Background

Purpose

The purpose of the consultancy is to enhance performance of targeted Local Governments (LGs) when it comes to enabling citizen participation. To this end, a tailored training programme will be designed and delivered, followed by a regiment of on-site and/or on-line technical assistance. Both the training and the technical assistance will exploit and build on in-depth assessments conducted in 18 targeted LGs, undertaken within the framework of the broader evidence-based Performance Management Analysis (PMA), and administered by the MEG Project during 2016 and 2017, as well as on the exit consultancy reports on the implementation of the TA delivered in 2017.

For the purposes of this assignment, a National Consultant for the Development and Delivery of Training and Technical Assistance for enhancing Citizen Participation in the North-West cluster  (hereafter the Consultant) will be contracted. Additional national consultant will also be recruited to assist in the development and delivery of training in nine LGs of the North-East Cluster.

Objective

The overall objective of the consultancy is the substantial and measurable improvement, quantified by better assessment scores in the LGs’ performance in citizen participation against PMA results, across all individual partner local governments. The Consultant will, together with another expert, be responsible for the development of the training program and will primarily be tasked with delivering training and technical assistance to the municipalities of the Cluster North-West. Each targeted local government will benefit from a series of training exercises (none more than three exercises) and tailor-made technical assistance.

Background Information

Financed by the Government of Switzerland and implemented by the United Nations Development Programme (UNDP), the Municipal Environmental and Economic Governance (MEG) Project is a newly-launched 12-year intervention in the domain of local governance in Bosnia and Herzegovina. The Project’s overall goal is defined as follows: Local governments, assigned with appropriate competences and finances, have improved their democratic governance, apply sound public policy and performance management systems, and provide public services in an inclusive, effective and efficient manner, particularly those related to economic and environmental sectors.

The expected concrete improvements the Project will contribute to are clustered in three outcomes, as follows:

  • Outcome 1: Supported local governments apply effective development management systems characterised by stronger oversight of the legislative and greater accountability towards the citizens.
  • Outcome 2: Citizens and businesses in target localities benefit from good quality services provided by LGs in the economic and environmental sectors.
  • Outcome 3: Improved regulatory framework at higher and local government levels.

The Project’s territorial focus is on the North-West part of the country (including Una-Sana Canton and Prijedor region) and the North-East region (the wider Doboj-Tuzla area), covering 18 partner local governments: Bihac, Bosanska Krupa, Cazin, Doboj, Gracanica, Gradacac, Gradiška, Kalesija, Kostajnica, Kozarska Dubica, Prijedor, Prnjavor, Sanski Most, Tešanj, Teslic, Tuzla, Velika Kladuša and Žepce.

The Project is implemented in partnership with the Ministry of Foreign Trade and Economic Relations of Bosnia and Herzegovina, the Ministry of Development, Entrepreneurship and Crafts of the Federation of Bosnia and Herzegovina (FBiH), the FBiH Ministry of Agriculture, Water Management and Forestry, the Ministry for Administration and Local Self-Government of Republika Srpska (RS), the RS Ministry of Agriculture, Forestry and Water Management and both entity Associations of Municipalities and Cities (AMCs).

This activity will take place within the local government component of the Project, which aims to achieve significant improvements in the performance of partner LGs in citizen participation across the MEG community.

Duties and Responsibilities

The Consultant will, together with the expert for North-East region, be responsible for the training design, and directly responsible for the delivery of training and technical assistance to the nine targeted partner LGs: Bihac, Cazin, Bosanska Krupa, Velika Kladuša, Sanski Most, Kozarska Dubica, Prijedor, Gradiška, and Kostajnica (Cluster North-West).

As the basis for his/her work, the Consultant will become familiar with the relevant sections of the municipal PMA reports, i.e. results, findings, recommendations and means of verification that are relevant to LGs’ performance in citizen participation, as well as with the draft Good Local Governance Framework, developed by MEG team and with the Methodology for Performance-based Financial Assistance to MEG partner LG (all these inputs will be provided by the MEG project team). Limited level of coordination with other MEG consultants, i.e. those working with Municipal Councils and working on Municipal Governance will also be required. 

