Background

NOTE: Signed Offeror’s Letter to UNDP Confirming Interest and availability - https://www.ba.undp.org/content/dam/bosnia_and_herzegovina/docs/Operations/Jobs/Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx - Letter to UNDP Confirming Interest and Availability.docx - to be sent to e-mail ba.shared.hr@undp.org with Subject: Job ID 99757.

The consultancy is planned under the umbrella of the Technical Assistance Facility (TAF) for Newly Elected Local Government Leaders (the Facility), an intervention co-funded by the Government of Sweden and the United Nations Development Program (UNDP), and administered by UNDP.
As part of the Project for Improving Performance of Local Services (PIPLS) in Bosnia and Herzegovina, UNDP BiH’s Local Development Program, and the Rural and Regional Development Sector’s portfolio, the Facility aims to support the newly elected local government leaders in their efforts to effectively deliver their reform agendas aimed at improving the quality of life in their communities.  Working with newly elected mayors and legislatures, the Facility will offer specialized expert assistance in following thematic areas: digital governance, service delivery and infrastructure, financial management and local economic development.  
As the pace of digital disruption continues to rise globally, the eagerness to move forward with e-government increases worldwide. More governments are pursuing digital transformation strategies, introducing e-government as a platform, integrating data systems, strengthening digital skills, and deploying use of technologies for better e-services – guided by a whole-of-government approach. Digital transformation in the public sector can provide a wide variety of benefits, including more effective delivery of public services, greater efficiency and savings for governments and businesses, increased transparency, and greater participation of citizens in public life.
Therefore, at the outset of the digital transformation journey, and having in mind the lack of institution-based digital transformation agenda in Bosnia and Herzegovina, UNDP will facilitate the introduction of innovative ICT solutions for effective service delivery by local governments in Bosnia and Herzegovina. In particular, the consultancy will assess the absorption capacity of local administrations in Banja Luka, Goražde and Ilidža to introduce new document management technologies and provide technical assistance to the Project Team in designing and implementing adequate technical solutions. For this purpose, one (1) local consultant (hereinafter the Consultant) will be engaged.

Duties and Responsibilities

The consultancy will provide expert inputs and guidance to the Project Team in the process of introducing innovative ICT solutions in three partner local governments. Aiming to improve the overall administrative efficiency of partner local governments, the Project will design and introduce a tailor-made DMS solution using an external service provider. The system is expected to result in improved operational capacities and shortened response time in the local administrations’ dealings with their clients. Another expected result of the DMS solution will be enhanced operational transparency.
The role of the Consultant will be to provide support in the design and preparation of the terms of reference for the external service provider, and assist in the selection process to identify the most qualified vendor and provide quality assurance of deliverables as contracted. The Consultant will ensure that technical solution complies to existing legal framework which regulates the government administrative work and that a set of appropriate administrative (guidelines, protocols, etc.) and organizational measures are introduced to ensure institutional sustainability of the new solution.

This will require engagement with each of the three local administrations, field trips and a series of consultations throughout the assignment.

Specifically, the Consultant will be expected to perform the following tasks:

Task 1: Analysis of existing ICT infrastructure within the partner local governments
The Consultant is expected to review available documentation provided by the local government, outlining their needs, as well as other relevant information with regards to their ICT capacities. The Consultant will also review in person the current hardware and software set-ups, as well as provide an analysis of human resources relevant for the introduction of DMS. The Consultant will also interview relevant local government officials in order to determine future system features and characteristics in line with available project resources.
As a result of this task, the Consultant will produce a report with the following elements:

• Situation analysis;
• Specific work plan for each local government separately;
• Recommendations for development of the DMS solution;
• Specific input for the preparation of technical documentation required for project implementation.

Furthermore, the Consultant will present the report to the PIPLS Project Team, providing necessary justification, collecting recommendations and finalizing the activity.

Task 2: Develop technical specifications for tender documentation
The Consultant will aid the Project Team in the process of developing a detailed set of technical and operational requirements that will be tendered in order to identify a qualified service provider. Technical operational requirements should accent system interoperability especially with existing digital services, as well as prospects of integrating with future services of specific interest for the local administrations.

Task 3: Assist the Project Team in selecting service provider
The Consultant will develop a detailed assessment framework to assist the Project Team in selecting the service provider, determining the substantial responsiveness to the terms of reference. The basic criteria to be used in selection process will be related to: compliance with the assignment objective, security considerations, complementarities with existing structures and processes, and system integrity.

Task 4: Project monitoring and quality assurance
The Consultant is expected to provide services of project monitoring and quality assurance in accordance with the terms of reference for the service provider. In that regard, the Consultant will closely coordinate related activities with the Project Team, providing reports in a timely manner. Once the ICT solution is delivered, the Consultant is expected to examine the final product for operational and technical compliance with the project specifications. This will entail a series of functional and integrity tests. The Consultant will then be required to submit a report to the project team assessing the ICT compliance with all relevant requirements.
UNDP PIPLS Project Team will closely oversee service provision and work in close and continuous cooperation and coordination with the Consultant.
The service deliverables, including any and all materials, will be available for future use within the PIPLS Project and by the relevant stakeholders, as well as by UNDP and other projects in the field of local governance.
The entire service will be delivered in in one of the BiH languages. The expected timeframe for the service is from July 2021 to December 2021.
The Consultants are responsible for the following deliverables:

Competencies

Core values

• 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

• Recognizes and responds appropriately to the ideas, interests, and concerns of others;
• Encourages dialogue and acts in accordance with inputs.

Innovation:

• Identifies new ways and approaches of work in the subject matter, customised to the specific context;
• Critical thinking;
• Scales up innovation for greater impact.

Results-Orientation:

• Uses resources, methods, partners, and information effectively;
• Analyses complex technical materials (including data) and makes concise, relevant recommendations;
• Plans and procedures quality results to meet established goals.

Communication:

• Technical writing skills, formulates written information clearly and persuasively;
• Strong communication and presentation skills.

Job Knowledge and Expertise:

• Expertise and knowledge in the digital transformation, governance, e-governance, digital innovation, e-services, participation and citizen-centric design of public services;
• Solid knowledge of the governance structure and public administration reform processes in Bosnia and Herzegovina.

Required Skills and Experience

Academic Qualifications/Education

• University degree in information technology, computer science, data management or related field, or relevant experience in the field. 

Experience

• Minimum of 5 years of relevant experience in ICT, IS and software development;
• Proven record of theoretical knowledge and practical experience in the area of introducing new ICT solutions, database management and data analysis, GIS application design and development;
• Electronic communications expertise and experience;
• Extensive content management expertise and experience;
• Proven analytical skills and ability to conceptualise and write concisely and clearly.

Languages Requirements

• Excellent writing and oral communication skills in the official languages of peoples in Bosnia and Herzegovina (Bosnian, Croatian, Serbian).
• Good English writing and reading skills.

Other Requirements

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

Longlisting/Shortlisting Criteria

Qualifications as stated in the ToR

The candidate must reach a minimum of 90% threshold to qualify for technical evaluation.

Technical Evaluation Criteria

Evaluation

Individual  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 candidate 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%

Interested candidated must submit the following documents/information to demonstrate their qualifications:

• Explaining why they are the most suitable for the work;
• Provide a brief methodology on how they will approach and conduct the work;
• Personal CV/P11, including past experience in similar projects and at least 3 references.

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

Note:

• For an assignment requiring travel, consultants of 65 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.
• Travel is required to Banja Luka, Gorazde and Ilidza