Background

Purpose

To increase the media coverage and visibility of the "Serbia at Your Fingertips / Digital Transformation for Development" project within the Competitiveness and Digital Governance Portfolio among key stakeholders in Serbia and provide support to organization of events/conferences.

Objective

To provide communication and event support for the implementation of project activities and achievement of results through producing content for both traditional and social media and coordinating other communication and event activities.

 Background

The project “Serbia at Your Fingertips – Digital Transformation for Development” began in 2017 and it has been supporting efforts to build internal capacities of the Office for IT and eGovernment of the Republic of Serbia (ITE) for effective coordination and implementation of the government’s digital strategy, assisting other institutions in introducing e-services, building common ICT infrastructures and shared services, and maintaining close relations with key stakeholders and the public. As ITE received an additional mandate for operationally delivering parts of the agenda of the ministerial Council for Innovative Entrepreneurship and Information Technology (IT Council), this project also supports efforts aimed at enhancing digital transformation of Serbia’s economy and ensuring its most dynamic and innovative elements continue to grow and benefit all segments of society. In this context, the project has implemented an IT retraining program for Serbian citizens seeking to develop programming skills and find employment in Serbia’s booming IT sector. This national IT retraining program encompasses courses in IT skills, internship programs and soft skill development aiming to increase the pool of qualified candidates in the IT labour market on one hand, and raise the level of employment on the other hand by providing quality informal education that is accessible to all interested individuals. This comprehensive project is funded by the Government of Serbia, the UK Good Governance Fund and UNDP.

Given the technical focus of the project, communication materials, media content and accompanying activities need to balance digital transformation terminology and understandable everyday concepts in order to be understood by a wide range of stakeholders – government employees, NGO, tech community, media, citizens, etc. Furthermore, communication needs to be aligned across different project output. Lastly, while communication through traditional media is relevant for the project, continuous and effective online presence and engagement is indispensable for the proper achievement of the project goals.

UNDP is seeking for the Consultant to assist the project staff and the national counterpart in the activities related to the media outreach, visibility of the above-mentioned project and support the events.

Duties and Responsibilities

Scope of work

UNDP will engage local consultant to support the activities relating to media outreach and visibility of the project “Serbia at Your Fingertips – Digital Transformation for Development” and other initiatives within the portfolio. The Consultant will be supervised by the UNDP Portfolio Manager.

The Consultant shall perform the following services:

• Promote the results of the projects through traditional media outlets, as well as online/social media;
• Ensure visibility of the projects and implementing partners;
• Coordinate communication of specific project results, media events, promotional activities, conferences, etc.;
• Identify, develop, distribute and monitor impact of variety of media materials in multiple, appropriate formats (Press releases, media appearances, feature stories etc)
• Assist in preparation and organization of conferences, workshops and events including, but not limited to preparation of event scenarios, press conferences, press releases, news for UNDP and ITE website, project leaflets, brochures and other communication materials;
• Make and edit photos for communication purposes (basic level of editing);
• Coordinate the production of different communication materials developed by contractors (e.g. videos - including development of scenarios, data visualizations, social media visuals);
• Monitor and evaluate the use and effectiveness of media materials and share results and findings;
• Maintain close collaboration with communication and liaison officers and PR teams of the project partners, as well as UNDP Serbia Communication team; 
• Collaborate with mass media through activities such as organizing project site visits, facilitating photo coverage and TV footage and utilizing both web-based and traditional media as appropriate;
• Respond to media inquiries and information requests; prepare related correspondence;
• Assist in preparation of the presence of projects staff or partners in public events and media related activities, organized by either UNDP/national counterparts or external partners;
• Propose and provide inputs (visuals and written content) for UNDP media campaigns related to the project’s activities and/or Competitiveness and Digital Governance Portfolio;
• Assist in scoping of non-projects related activities, around digital transformation, eGovernment, open data ecosystem and IT retraining and their promotion, when needed.

More specifically the Consultant will undertake the following tasks:

Task 1: Review and update the existing Media and Visibility Strategy, in line with visibility guidelines of UNDP and project partners/donors including target groups, key messages and communication objectives:

• Review and update the existing Media and Visibility strategy and identify suitable products and transmission channels (press kits, press releases, articles, interviews, etc.) related to project targets, for the period of next three months,
• Finalize the strategy based on inputs from the supervisor, UNDP Comms team, as well as project partners.