The Consultant will prepare the training modules for LG citizen participation working groups (already established in each partner LG and consisting of 10-15 members), which are expected to address issues and gaps identified in the performance of LGs in the field of citizen participation in the decision-making processes, and facilitate sustainability of already achieved results. Simultaneously, the delivery of training and technical assistance should enable the targeted LGs to bridge the remaining gap to the desired end-states (set for March 2019, wherever applicable and if in accordance with the policy planning cycle) as described below:

  • Citizens evaluate the work of the Municipal Council (MC) annually;
  • Citizens’ suggestions on how to improve the work of the MC have been reviewed and accepted;
  • Policies/plans for the inclusion of vulnerable groups and persons with special needs in spheres of municipal activities are in place;
  • Policies/plans for the inclusion of vulnerable groups and persons with special needs in the field of municipal activities are implemented;
  • Policies/plans for the inclusion of youth and women in the field of municipal activities are introduced and implemented;
  • Procedures for citizens’ complaints concerning administrative bodies' original competences, with a prescribed format for complaints, have been adopted and made available to the public - e.g. Rules on complaints, appointed officer to handle complaints, defined format of complaints, “48/72-hour system“, etc.;
  • The public (citizens and private sector) express their satisfaction with the availability of key strategic documents on the official website of the LG;
  • Citizens use available communication channels to address issues to their LG - i.e. submitting comments, recommendations and complaints about the quality of LG services; comments on local developments through social media etc.;
  • Number of volunteer initiatives brought forward by citizens (civil society) with regard to improvement of the administration has increased;
  • Increased number of proposals delivered by service users (citizens/private sector) and considered/adopted by MCs, in accordance with the needs of users;
  • Municipal documents that define the mechanisms for citizen participation in the decision-making process developed in a participatory manner and adopted;
  • Clear rules for conducting elections in local communities (MZs) are defined and applied;
  • The content of budget documents is adapted to allow for a greater understanding of finances of LG by citizens (‘Budget for Citizens’);
  • LG organizes public consultations in the process of adoption of key strategic documents, using at least two types of participation mechanisms - e.g., public hearings and online consultations;
  • Relevant comments from citizens and the private sector, gathered during the public hearings, online consultations, meetings of coordination bodies, etc. are analyzed by the LG and incorporated into new local plans and decisions;
  • Increased average number of citizens participating in public debates; and
  • Citizens have direct communication with councilors by using available mechanisms.

Additionally, the training modules will consider any other matters potentially relevant for improvement of citizen participation in policy and decision-making processes, and take into account training modules developed within other training packages addressing municipal councils and municipal governance, respectively.  Moreover, basic principles of the following cross-cutting recommendations should be integrated in the training program:

  • Participation of women in MCs is in accordance with the recommended quotas under the relevant Election Law of BiH,
  • Participation of women as external members of the working bodies of the MC and of the Mayor’s cabinet,
  • Placement of procedures in accordance with the Freedom of Information Access Act (index register in place, updated guide, queries are responded to, reports are prepared, responsible persons in place),
  • Proactive LGs’ role in information sharing with citizens on all important LG events and opportunities for citizen participation in decision-making through official LG website, bulletin board, local newsletters or other suitable means,
  • Responsiveness to citizens' complaints about the quality of services, inquiries and citizen initiatives submitted according to local procedures and in line with the Freedom of Information Access Act,
  • Continuous LG work on increasing the percentage of MC sessions that are open to the public,
  • Development and application of procedures for systematic assessment of the degree of user satisfaction (citizens, private sector) with municipal services by LG,
  • Introduction of regular customer satisfaction surveys (citizens, private sector) and adaptation of services in accordance with the results by LG,
  • Introduction of mechanisms for direct communication between councillors and citizens (e.g. “Citizens' Hour”).

Furthermore, the Consultant will assist partner LGs and facilitate organisation and delivery of at least one central public debate (i.e. budget hearing or similar) in line with the policy-making cycle. Such public debate may be organised in cooperation with relevant Budget and Finance Consultant.

