ILDP -Expert on Institutional Planning

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 100651.

Travel is required to Brcko District BiH.

The consultancy will take place within the third phase of the Integrated Local Development Project (ILDP), a joint project of the Government of Switzerland and UNDP. For nearly 10 years, the Project has been working in Bosnia and Herzegovina (BiH) to systematise strategic planning and development management at sub-national levels in the country. Since its launch in 2008, the ILDP has been progressively growing, both in terms of scope of work, as well as conceptual approaches applied to advance strategic planning in the BiH.

The ILDP supported the participatory creation of a regulatory and methodological framework for standardised development planning and management in entity of the Federation of Bosnia and Herzegovina (FBIH for the entity, cantonal and local government levels), while similar methodological approach is currently under preparation in the entity of Republika Srpska (RS) following the adoption of the legal framework.

In 2020 the ILDP provided support for preparation of the methodological framework for development planning and management to Brcko District BIH, based on the solutions defined in the entities and the existing Law on Budget in Brcko District BIH, which is the principal regulatory framework for the preparation and implementation of strategic documents. The process resulted in the design and adoption of the “Rulebook on the Content and Methodology for Strategic Documents Preparation, Implementation and Monitoring and Oversight System”. In parrallel track, new Brcko District BiH development strategy 2021-2027 and action plan 2021-2023 have been prepared and adopted.

In supporting the institutional partners to prepare the aforementioned Rulebook, the ILDP placed major focus on the aspects of  implementation through institutional mid-term and annual work plans. Having in mind that the Rulebook introduces a number of methodological novelties, and recognizing the need to support the institutional partners in Brcko District BIH with a tailored training programme that would equip leadership and practitioners with understanding, knowledge and “know-how” in the process of the forthcoming planning cycle, the project recently implemented the training programme focused on strengthening the capacities of the institutional partners in Brcko District BIH for implementation of the recently adopted “Rulebook on the Content and Methodology for Strategic Documents Preparation, Implementation and Monitoring and Oversight System”. The training revealed the need of civil servants for for additional guidance, mentoring and quality assurance support in preparation of 3 year and annual institutional plans, and reports.  

For this purpose, under this ToR the one (1) national consultant (hereinafter: the Consultant) will be hired.

Duties and Responsibilities

Task 1: Prepare and delivery the workshop on initiation of the process of institutional plans and reports preparation.

The Consultant is expected to conduct a rapid review of the regulatory and methodological framework on the preparation of strategic documents and its implementation, monitoring and reporting in Brcko District BIH, focusinfg on 3 year and annual plans and reports preparation. Furthermore, the Consultant will review the existing practice regarding 3 year and annual institutional planning and reporting in both entities.

Based on the conducted preparatory review, the Consultant will prepare a worshop  package to address the specifics of the regulatory and methodological framework in force in Brcko District BIH, and provide inittial guidance in the process of preparation of 3 year and annual institutional work plans and reports. This will be followed by delivery of a tailored (up to 4 hours workshops) for managers and practitioners in Brcko District BIH on the preparation institutional work plans and reports.

Having in mind that 26 institutions, with approximatelly 70 directly targeted individuals, are obliged to prepare individual work plans and reports based on the newly adopted develoment strategy and aligned with mid-term and annual budgets, the workshops will be held twice, for 13 institutions and up to 35 beneficiaries, as a half-days event and will be interactive, providing practical examples,  exercises and offering time for discussion.

The workshop(s) will have two parts. The first part of the event will focus on introducing participants with the new regulatory and methodological framework on development planning and management (reflecting the system specifics, planning and implementation process flows and links between the strategic and implementation documents), focusing on the 3 year and annual institutional plans. The second part will elaborate the process of preparation of 3 years and annual institutional plans, reflecting the process and its main stages, key principle, with provision of specific guidance and examples. This part will also include a short overview and guidance regarding insititutional reports preparation.

The event will reflect the purpose, specifics, flows and links between the implementation plans defined by the relevant Rulebook, focusing on institutional mid-term and annual work plans as the major “transformation belt” for implementation of strategic documents.

The workshop will be delivered in the premises of Brcko District BIH Government or a nearby location. Due to restrictions resulting from the COVID-19 pandemic, the training may be delivered via an electronic platform (zoom/teams).

Selection of participants and logistical organization will be organized by the relevant counterparts in Brcko District BIH, supporrted by the ILDP.

After the workshop delivery, the Consultant will share with the participants evaluation forms to obtain their feedback on the event, which then will be administered and submitted by the Consultant to the ILDP in the form of brief report.

