Background

The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2[1]) is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1[2], implemented in the four-year period 2017 - 2020.

ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part in the decision making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina, North Macedonia, Kosovo*, Montenegro, and Serbia.

Working across the region, ReLOaD2 will enhance capacities of municipalities and civil society organizations (CSOs) to engage in productive partnerships and contribute to improved service delivery and realization of local priorities in line with development strategies. The total budget of the ReLOaD2 is EUR 12.63 million (USD 15.06 million), while the component for Albania totals EUR 1.2 million (USD 1.4 million). The Project duration is 48 months (2021 – 2024).

ReLOaD2 in Albania will work with 11[3] partner municipalities (six new and five partners from ReLOaD1) and two mentor partner municipalities[4] towards institutionalization of the interaction between these municipalities and the civil society. The project aims to encourage partner municipalities to mainstream public funding for CSOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the project will promote youth engagement, support implementation of youth initiatives and will work on improvement of their economic perspectives in all partner localities.

The objective of the consultancy is to ensure support to awarded civil society organizations during the implementation of the project proposals. Mentoring will be organized with up to 15 awarded CSOs in three partner municipalities (group 1: Kukës, Kavajë, Patos and Group 2: Kamëz, Lushnje, Sarandë) in a tailor-made manner and in the form of regular visits.

Purpose

Mentoring the awarded CSOs of the public call is one of the main objectives of ReLOaD2. Beyond the support for ensuring that the procedural requirements are in line with procedures and the standards are respected throughout project implementation, mentoring is a strong capacity building tool for CSOs, especially at the grassroot level, and for youth as well. ReLOaD2 will invest efforts into mentoring of awarded CSOs which will result in larger benefits for CSOs. The benefits are not only related to the efficiency of project implementation and ensuring compliance with procedural requirements, but also to building up internal capacities of CSOs to better respond to the needs of their constituencies. The support will be based on the needs of the CSO including financial management in order to overcome the (earlier identified) challenge of limited sustainability of grassroots organisations.

Thus, in close cooperation with monitoring support, work with CSOs on their daily challenges such as procurement or hiring procedures. In addition, mentoring will also provide support in defining their long-term strategic positions, objectives and their relation to the target groups. Training and mentoring session will help them to acquire theoretical and practical knowledge on good practices and effective methods of planning, development and implementation of PR strategies and plans within the organization.

[1] https://www.al.undp.org/content/albania/en/home/projects/regional-local-democracy-programme-in-the-western-balkans2--relo.html

[2] https://www.al.undp.org/content/albania/en/home/projects/albania-local-democracy-programme.html

* For the European Union, this designation is without prejudice to position on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence. For UNDP all references to Kosovo shall be understood in the context of the UN Resolution 1244/1999

[3] Partner LGs of ReLOaD2 in Albania: Kamëz, Kavajë, Kukës, Lushnje, Patos, Sarandë,

Five partner municipalities from ReLOaD1 - Elbasan, Korçë, Lezhë, Përmet Roskovec.

[4] Mentor partner municipalities of ReLOaD2 in Albania: Tirana and Shkodra.

Duties and Responsibilities

Scope of work: The consultant will assist up to 15 NGOs in three out of six partner municipalities[1] of ReLOaD2 in Albania during the implementation of the awarded project proposals following procedures and rules previewed in LOD methodology.

1. Support the ReLOaD team to organize informative sessions with awarded CSOs on ReLOaD project implementation guidelines.
2. Provide coaching to CSOs during project implementation based on the identified needs.
3. Mentor CSOs for the preparation of monthly activity plans and procurement plans;
4. Mentor CSOs to prepare regular reports (narrative and financial)
5. Final report

1. 1. Organize informative sessions with awarded CSOs on ReLOaD project implementation guidelines

This task entails to provide an informative session on ReLOaD guidelines, rules, procedure for the implementation of the projects, etc. In order to prepare the informative session, several project documents will be consulted such as: the description of action, LOD methodology and internal guidelines. The consultant will support and work closely with the project team for this task.

The time foreseen for this task is 3 days

2. Provide coaching to CSOs during project implementation based on the needs identified.

The consultant will support the CSOs based on their needs identified in three partner municipalities[2] of ReLOaD2. The consultant will prepare a questionnaire and specific interview and prepare a report for each NGO with the support they need. Based on the evaluation of their need, the consultant will prepare a plan with the support it will be delivered. For this task the expert will work closely with the project team.   

The time foreseen for this task is 20 days

3.Mentor CSOs for the preparation of monthly activity and procurement plans;

The consultant will support the CSOs to prepare a monthly activity and procurement plan in order to have a good implementation of project activities. The consultant will support all the CSOs to have a plan for activities and procurement. S/He will review all the plans before they start the implementation of the activities.

The time foreseen for this task is 10 days

4. Mentor CSOs to prepare regular and progress reports (narrative and financial)

The consultant will support all the CSOs to prepare the narrative and financial report (final and midterm reports). S/He will review the draft report and will provide feedback and suggestions for each CSOs in compliance with ReLOaD rules, procedure and templates.

The time foreseen for this task is 10 days

5. Reporting

The mentoring exercise will be systematically registered as brief reports from mentors will be required. The reports might include examples of discrepancies within CSOs, mitigation approaches taken by mentors, reviews of good and bad practice examples, etc. An important factor in building capacities of especially grass-root civil society organizations is public relations support for key staff within CSOs. This assignment will be coordinated with ReLOaD team.

The expert will prepare one interim report and a final report. The interim reports will cover periods as per the detailed explanation in the deliverable table below. Whereas, the final report will cover the total period of engagement. The draft reports should be submitted to the project team, in English and Albanian language, and the final version must take in consideration all its comments. Reports will include deliverables during all the mandate and final recommendations for the support from this consultancy.  