Methodological Considerations

The Consultant is expected to provide substantive input in the training design and development process and to develop the training program, alongside the other expert.

The total number of training modules is not expected to exceed six (6) while the maximum number of training days for the overall program shall be three (3). Once the training with all its modules has been designed and vetted by the Project Team, each partner LG will be matched, by the consultant, with the appropriate training module based on the findings of the PMA and the progress made in 2017. This will be an individual process where the needs of each LG will be used by the Consultant to tailor the program accordingly, choosing and delivering modules as needed. Furthermore, it is expected that no single training event will take more than a day to deliver, whether composed of one or multiple training modules. Whenever possible, training events will be merged in the interest of time and efficiency. One of the training sessions needs to coincide with the above referenced public hearing.

Following each training session, the Consultant will provide technical assistance to relevant departments/offices of LGs, and/or MC secretariat or MC committees, in the development of relevant outputs (policies, plans, procedures, mechanisms etc.) and guide them through the drafting process. Assistance will be provided on a continuous basis either in person or through phone/email. Follow-up with relevant LG stakeholders will be facilitated by LG FOs.

Timeline

The Consultant is expected to complete the development of the training program by mid-April 2018, with vetting and confirmation by the Project Team to follow no later than April 30, 2018. The training is expected to be delivered in multiple instalments starting in May and ending in December 2018. Technical assistance will be provided throughout this period and will continue until March 2019.
More specifically, the Consultant will have the following tasks: 

Task 1: Training Program Design

During the program design and development phase, the Consultant will be working jointly with another consultant, preferably in a team setting. As part of this task, the Consultant will become acquainted with the PMA matrix, and corresponding sections of the individual LG PMA reports, exit consultancy reports on implementation of the Citizen Participation TA in 2017, and with the Methodology for Performance-based Financial Assistance to MEG partner LG (all these inputs will be provided by MEG team).

The Consultant is expected to:

  • Design advanced training program for improvement of citizen participation in the policy and decision-making processes in partner LGs. The program, with all its modules, must be submitted and approved by the MEG Project Manager for Task 1 to be considered complete.

It is envisaged that this task will be delivered by mid-April 2018 and the level of effort will not exceed 5 expert days.

Task 2: Delivery of training and provision of technical assistance to nine (9) LGs

After the submission and approval of the training program, the Consultant will start delivering the training to the nine (9) LGs in her/his area of responsibility. As result of the first training session and under the guidance of the Consultant, each LG citizen participation working group will develop an appropriate action plan. The Consultant will be expected to organise the sessions with relevant stakeholders with the assistance of the MEG Field Officer (FO), and to independently deliver the training/material. After each training, the Consultant will provide mentoring support to the trainees in developing the relevant outputs such as policies, plans, procedures, mechanisms etc. that are needed to elevate the score of the LG in any given area. While the Consultant will not be directly asked to produce the documents, or be present throughout the development process, he/she will be tasked to provide best-practices, templates and substantive inputs and comments, as required (and if possible by phone or email). It is important to note that not all MEG partner LGs require the same level of effort and assistance in each field.

It is envisaged that this task will be delivered by mid-December 2018 and the level of effort will not exceed 39 expert days. 

Task 3: Reporting

The Consultant is expected to submit one mid-term report (by 15 December 2018) and one final report for the consultancy by the end of the assignment (by mid-March 2019). Both reports will include major findings and recommendations for the LGs in his/her area of responsibility.

It is envisaged that this task will be delivered by 15 March 2019, and the level of effort will not exceed 2 expert days.

