Background

BACKGROUND

The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on economy, 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 (UN), the World Bank (WB) and the European Union (EU) conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.

The United Nations Development Programme (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, established partnerships, and started in 2015 through the United Nations Recovery and Peacebuilding Programme (UN RPP). The UN RPP is a multi-donor funded framework programme formulated and led by the UNDP in collaboration with the Government of Ukraine and in cooperation with a number of partnering UN agencies (UN Women, FAO, UNFPA).

The UN RPP was designed to respond to, and mitigate, the causes and effects of the conflict. It is based on findings of the Recovery and Peacebuilding Assessment (RPA) and is aligned to the State Target Programme for Recovery as well as to the two oblast development strategies up to 2020. 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. It is an integral component of the UNDP Country Programme and is therefore fully aligned with the United Nations Partnership Framework (UNPF). It is closely interlinked with the Democratic Governance and Reform Programme, operating nationally and in all of Ukraine’s regions, and is consistent with the SDGs.

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

Component 1: Economic Recovery and Restoration of Critical Infrastructure

Component 2: Local Governance and Decentralization Reform

Component 3: Community Security and Social Cohesion.

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. It is a unified intervention framework for 13 projects funded by 13 international partners and worth about USD 80 million.

In October 2018, four UN agencies (UNDP, UN Women, FAO and the UNFPA) have countersigned a new joint project document, funded by the EU. The overall objective of the project is to restore effective governance, support economic recovery and promote reconciliation in the crisis-affected communities of Donetsk, Luhansk, Zaporizhzhia and Kherson oblasts of Ukraine, thereby enhancing the credibility and legitimacy of local governments in the government-controlled areas (GCAs) of the regions. It will contribute to peace build and prevent further escalation of conflict in Ukraine through effective and accountable decentralization, gender-responsive recovery planning and equal access to services, as well as enhanced economic recovery and development.

This endeavor will be achieved through the pursuit of the following specific objectives:

1.         To enhance local capacity for gender-responsive decentralization and administrative reforms to improve governance, local development and the delivery of services.

2.         To stimulate employment and economic growth by providing assistance to Micro, Small and Medium Enterprise (MSME) for their development through demand-driven business development services and professional skills training.

3.         To enhance social cohesion and reconciliation through promotion of civic initiatives.

4.         To support sector reforms and structural adjustments in health, education and critical public infrastructure to mitigate direct impacts of the conflict and enhance the capacity of governmental authorities for national the coordination of actions to cope with emergencies arising from the conflict zone.

5.         To support the implementation of the European Investment Bank’s Early Recovery Programme.

Under the Objective 2 of UN RPP the grant contest aimed at support and strengthening capacity of local providers of business services for micro, small and medium-sized enterprises (hereinafter – MSMEs) will be launched in the areas of Donetsk and Luhansk oblasts controlled by the government of Ukraine and in Kherson and Zaporizhzhia oblasts. A total of up to 15 grants will be awarded in 2021-2022.

The grant initiative for local business service providers will be aimed at:

-           search of effective ways of strengthening capacity of business service infrastructure in the targeted areas;

-           inspire business service providers in the targeted areas to review their strategic development plans and to design projects aimed at their further growth and capacitation;

-           enhance development of micro-, small and medium-sized enterprises acting in the prioritized non-agricultural sectors of economy (ceramic sector, textile, food processing and hospitality industry) as well as organizations that provide MSMEs with services that are not linked to sectors of economic activity. 

Thus, the Programme is looking for the National Consultant for support of Small Grants Contest for local business service providers.

Duties and Responsibilities

MAIN OBJECTIVES OF THE ASSIGNMENT

The objective of the assignment is to oversee the implementation of grant projects for local business service providers awarded via a Call for grant proposals through liaison, continuous monitoring and administrative/advisory/training support to grants recipients. The National Consultant for support of Small Grants Contest for local business service providers will support implementation of grant projects (about 15 projects) in line with the project proposals submitted for the Call for grant proposals, ensure the appropriate use of funds by UN RPP grantees, facilitate their cooperation, full and timely reporting, and perform monitoring of results achieved.

SCOPE OF WORK AND EXPECTED OUTPUTS 

The National Consultant for support of Small Grants Contest for local business service providers under the direct supervision by Business Development Specialist will carry out the following tasks:

• Develop the detailed work plan for the administration of small grants;
• Draft the Call for Proposals documents for the Grants Contest. The documents should include the governing structure of the Grants Contest, description of the application process, eligibility criteria, evaluation and selection process, grant-awarding process, implementation monitoring tools in accordance with UNDP regulations on the low-value grants;

