Background

The EU-UNDP Parliamentary Reform Project (PRP) is aimed at strengthening the functioning of the Ukrainian Parliament, the Verkhovna Rada of Ukraine, its working bodies, MPs and Secretariat (VRU), to become a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation. The project strategy is aligned with the priorities of the EU’s Single Support Framework for Ukraine 2018 – 2020, the Government of Ukraine – UN Partnership Framework 2018–2022, and the UNDP Country Programme Document 2018 – 2022. It is built on achievements and lessons learnt of the EU-UNDP Rada for Europe project (2016-2018) and will continue to support parliamentary reform, including through promoting the implementation of the recommendations of the 2016 Needs Assessment Mission (NAM). For the continuation of parliamentary reform, top level leadership and political ownership is key, which will be assured through continuous high-level consultations with relevant stakeholders and full transparency of project implementation.

The project is an EU-funded initiative strongly connected to UNDP’s Democratic Governance Programme and comprises of three components. Component One, #Rada4Reforms, will focus on fostering the parliament’s role in the overall reform process with a particular emphasis on improvement of the legislative process and parliamentary oversight, by providing comprehensive expert support to the implementation of the VRU Roadmap for Internal Reform and Capacity Building, improving the quality draft law expertise and impact assessment, and enhancing parliamentary monitoring.

Component Two, #RadaPro, will support the professional modernization of the parliamentary Secretariat, through the finalisation and implementation of its strategic development plan and comprehensive human resource development, including in the Committee Secretariats, along the lines of broader public administration reform (PAR) and the law "On Civil Service".

Component Three, #Transparent&Service-OrientedRada, by making use of new technologies for communications, civic education and participation in coherence will build stronger transparency and accountability links between parliament and citizens with special focus of increasing public trust to the Ukrainian Parliament.

To provide more targeted support to parliamentary reforms the Parliamentary Reform Office (PRO) is established within the EU-UNDP Parliamentary Reform Project, serving as an advisory group to the Leadership and Secretariat of the Verkhovna Rada of Ukraine (VRU) under the general supervision of the VRU Chairperson. PRO operates based on the Resolution of the Chairperson of the Verkhovna Rada of Ukraine “On Parliamentary Reform Office” and provides support to parliamentary reforms aimed at strengthening the functioning of the Ukrainian Parliament, including its Secretariat , as a progressively more effective, accountable and transparent institution in carrying out its constitutional responsibilities of legislation, oversight, and representation with positive influence on the overall process of EU-Ukraine Association Agreement implementation.

In the framework of the component 2 implementation, PRP supports the implementation of the institutional reform of the VRU Secretariat and improvement of its structure. In the context of this assignment, UNDP is seeking for the professional services of an Expert on organizational development and institutional reform. The expert will be responsible for finalization of Strategic development plan for the VRU Secretariat and insuring its implementation; supporting the organisation of the functional review and VRU Secretariat’s internal processes analysis; providing the appropriate technical advice to the leadership of the VRU and VRU Secretariat with regard to the implementation of the developed strategies in the field of HRM, organizational development and institutional reform.

Duties and Responsibilities

Duties and Responsibilities:

Under the coordination of the Deputy Head of the Parliamentary Reform Office on Institutional Reform and Capacity Building and operational supervision of the Capacity Development Specialist as well as in close cooperation with appointed officials of the VRU Secretariat, the incumbent will perform the following functions:

• Ensure implementation of the PRO work plan on Institutional Reform and Capacity Building within the agreed timescale and provide proper reporting;
• Support the organisation of the functional review and VRU Secretariat’s internal processes analysis;
• On the basis of the results of the functional review, develop recommendations regarding modernization of the VRU Secretariat organizational structure and improvement of the business processes in the VRU Secretariat;
• Ensure finalization of Strategic development plan for the VRU Secretariat and facilitate its implementation;
• Provide appropriate technical advice to the leadership of the VRU and VRU Secretariat with regard to further modernization of the VRU Secretariat work (including improvement of the business processes, international reorganization of the VRU Secretariat etc.);
• Contribute to the preparation of the project's progress reports, analytical and other documents as well as the organization of the seminars, conferences and other projects activities.