Deliverables and timelines

The Consultant is responsible for the following deliverables:

Task 1: Training Program Design

  • Designed advanced training program (jointly with the other consultant) that leads towards the desired end-state described under Scope of Work; Coordinated the work with the MEG consultant teams for Municipal Council and Municipal Governance training programs respectively; The program with all its modules submitted and approved by the MEG Project Manager - 16 April 2018, (5 expert days);

Task 2: Delivery of training and provision of technical assistance to nine LGs

  • Organised the training sessions for the working group and, relevant LG departments/stakeholders with the assistance of the MEG FO, and independently delivered all the relevant training according to the following schedule:
    • Training delivery 1 - 31 May 2018, (9 expert days);
    • Training delivery 2 - 31 July 2018, (9 expert days);
    • Training delivery 3; Assisted in organisation and delivery of the key public debates (date to coincide with one of the above training sessions) in partner LGs - 30 November 2018, (9 expert days);
  • Collected and submitted lists of the participants for each of the training sessions delivered;
  • Delivered all the relevant outputs for 2018 (policies, plans, procedures, mechanisms etc.) - Acceptance of all relevant outputs for 2018 - 17 December 2018, (9 expert days);
  • Delivered all the relevant pending outputs for 2019 (policies, plans, procedures, mechanisms etc.) - Acceptance of all relevant outputs for 2019 - 1 March 2019, (3 expert days).

Task 3: Reporting

  • Submitted the mid-term report for the consultancy - 17 December 2018 (1 expert day)
  • Submitted final report for the consultancy by the end of the assignment. The final report included major findings and recommendations for the LGs in his/her area of responsibility - 15 March 2019 (1 expert day).

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.

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.

Partnering and Networking:

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

Results-Orientation:

  • Plans and ensures quality results to meet established goals.

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.

Job Knowledge and Expertise:

  • Proven analytical skills and ability to conceptualize and write concisely and clearly in English and in the languages of peoples Bosnia and Herzegovina (Bosnian/Croatian/Serbian).Strong presentation skills;
  • Advanced writing skills,
  • Strong facilitation and coordination skills;
  • Executes day-to-day tasks systematically and efficiently;
  • Initiative and sound judgment;
  • Understanding of LG responsibilities, Council/Assembly functioning and citizen participation mechanisms at local level of government;

Required Skills and Experience

Education:

  • University degree in public administration, development studies, economics, political or social sciences or a related field.

Experience: 

  • Minimum 5 years of progressive experience in local development, work with LG administration and key non-governmental stakeholders, specifically in Bosnia and Herzegovina;
  • Minimum 3 years of proven experience in training development and training delivery.
  • Previous experience in the local governments under the ToR will be distinct advantage.
  • Progressive experience in local development, work with LG administration, municipal councils, work on development and integration of citizen participation mechanisms at local level, work with NGOs, partnership groups, focus groups, vulnerable groups etc. specifically in Bosnia and Herzegovina;
  • Proven experience in facilitation and coaching of citizens, focus groups, NGOs;
  • Proven experience in training of LG administration on development issues:
  • Experience in analysis, definition and implementation of local development policies, programs and budgets particularly relevant for the local level;

Language requirements: 

  • Fluency in English and official languages of peoples of Bosnia and Herzegovina.

Other: 

  • Excellent computer skills (MS Office applications) and ability to use information technologies as a tool and resource.

EVALUATION

Individual consultants will be evaluated based on the following methodology:

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 for technical criteria assessment would be considered for the Financial Evaluation.

Applicants are required to submit an application including:

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

  • For an assignment requiring travel, consultants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
  • Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.

Technical  criteria:

  • Progressive experience in local development, work with LG administration, municipal councils, work on development and integration of citizen participation mechanisms at local level, work with NGOs, partnership groups, focus groups, vulnerable groups etc. specifically in Bosnia and Herzegovina - Weight:30%, Maximum points: 30;
  • Proven experience in facilitation and coaching of councilors or parliamentarians - Weight:15%, Maximum points:15;
  • Proven experience in training of LG administration on development issues - Weight:10%, Maximum points:10;
  • Experience in analysis, definition and implementation of local development policies, programs and budgets particularly relevant for the local level - Weight:10%, Maximum points:10;
  • Previous experience in the local governments under the ToR will be distinct advantage - Weight:5%,Maximum points:5;

Financial criteria: Weight:30%, Maximum points:30;