• Facilitate the evaluation process upon completion of Call for Proposals;
• Prepare, organize and conduct four of-line (if possible) one-day orientation (training) sessions on terms of the Grant Program implementation for grants recipients in Luhansk, Donetsk, Kherson, and Zaporizhzhia oblasts (one in each subregion, up to 10 participants in each training). Expenses related to the organization of such sessions (conference support, accommodation and catering for participants, and other services if needed) will be covered by UN RPP; in case of COVID restrictions the events must be conducted online;
• Provide administrative and advisory support to grants recipients (via phone, email, online meetings, etc.) within the grant implementation cycle;
• Develop/adjust the an electronic monitoring Grant projects system for the implementation of small grants for local business service providers using standard forms and instructions and clearly communicate/explain the requirements to grantees;
• Supervise grant projects implementation on a regular basis, including through phone/Skype calls, reports, consultations, field visits, etc.;
• Perform financial and substantive monitoring and evaluation of the grant projects implementation (by communication with grantees, requesting the required documents, monitoring visits, etc.);
• Gather and verify descriptive and financial reports of the projects in line with UNDP requirements;
• Provide assistance in the organization of monitoring visits to project sites for UN RPP representatives and their partners (if needed);
• Ensure availability of information on the status and results of projects implementation for dissemination in mass media (in Ukrainian);
• Identify and share best practices of implementation and management of grants at the local and national levels;
• Prepare monthly reports on the status and results of small grants contest for business service providers;
• At least 3 success stories are drafted for UNDP web site;
• Submit brief information on projects implementation status to UN RPP on request;
• Prepare Final Report on the results of Grants Contest for local business service providers implementation;

Develop project results/best practices presentation for the UN RPP events.

DELIVERABLES

The National Consultant for support of Small Grants Contest for local business service providers is expected to perform activities within the scope of work and to provide the following deliverables with the given timelines:

Proposed Payment Schedule

UN RPP will pay the negotiated amount in 6 tranches as per delivery of the outputs outlined above.  

The payments will be paid upon the full completion and acceptance of contractual obligations whereupon the Business Development Specialist signs the certification of acceptance.

Monitoring/Reporting Requirements

The detailed schedule and the length of the assignment will be discussed with the direct supervisor prior to the assignment. The estimated duration of the assignment is 9 months.

The National Consultant for support of Small Grants Contest for local business service providers will submit:

• Inception report with description of all fulfilled tasks prepared within 14 working days after the start of the project;
• Submit progress reports on the results and possible obstacles for the projects implementation along with reporting respective deliverables;
• Submit Final Report on the results of projects implementation at the end of the assignment.

All reports and survey results to the Programme shall be transmitted electronically (Formats of: * .docx, * .xlsx, * .pptx, * .pdf) on electronic source or in the form of electronic communication with the attached final product in Ukrainian language.

The Consultant shall comply with the system of monitoring, evaluation and quality control introduced by the Programme, and also provide the necessary information, reports and statistical data according to the predetermined schedule or as soon as possible (within a reasonable time).

The inception report, progress reports and the final report shall follow the pre-set template agreed with the Programme that includes both substantial and financial parts and shall be shared with the respective official.

As a quality assurance measure, the Programme reserves the right to initiate spot-checks at training, to conduct interviews with participants and receive feedback on the quality of the Consultant’s work. The Consultant shall facilitate the process by presenting the Programme with all necessary contacts of the trainees and shall refrain from influencing the impartiality of the assessment procedures.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

FINANCIAL PROPOSAL

Lump sum contract

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 installments 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).
The Consultant will be responsible for all personal administrative expenses associated with undertaking this
assignment including office accommodation, printing, stationary, telephone and electronic communications,
and report copies incurred in this assignment.

Travel

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

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. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the Consultant wish to travel on a higher class he/she should do so using their own resources.

EVALUATION CRITERIA

The breakdown scores for qualifications and experience are as follows:

• Educational background – 10 points max [10 pts – PhD degree; 8 pts – Master’s degree or equivalent];
• Proven experience in the field of coordination (monitoring) of programmes, projects and / or grant management components in public / business / international organizations - 20 points max [20 pts – 5 or more years (including at least 1 UNDP programme), 15 pts – 5 or more years; 10 pts – 4years];

• Proven experience of working with CSOs either within international organization or within government structure, - 20 points max [20 pts – 4 or more years; 15 pts – 3 years];
• Relevant professional experience in reporting and producing of knowledge materials - 15 points max [15 pts – 4 or more years; 12 pts – 3 years];
• Language proficiency – 5 points max [5 pts – fluency in Ukrainian, Russian and English; 4 pts – fluency in Ukrainian and Russian, working level of English].

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 49. All other price proposals will be evaluated and assigned points, as per below formula:

49 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.

Competencies

• Excellent communication and organization skills;
• Excellent computer skills (including, MS Word);
• Ability to set priorities, meet specific objectives, use political judgment and knowledge;
• Good interpersonal skills, diligence, open mindedness, and dedication;
• Excellent team and networking skills;
• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment;
• Ensures the mainstreaming of gender equality and women’s empowerment considerations in the field of expertise.

Required Skills and Experience

EXPERIENCE AND QUALIFICATIONS REQUIREMENTS

Competencies:

• Ability to builds strong relationships with implementing partners, focus on impact and result of the projects and responds positively to feedback;
• Good managerial, administrative, planning, analytical and written skills;
• Good communication skills;
• Initiative and ability to work independently;
• Excellent usage of computers and office software packages.

Education:

• At least Master’s degree in management, Public / Business Administration, Economics, Finance or relevant field;
• At least 4 years of proven experience in the field of coordination (monitoring) of programmes, projects and/ or grant management components in public, or business, or international organizations with at least 2 completed grant programmes/projects (coordination of UNDP grant programmes will be an advantage);
• At least 3 years of progressive experience of working with CSOs either within international organization or within government structure;
• At least 3 years of professional experience in reporting and producing of knowledge materials (at least 2 examples of the prepared reports and knowledge materials should be provided).

Language Requirements: Fluency in verbal and written Ukrainian and Russian, working knowledge of English will be an advantage.