The time foreseen for this task is 5 days

Deliverables and timelines

The consultant is responsible for the following deliverables:

[1] First group: Kukës, Kavajë, Patos and second group: Kamëz, Lushnje, Sarandë.

[2] First group: Kukës, Kavajë, Patos, and second group:Kamëz, Lushnje, Sarandë.

Competencies

Corporate Responsibility and Teamwork:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Plans, prioritizes and delivers tasks on time;
• Strives for and promotes excellence in performance continually;
• Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
• Generates ideas and seizes opportunities to support corporate strategic objectives.

b. People Skills:

• Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
• Recognizes and responds appropriately to the ideas, interests, and concerns of others;
• Builds trust and engenders morale by displaying open, transparent and credible behavior;
• Respects individual/cultural differences; utilizes diversity to foster teamwork;
• Ensures others’ understanding of, involvement in, and adaptation to a change process.

c. Partnering and Networking:

• Communicates sensitively and effectively across different constituencies;
• Ability to work as a member of a team as well as work autonomously.

 d. Results-Orientation:

• Plans and ensures quality results to meet established goals.

e. Communication:

• Formulates written information clearly and persuasively;
• Shares information openly with co-workers and partners while using discretion to protect confidences;
• Presents information in a clear and articulate manner.

f. Job Knowledge and Expertise:

• Strong analytical skills;
• Advanced writing skills,
• Proven skills in conducting researches, interviews, and reporting,
• Conceptual and practical knowledge of policy development, with specific focus on public budgets,
• Ability to review data, identify and adjust discrepancies,
• Good knowledge of administrative rules and regulations regarding civil society sector,
• Executes day-to-day tasks systematically and efficiently,

Initiative and sound judgment.

Required Skills and Experience

Education

• Master’s degree in public policy, public administration, economics, or a related law or social science field.
• Any further qualification specifically on the local government field will be considered an asset.

Experience

• At least 7 years of relevant and proven professional experience in working with civil society and/or local government units
• Previous experience in working with sub-grantee schema with UNDP/EU will be considered an asset
• Relevant experience in training/coaching/mentoring CSOs in project cycle management
• Experience in usage of MS Office and online tools.
• Previous experience in delivery of trainings/mentoring for EU/UNDP will be considered an asset

Language Requirements

• Fluency in written and spoken English and Albanian

Evaluation Procedure

UNDP applies a fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their financial proposals. The contract will be awarded to the candidate whose offer:

• Is deemed technically responsive / compliant / acceptable (only technically responsive applications / candidates will be considered for the financial evaluation)
• And has obtained the highest combined technical and financial scores.

Technical Criteria - 70% of total evaluation – max points: 70

Criteria A: Minimum five years of policy development and/or analysis of the local government in Albania; Relevant experience in training/coaching/mentoring CSOs in project cycle management - max points: 50

Criteria B: Educational background: Master’s degree in public policy, public administration, economics, or a related law or social science field – max points: 20

Financial Criteria - 30% of total evaluation – max points: 30

Application Procedure 

Interested applicants are advised to carefully study all sections of this ToRs and ensure that they meet the general requirements as well as specific qualifications described. Please make sure you have provided all requested materials. 

The application should contain: 

• Cover letter explaining why you are the most suitable candidate for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application. 
• Letter to UNDP Confirming Interest and Availability & Detailed Financial Proposal - please fill in the attached form. Download Here (kindly use Firefox browser)
• Example: (kindly refer to the example below when filling out the Letter to UNDP Confirming Interest and Availability

[INCORRECT] An all-inclusive daily fee of [state amount in words and in numbers indicating currency]

[CORRECT] (Check the Box Here) [X] A total lump sum of [state amount in words and in numbers, indicating exact currency], payable in the manner described in the Terms of Reference.

• Filled P11 form including past experience in similar projects and contact details of referees, please upload the P11 instead of your CV. Download Here (kindly use Firefox browser)

• Financial Proposal in ALL(Albanian Lek)*- Specify a Total Lump Sum in Albanian Lek for the tasks specified in this announcement. The attached template may be used - Download Here (kindly use Firefox browser) Please note that the financial proposal is all-inclusive and shall consider various expenses incurred by the consultant during the contract period (e.g. fee and any other relevant expenses related to the performance of services). 

• Copy of Diplomas and copy of Passport. 
• Technical proposal – Specify the methodology which the consultant will adopt to conduct this assignment. 

• Beneficiary contact details (next of kin)
  • Beneficiary's Contact Person's Name:
  • Title (Mr/Mrs/Ms):
  • Address:
  • Telephone:
  • Email:

*Kindly note that Letter to UNDP Confirming Interest and Availability and Financial Proposal are two separate documents and should be both part of your application. 

How to Submit the Application: 

To submit your application online, please follow the steps below: 

• Download and complete the UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs). 
• In the P11 Form make sure to include Email Addresses of the Persons who are willing to provide References on your experience in working with them.
• Merge your UN Personal History Form (P11) for Service Contracts (SCs) and Individual Contracts (ICs), Financial Proposal Letter to UNDP Confirming Interest and Availability and cover letter into a single file. The system does not allow for more than one attachment to be uploaded. 
• Click on the Job Title (job vacancy announcement). 
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;” 
• Upload your application/single file as indicated above with the merged documents (underlined above). 

• You will receive an automatic response to your email confirming receipt of your application by the system. 

Due to large number of applications, we receive, we can inform only the successful candidates about the outcome or status of the selection process. 

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.