Background

I. Background Information on the Project:

The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law.

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 built on this earlier engagement, established partnerships, and started in 2015 through the Recovery and Peacebuilding Programme (RPP), a multi-donor funded framework programme formulated and led by the UNDP in collaboration with the Government of Ukraine and in cooperation with several partnering UN agencies (UN Women, FAO, UNFPA).

The RPP was designed to respond to and mitigate the causes and effects of the conflict.
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 based on a pooled funding arrangement, follows a multi-sectoral programme-based approach and is implemented using an area-based methodology.

The UN RPP recognizes the importance of the support of the design and implementation of relevant national and regional policies and action plans aimed at strengthening social cohesion and citizens’ influence on local development decisions in conflict-affected areas. The Programme applies human rights principles and standards that are tailored with the commitment of the SDGs to “leave no one behind” to increase civil society participation in community decision-making. Supporting inclusive, effective, well-coordinated, and sustainable associations of civil society organizations help ensure meaningful civil society engagement with a wide range of actors at the local level and provide citizen-driven solutions based on long-standing effect.

In this regard, this specific assignment will focus on ensuring technical support for the Association of NGOs of Luhansk Oblast (Association) on organizational development and internal policymaking. It is expected that improved Policies of newly created Association will lead to the organizational strengthening and enhancing of influence among civil society institutions of the region that represents a collective voice at the grass-root level as well as contributes to connectivity between the diversity of civil society and local institutions.

II. Main objectives of the assignment

With respect to the above mentioned, the UN RPP is looking to contract a national qualified professional (hereinafter – the Consultant) who will:

1) improve the organizational development of the Association of NGOs of Luhansk Oblast through designing of internal policies for the Association (Strategy of Association Development, Implementation Plan, Conflict of interest Policy, Finance Regulations) that will contribute to the strengthening of the policymaking capacities of the civil society institution;

2) conduct a public presentation of the designed Policies package and Recommendations on further organizational development of the Association.

The National Individual Consultant will build his/her work in close collaboration with the Policymaking Working Group created by the Association of NGOs (hereinafter – Policymaking WG) with UN RPP support. The Policymaking WG will consist of the participants, delegated by the Association members NGOs.

The incumbent will promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse. 

Duties and Responsibilities

III. Description of Responsibilities/Scope of work

Under the direct supervision of the Community Mobilization Officer, the Consultant will be responsible for the following key tasks:

1. Technical support and capacity building of the organizational development of the Association through designing of the Strategy of Association Development, Implementation Plan, Conflict of Interest Policy, Finance Regulations

1.1. Assessment of the existing internal policies of the Association through conducting an online survey to determine the level of its development, as well as preparing strategic sessions together with the Policymaking WG. The online survey should be representative and cover Association members (no less than 20 respondents in total).  Prepared questionnaire should be guided by a simple, clearly articulated objective that highlights the topic of interest, the type of respondents.

1.2. Organization and holding of the first 2-day strategic session on organizational development in an interactive format with the participation of all the delegated members of the Association based on the duly prepared and preliminary agreed with the UN RPP the Concept and the Programme of the event. Each strategic session day should be conducted in-person format, engaged a minimum 10 active members of the Association and last at least 8 hours.

1.3. Technical support and facilitation of strategic documents drafting process in close cooperation with the Policymaking WG based on the results of the assessment and data obtained during the strategic session. This should be done through online consultations (at least 2, time duration min 4 hours per day) and mentorship for the Policymaking WG on the issues raised by its members in the process of capacity building.

1.4. Organization and facilitation of the second 1-day (no less 8 hours) strategic session in an interactive format based on the Concept and Programme of the event prepared and agreed with the UN RPP in advance. The Strategic session should be conducted in-person with the participation of all members of the Association and devoted to the open discussion and completion of all the policies developed including the Strategy of Association Development as well as Implementation Plan, Conflict of Interest Policy, Finance Regulations. Prepared documents should be designed according to the min criteria: Word Format, Ukrainian language and include (but not limited to) such Chapters as General provisions, Main provisions, Monitoring and Evaluation, Responsibilities.

1.5. Expert advice (in webinar format – at least 1) to the Policymaking WG of the Association and its members on the finalization of the strategic documents in accordance with the norms and standards of the national legislation. National Consultant will be responsible for fully data collecting and drafting the policies. Preparation of the Recommendations on further organizational development that will contribute to the sustainability of the Association. Recommendations should be provided in Ukrainian language, Word doc format, up to 10 pages, including graphs, diagrams, key findings, and recommendations; *.ppt presentation (up to 10 slides); *.xls primary data file)

2. Public presentation and promotion of designed Policies package and Recommendations on further organizational development

2.1. Development of the concept, content, and design of the booklet “Organizational Development of non-profit organizations: step by step policymaking”.

2.2. Develop the concept, agenda, and deliver a 1-day presentation event aimed at the public promotion of the final version of strategic documents that constitute the elaborated policies of the Association, as well as the Recommendations on further organizational development. Public Event (with 8 hours duration) should be held in-person, in open dialog format with the participation of all Association members and other stakeholders (25 participants minimum).