Task 2: Ensure visibility of actions in accordance with Media and Visibility Strategy:

• Prepare relevant communication products in consultations with the supervisor (up to 5 pieces in total on a monthly basis) such as: press releases (up to max 3500 characters), interviews for the UNDP blog, social media posts (Facebook, Instagram and/or Twitter), human-interest stories for the UNDP blog to highlight the impact of Project activities on individuals, businesses, local communities and the environment;
• Oversee the production of quality videos;
• Establish media relations and partnerships and promote projects topic and results through traditional and social media;
• Plan and organize media events, conferences, workshops; provide communication-related backstopping and support for events, including broadcasting of communication products by electronic media or uploading on relevant websites. Specific tasks will include drafting Event Scenarios with proposed Talking Points and Media Remarks, organizing press conferences, digital media support (including photo coverage and short video preparation for social media), brochures (up to 500 words);

Task 3: Prepare a report on project visibility prior and after the implementation of the Media and Visibility Strategy:

• Prepare a brief report (up to 4 pages) including most relevant media coverage, analysis of social media engagement, and lessons learned for communicating the projects and their results.

Task 4: Keep updated press clipping for the donor reporting purposes:

• Following the media coverage and creation of a press clipping document with updated information, for the purposes of the donor report (format to be agreed with the supervisor and final report to be finished with the end of the contract and constantly updated in the meantime).

The communication products should be prepared based on the most up-to-date available documents and information. The Consultant is expected to be able to work independently and generate ideas for communication materials such as blogs and interviews based on their familiarity with the project area (digital transformation, open data and IT trainings), with minor inputs from the supervisors and the project team.

Deliverables and timelines

* The timelines may be slightly adjusted once the contract is signed with the consultant in order to align with actual project implementation.

All deliverables will have to be quality reviewed and approved or accepted by the Portfolio Manager in consultation with the national partner and the UNDP Communication Analyst. All deliverables shall be submitted in Serbian and/or English language, and in line with UNDP, donors and partners visibility guidelines.

Competencies

• Demonstrates strong oral and written communication skills;
• Evidence of ability to express ideas clearly; to work independently and in teams;
• Ability to summarize and systematize complex information and identify priorities for follow up activities;
• Share knowledge and experience;
• Focuses on results and responds positively to feedback;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrates integrity by modelling ethical standards;
• Excellent communication skills.

Required Skills and Experience

Education:

• BA University degree in communication or humanities or another relevant field or 15+ years of relevant working experience.

Work experience:

• 10 years of experience in journalism, communications and PR;
• Demonstrated experience in development and implementation of communication strategies and action plans;
• Demonstrated experience in managing communication and visibility within projects focused on digital transformation of government and electronic services;
• Experience in preparation and implementation of public events/ seminars/conferences;
• Experience in working with wide range of stakeholders (private, government, etc.);
• Demonstrated experience in development and implementation of communication campaigns;
• Demonstrated experience in excellent writing/reporting and presentation;
• Experience in working with international organizations will be considered as an asset.

Knowledge:

• Consistently ensures timeliness and quality of project work;
• The ability to deliver clear, concise reports.

Language:

• Excellent speaking and writing skills in English and Serbian.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

Application Procedure:

Qualified and interested candidates are asked to submit their applications via UNDP Web site: UNDP in Serbia under section “Jobs” no later than 9th August 2021.

Application should include: 

• CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).  
• Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: https://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying a total lump sum amount for the tasks specified in this announcement with a breakdown of costs.
• Cover Letter – explaining why you are the most suitable for the work should be included in the CV.

Note: Only the short-listed applicants will be contacted and requested to submit signed Offeror’s Letter Confirming Interest and Availability including a price for the work envisaged in the section "Description of Responsibilities".

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

The shortlisted candidates may be asked to provide copies of diplomas and any other certificates providing evidence of their education and experience in relevant fields.

Financial Proposal:

• Lump sum contracts

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 (including travel, per diems, and number of anticipated working days).

Travel

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  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.

1. Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and                                                                                 

b) Having received the 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 of 49 points would be considered for the Financial Evaluation

Additional Information:

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  If the applicant is employed by any legal entity, IC would be issued upon submission of Consent letter from the employer acknowledging the engagement with UNDP. Template of General Conditions on IC could be found on: https://rs.undp.org/content/dam/serbia/downloads/General%20Conditions%20for%20Individual%20Contracts.pdf
• Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: https://www.undp.org.rs/download/RLA%20with%20General%20Terms%20and%20Conditions.doc. In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‘no-objection’ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‘leave-without-pay’ confirmation should be submitted.

Engagement of Government Officials and Employees

• Government Officials or Employees are civil servants of UN Member States.  As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e., engagement is not done through RLA signed by their Government employer), the following conditions must be met prior to the award of contract:

(i)       A “No-objection” letter in respect of the individual is received from the Government employing him/her, and;

(ii)     The individual must provide an official documentation from his/her employer formally certifying his or her status as being on “official leave without pay” for the duration of the IC.

• The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.  

UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of “on-leave-without-pay” is not required.  Under such circumstance, the individual entering into an IC with UNDP must still provide a “No-objection” letter from the Government employing him/her.  The “no objection” letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status, and include any conditions and restrictions on granting such permission, if any.  The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.