Background

1. 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 unifying interventions framework for 10 projects funded by 11 international partners and is 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 and Zaporizhzhia regions 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) 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.

A call for proposals aimed at the support of joint public-private initiatives, aims at enhancing employability by means of strengthening the links between public and private institutions. Selected proposals can be supported with a grant of up to EUR 25,000 (each). A total of 13 grants will be awarded within the indicated period of assignment. The UN RPP pays particular attention to the support of micro-project proposals (micro-initiatives) engaging public and private sector (namely, graduates of local vocational education institutions, as well as currently unemployed population registered at local offices of State Employment Service) of Donetsk and Luhansk oblasts controlled by the government of Ukraine and of the areas of Zaporizhzhia oblast along the Azov sea coastline (hereinafter – the "targeted areas").

The Grant Proposals aimed at the support of joint public-private initiatives, enhancing employability by means of strengthening the links between public and private institutions will:

• propose more effective ways of strengthening their capacity through engaging public and private sector (namely, graduates of local vocational education institutions, as well as currently unemployed population registered at local offices of State Employment Service) by means of using the already existing assessment of the state of Vocational Education and Training (VET) institutions and State Employment Service (SES) offices in the targeted areas;
• propose realistic and well-considered activities in the areas of vocational education and state employment sector development, raise awareness among the youth and the unemployed in the targeted areas concerning the importance of working professions, will create income-generation opportunities for the conflict-affected population, will ensure overall economic revitalization, decrease tension on local labor market and support the activity of State Employment Service and vocational education institutions in the targeted areas;
• ensure advisory support to UN RPP grantees’ and facilitate effective and efficient implementation and monitoring of micro-initiatives projects. 

Thus, the Programme is looking for a National Consultant on Administration of Grants for Public-Private Initiatives aimed at assisting VET graduates and currently unemployed registered at local offices of state employment service in the implementation of grant proposals within the educational period joining together VET – SES – Employer.

2. MAIN OBJECTIVES OF THE ASSIGNMENT

The objective of the assignment is to oversee the implementation of grant projects - joint public-private initiatives enhancing employability by means of strengthening the links between public and private institutions (awarded under the described above Call for grant proposals) through liaison, continuous monitoring and administrative/advisory/training support to grants recipients. The National Consultant on Administration of Grants for Public-Private Initiatives will provide support to help implement 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 under the implementation of grant projects.

Duties and Responsibilities

3. SCOPE OF WORK AND EXPECTED OUTPUTS 

The National Consultant on Administration of Grants for Public-Private Initiatives under the direct supervision by Programme Coordinator will carry out the following tasks:

• Develop the detailed working plan for the administration of grants for public-private initiatives;
• Draft the documents for the Call for Proposals. The documents should include the governing structure of the Call for Grant Proposals Competition, description of application process, competition 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 Competition;
• Prepare, organize and conduct a one-day orientation (training) session in three different locations of Luhansk, Donetsk, and Zaporizhzhia oblasts (expenses related to the organization of the sessions, such as hand-out materials printing and intermediary coffee-break, will be covered by UNDP) for grants recipients in Luhansk, Donetsk, and Zaporizhzhia oblasts;
• Provide administrative and advisory support to grants recipients within the grant implementation cycle;
• Develop/adjust monitoring system for the implementation of joint public-private initiatives enhancing employability by means of strengthening the links between public and private institutions 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, etc.;
• Perform financial and substantive monitoring and evaluation of the grant projects implementation;
• Gather and verify descriptive and financial reports of the projects;
• 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;
• Identify and share best practices of implementation and management of grants at the local and national levels;
• Prepare 9 success stories for UNDP website within 12-months period;
• Prepare monthly reports on the status and results of joint public-private initiatives enhancing employability by means of strengthening the links between public and private institutions implementation;
• Submit brief information on projects implementation to Vocational Education Specialist and Programme Coordinator if requested;
• Prepare Final Report on the results of joint public-private initiatives enhancing employability by means of strengthening the links between public and private institutions implementation;
• Develop projects’ results/best practices presentation for the Final Conference and/or other UN RPP events;
• Other tasks performed as required.

4. DELIVERABLES

National Consultant on Administration of Grants for Public-Private Initiatives is expected to perform activities within the scope of work and to provide the following deliverables with the given timelines:

5. Proposed Payment Schedule

UN RPP will pay the negotiated amount in 5 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 Programme Coordinator signs the certification of acceptance.

6. 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 up to 90 working days (during the period of 12 months).

The National Consultant on Administration of Grants for Public-Private Initiatives will submit:

• First inception report with description of all fulfilled tasks prepared within one months after the start of the project;
• Submit time-sheets indicating the days worked and short details of tasks per day along with reporting the above deliverables;
• Submit progress report 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, interim 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.

Competencies

Competencies

• Ability to build 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.

Corporate Competencies

• Demonstrates integrity by modeling 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 favoritism;
• Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

7. EXPERIENCE AND QUALIFICATIONS REQUIREMENTS

Education:

• At least Master’s degree in management, Public / Business Administration, Economics, Finance or relevant field.
• At least 5 years of proven experience in the field of coordination (monitoring) of programmes, projects and / or grant management components in public or non-governmental or international organizations.
• At least 5 years of progressive experience of working with CSOs either within international organization or within government structure.
• Professional experience in reporting and producing knowledge materials (at least 3 written publications in the fields related to the assignment, the list of publications shall be provided).

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

8. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

9. 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.

10. EVALUATION CRITERIA

The breakdown scores for qualifications and experience are as follows:

• Educational background – 10 points max [10 pts – PhD degree; 7 pts – Master’s degree or equivalent];
• Proven experience in the field of coordination (monitoring) of programmes, projects and / or grant management components in public / non-governmental / international organizations - 20 points max [20 pts – 8 or more years; 13 pts – 5 years];

• Proven experience of working with CSOs either within international organization or within government structure - 20 points max [20 pts – 8 or more years; 15 pts – 5 years];
• Relevant professional experience in reporting and producing of knowledge materials - 15 points max [15 pts – 5 or more written publications; 11 pts – 3 written publications];
• Language proficiency – 5 points max [5 pts – fluency in Ukrainian, Russian and English; 3 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 (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.