Measurable outputs of the work assignment/deliverables:

• PRO deliverables on Institutional Reform and Capacity Building are timely achieved, with an emphasis on measurable results and quality, and properly reported;
• Work Plan progress reports are agreed with the Deputy Head of the Parliamentary Reform Office on Institutional Reform and Capacity Building and provided to the Capacity Development Specialist - monthly;
• Concept for the organization of the VRU Secretariat functional review finalized and discussed with the key VRU stakeholders – November 2019;
• Support to the organisation of the functional review and VRU Secretariat’s internal processes analysis provided – December 2019 – April 2020;
• Report on the results of the VRU Secretariat functional review – May 2020;
• Recommendations regarding modernization of the VRU Secretariat organizational structure and improvement of the business processes in the VRU Secretariat (discussed with the key VRU stakeholders) - June 2020;
• Proposals on amendments to the Statute of the VRU Secretariat prepared – July 2020;
• Strategic development plan for the VRU Secretariat (updated and discussed with the key VRU stakeholders) – August 2020;
• Methodological and expert support to the VRU Secretariat on implementation of the Strategic development plan provided – September – October 2020.

Performance Indicators for evaluation of results:

• PRO activities on Institutional Reform and Capacity Building are implemented in a timely fashion with an emphasis on measurable results and quality, and properly reported;
• Number of policy papers, strategies, plans, pieces of legislation developed in cooperation with the VRU stakeholders;
• Timely submission of the regular performance reports.

Monitoring / reporting requirements:

Work-progress reporting/monitoring meetings will be held with the consultant on a regular basis. UNDP will be the final authority to control the quality and evaluate the work. No reports or documents should be published or distributed to third parties without approval of UNDP.

The consultant will work under the overall supervision of the Capacity Development Specialist and in close coordination with Deputy Head of the Parliamentary Reform Office on Institutional Reform and Capacity Building.

The consultant will interact with Head of the Parliamentary Reform Office (PRO) and PRO staff to receive any clarifications and guidance that may be needed. He/she will also receive all necessary informational and logistical support from UNDP Country Office and the Project. On a day-to-day basis, consultant’s work will be supervised by the Capacity Development Specialist.

The satisfactory completion of each of the deliverables shall be subject to endorsement of the Programme Coordinator.

The Consultant will duly inform UNDP of any problems, issues or delays arising in the course of implementation of assignment and take necessary steps to address them.

All reports and results are to be submitted to the UNDP in electronic form (*.docx, *.xlsx, *.pptx, and *.pdf or other formats accepted by UNDP).

Competencies

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• 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 favouritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

Education

• At least Master’s degree or equivalent in public administration, political science, law, international relations, social sciences or related field;

Experience

• A minimum of five years of professional work experience in public administration reform and/or parliamentary reform at the national and/or international level;
• A minimum of three years of experience in organisational structure improvement and/or conducting functional review;
• Experience in cooperation with parliamentary structures will be a strong asset.

Languages

• Fluency in Ukrainian and working level of English is required.

Skills

• Excellent analytical, writing and communication skills;
• Mature judgment combined with a proactive approach to problem solving; excellent interpersonal and communication skills;
• Ability to work in team;
• Good understanding of UA political environment, parliamentary reform and familiarity with the NAM recommendations;
• Ability to work under pressure and meet deadlines.

Documents to be included when submitting the proposals

Financial proposal

Contracts based on daily fee

The financial proposal will specify the daily fee and payments will be made to the Individual Consultant based on the number of days worked.

Travel costs

Should any travel be necessary in connection to this TOR, UNDP will reimburse the expenses based on the duly authorized travel details, including travel and per diems. 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.

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.

Evaluation criteria

• Educational background – 10 points max

{10 pts – PhD degree in the relevant field; 8 pts – Master’s degree in the relevant field};

• Relevant professional experience (A minimum of five years of professional work experience in public administration reform and/or parliamentary reform at the national and/or international level) – 35 points max

{35 pts – 9 years and more; 30 pts – 7-8 years; 27 pts – 5-6 years);

• Relevant expertise (a minimum of three years of experience in organisational structure improvement and/or conducting functional review) – 16 points max

{16 pts – 7 years and more; 13 pts – 5-6 years; 9 pts – 3-4 years};

• Prior experience in cooperation with parliamentary structures – 3 points max

{3 pts - 1 year and more, 0 pts – less than 1 years};

• Language Skills – 6 points max

{6 pts – Fluency in English and Ukrainian; 4 pts - Fluency in Ukrainian and working level of English};

Maximum available technical score - 70 points.

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 (49 points) 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 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 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.

Additional requirements for recommended contractor:

Recommended contractors aged 62 and older shall undergo a full medical examination, including x-ray, and obtain medical clearance from the UN-approved doctor prior to taking up their assignment. The medical examination shall be paid by the consultant.

The Basic Security in the Field II and Advanced Security in the Field courses must be successfully completed prior to commencement of contract.