedback and professional development issues with staff.

Deliverables:

The consultant is expected to provide the following deliverables:

1. Two focus groups with line managers; online survey, individual meetings if necessary (3 days);
2. A comprehensive analysis document on the performance appraisal results and respective recommendations (2 days);
3. Revised documents and guiding materials (2 days);
4. HR unit’s strategic plan in consultations with the HR staff (2 days);
5. Recommendations on business process of professional development activities; consultancy of the HR unit (2 days);
6. An outline of the training program, an evaluation form and the delivery of three training sessions aimed at linking individual appraisal plans with department/strategic goals (two days each) (7 days);
7. An outline of the workshop on professional development and feedback skills; an evaluation form and the delivery of three training sessions (one day each); (4 days);
8. Four awareness-raising four short sessions on feedback and professional development issues with staff (3-4 hours each) (2 days).

NB: All face-to-face meetings, workshops, trainings and discussions requiring physical presence of relevant employees will be planned in line with the existing restrictions associated with the spread of COVID-19; in case organization physical meetings will not be possible due to the disease-related limitations, alternative ways of communication/training will be considered and agreed with the MOIHSA and the consultant, including through the application of online communication tools.

Management Arrangements:

The PAR Project Manager will directly supervise the consultant in cooperation with the HR Unit of MoIHSA. The consultant will be directly responsible for reporting to, seeking approval from, and obtaining a certificate of acceptance of outputs from the above person. In addition, the PAR project team will be responsible for sharing relevant documents, contact details, and other necessary information with the consultant.

Payment Modality:

The payment will be made through four installments upon satisfactory submission and approval of the deliverables by the PAR Project Manager:

• Deliverables 1 – 3: 30% of the consultancy fee
• Deliverables 4 – 5: 15% of the consultancy fee
• Deliverable 6: 30% of the consultancy fee
• Deliverables 7 – 8: 25% of the consultancy fee

Competencias

Core Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Understanding of the mandate and the role of UNDP would be an asset;
• 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 favoritism.

Functional Competencies:

• Possesses knowledge and understanding of public administration system;
• Strong and proven research and analytical skills;
• Proven ability to deliver quality output working under tight deadlines;
• Proven ability to coordinate with others and to work as part of a team;
• Excellent communication, interpersonal and presentation skills;
• Ability to work independently and under pressure.

Habilidades y experiencia requeridas

Education:

• Master’s degree in social sciences or a relevant field (minimum requirement: Master's degree - 10 points)

Experience:

• At least six years of working experience in the field of human resource management (minimum requirement: six years - 5 points, more than six years - additional 3 points);
• At least three projects involving consultancy in developing or improvement of staff performance appraisal systems (minimum requirement: three projects - 5 points, more than three projects - additional 3 points);
• At least two projects involving working experience in human resource management area with government agencies and within international organizations (minimum requirement: two projects - 5 points, more than two projects - additional 3 points);
• At least one training program conducted in the past two years in strategic management areas (minimum requirement: one training program - 5 points, more than one - additional 3 points);
• At least one year of working experience in the field of learning and professional development of a public or private institution or at least two projects involving consultancy in the mentioned field (minimum requirement: one year - 5 points, more than one - additional 3 points).

Note: The candidate shall submit his/her resume and an outline of at least one training program.

Language Requirements:

• Fluency in Georgian.

Evaluation:

Individual consultants will be evaluated based on the cumulative analysis method: Offerors will be evaluated against combination of technical and financial criteria. Maximum obtainable score is 100, out of which the total score for technical criteria equals to 70 and for financial criteria – to 30. Offerors that do not meet Minimum Qualification Criteria will be automatically rejected, while the rest will form up the long list. The offerors who obtain minimum 35 points as a result of the desk review will be invited for the interview. Offerors who pass 70% threshold, i.e. obtain minimum 14 points, as a result of the interview will be requested the financial proposal.

Financial Proposal:

The financial proposal shall specify a total lump sum amount, 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 output, 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. Maximum 30 points will be assigned to the lowest price offer. All other price offers will be scored using the formula (inverse proportion):  Financial score X = 30* the lowest price offer/suggested price offer.