2.3. Prepare a final report on the results achieved, which should include diagrams, tables, recommendations, analytical information, pictures (at least 15 pages, in Ukrainian, MS Word format).

Please pay attention: the cost of arranging of public events/joint follow-up meetings under this assignment: renting premises, coffee breaks, and reimbursement of travel expenses for participants should be agreed with UN RPP and will be covered by the Programme. These costs should NOT be included in the financial proposal.

IV. Deliverables

The timeframe is spanning about 3 months, from June 2021 to August 2021. The requested services will be provided according to the agreed work plan and paid in lump sums according to the following schedule.

V. Proposed payment schedule

Payments will be made in three tranches as per delivery of the outputs:

50% - upon submission and approval of report according to Deliverables 1, 2, 3

50% - upon submission and approval of report according to Deliverable 4

The payments will be made upon the full completion and acceptance of deliverables in accordance with the certificate of payments provided by the Community Mobilization Officer.

VI. Administrative Arrangements

Travel expenses of the participants related to sessions, workshops, and follow up meetings within Ukraine will be covered by the UN RPP. Consultations regarding travel options will be held with the direct supervisor prior to the planning of the trips and relevant logistics.

VII. Monitoring and Progress Controls

The Consultant will work under supervision and directly report to the Community Mobilization Officer on a monthly basis through meetings\calls\mails. The Consultant should clearly and concisely identify the work that has been carried out during this period, list major accomplishments, and difficulties/problems encountered during the process.

All reports and materials shall be prepared and transmitted electronically (Formats of *.docx, *.xlsx, *.pptx, *.pdf, etc.) to the electronic device or in the form of electronic communication with the final product. The materials/reports should be prepared in Ukrainian. No reports or documents should be published or distributed to a third party without the approval of the UN RPP.

Competencies

VIII. Required Skills and Experience

1. Master’s degree or equivalent in Public Administration, Economics, Social Science or other related fields;
2. At least 2 years of proven experience in conducting training/focus-groups, facilitating meetings/activities for local authorities, NGOs, initiative groups;
3. At least 2 years of civic activism and community mobilization experience proved by active membership in NGOs, civil society networks, and associations;
4. Proven experience in developing Strategic documents and relevant Internal Organizational Policies for NGOs/Associations /local Administrations (at least 2 Documents developed) ;
5. Fluency in Ukrainian and Russian.

Competencies

• Excellent communication and organization skills;
• Excellent computer skills (including, MS Word);
• Ability to set priorities and meet specific objectives;
• Excellent team and networking skills;
• Demonstration of integrity by modelling the UN’s values and ethical standards;
• Displaying of cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
• Lack of favouritism but fair attitude to all people.
• Fulfilment of all obligations to gender sensitivity and zero tolerance for sexual harassment.

IX. Documents to be Included when Submitting the Proposals

Applicants shall submit the following documents:

X. Financial Proposal

 Lump sum contract

The financial proposal shall specify a total lump sum amount. Payments are based upon output, i.e. upon delivery of the services specified in the TOR, according to the abovementioned schedule. 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 the number of anticipated working hours, logistical expenses, etc).

The IC will be responsible for all administrative expenses associated with undertaking this assignment including office accommodation, printing, stationery, telephone, and electronic communications, and report copies incurred in this assignment.

Travel costs

All envisaged travel costs must be included in the financial proposal. This will include all travels to join duty station/repatriation. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. If the Consultant wishes to travel higher class, he/she may do so at his/her own expense. 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.

Required Skills and Experience

XI. Evaluation criteria

1. Master’s degree or equivalent in Public Administration, Economics, Social Science or other related fields – 10 ??ints max;

         {7pts. – Master’s Degree/Specialist; 10 pts. – Candidate of Sciences};

1. At least 2 years of proven experience in conducting training/focus-groups, facilitating meetings/activities for local authorities, NGOs, initiative groups - 15 ??ints max;

{11pts. –2 years of proven experience; 13 pts. – 3-5 years of proven experience; 15 pts. – 6 years and more of proven experience;

1. At least 2 years of civic activism and community mobilization experience proved by active membership in NGOs, civil society networks, and associations- 20 ??ints max;

{14 pts. – 2 years of civic activism and community mobilization experience; 17 pts. – 3-5 years of civic activism and community mobilization experience; 20 pts. –6 years and more of civic activism and community mobilization experience};

1. Proven experience in developing the Strategic documents and relevant Internal Organizational Policies for NGOs/Associations /local Administrations - 20 ??ints max;
2. 14 pts. – 2 (two) examples of Strategic documents provided; 20 pts. – more than 2 (two) Strategic documents provided}
   1. Fluency in Ukrainian and Russian -5 points max.

         {3 pts – Ukrainian; 5 pts – Ukrainian and English }

XII. 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.

UNDP documents templates are available at the following link:

https://www.dropbox.com/sh/297e72t7i3v2969/AADDRyUo2uoNrYjuD8NLmdl0a?dl=0

NB: Please note that online system does not recognise Russian or Ukrainian language, information you provide in on-line application should be in English. You may combine your CV, financial proposal and other necessary information in one PDF file and upload the document.