Task 2: Provide mentoring on 3 year and annual institutional plans for up to 26 institutions (governemnt departments, fonds, other institutions) of the Brcko District BIH and provide limited support to Strategic Planning Department in quality assurance of mid-term and short-term plans

Within this task, the Consultant is expected to support 26 institutions providing them advice and guidance in mid-term and short-term planning processes through mentoring in creation of the plans. The task may include up to ½ day field visit session for approximately 2 institutions (13 sessions for 26 institutions), in close cooperation with the relevant Strategic Planning Department.

In close coordination with the Strategic Planning Department, the Consultant is expected to provide limited support to the Department in conducting quality assurance of all mid-term and short-term plans of the administrative bodies and organizations of the Brcko District BIH Government, particularly their linkage with mid-term budget document (DOB), annual budget and public investments program. The task may include up to ½ day of commenting and quality assuring for easch institutional draft plan, in close cooperation with the relevant Strategic Planning Department.

Upon completion of the assignments from the above paragraphs, the Consultant is to prepare report on the final assessment of quality of the institutional workplans, lessons learned and related recommendations.

This task will be delivered in close cooperation with the Strategic Planning Department and the ILDP.

Task 3: Support and co-facilitate workshops with the stakeholders on the quality of institutional plans and initiation of institutional reports preparation.

Within this task, the Consultant is expected to support the Strategic Planning Unit in conducting up to 2 workshops with key institutional stakeholders (departmnent’ secretaries, senior leaders of other relevant administrative units) in order to present the assessment of quality of the institutional workplans, lessons learned and related recommendations, prepared under Task 2, but also to provide practical guidance for upcoming institutional reportiong procesess.

In facilitating the workshop, the Consultant will encourage participants to provide feedback on key obstacles faced during the planning cycle, particularly in regard to linkages of operational plans with the strategy, action plans, other institutional plans and the budget.  As a part of the training and training materials, the consultant will prepare and present the piliot draft report for one of selected institutions.

The organisational and logistical aspects of the workshop will be covered by the Brcko District BiH Strategic Planning Unit and ILDP.

This task will be delivered in close coordination with the Strategic Planning Unit and ILDP team.

Deliverables/outputs

#	Deliverables / Outputs	# of Days per Task	Due Date	Percentage
1	Task 1: Prepare and delivery the workshop on initiation of the process of institutional plans and reports preparation- The programe submitted and agreed with ILDP, Two workshops for up to 26 institutions and approximatly 70 individuals delivered, The task 1 report, including the assessment report prepared and submitted to ILDP for validation.	5	15 September 2021	14 %
2.	Task 2: Provide mentoring on 3 years and annual institutional plans for up to 26 institutions (governemnt departments, fonds, other institutions) of the Brcko District BIH and provide limited support to Strategic Planning Department in quality assurance of mid-term and short-term plans-  Mentoring of steps in mid-term and short-term planning processes in Brcko District BIH institutions (minimum 13 ½ day field visit session for approximately 2 institutions (26 institutions), Assessment of mid-term and short-term plans of Brcko District BiH institutions (26) in regard to their effective linkages with relevant documents conducted and recommendations for improvement provided, Task 2 report provided and approved.	26	15 November 2021	74%
3.	Task 3: Support and co-facilitate workshops with the stakeholders on the quality of institutional plans and initiation of institutional reports preparation Up to 2 workshops with key institutional stakeholders (department’ secretaries, and senior leaders of other relevant administrative units) prepared and facilitated, particularly from the aspect of alignment of operational and financial plans, The piliot report for one of selected institutions drafted and presented, Task 3 report, including possible recomemndations for legislative simplifications, provided and approved by ILDP.	4	30 November 2021	12%

Competencies

Corporate 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

Functional competencies:

• Strong interpersonal skills, communication and diplomatic skills, ability to work in a team
• Openness to change and ability to receive/integrate feedback
• Ability to work under pressure and stressful situations
• Strong analytical, reporting and writing abilities
• Excellent public speaking and presentation skills

Required Skills and Experience

Academic Qualifications/Education:

• University degree in economics, public finance, or other relevant field
• Advanced degree will be considered as an asset                                                                                                                

Experience:

• Minimum 7 years of experience in public government strategic planning and development in BIH.
• Previous direct experience in preparation of strategic documents, and/or mid-term/annual institutional workplans and public finance plans in BiH.
• Previous experience in design and/or delivery of training and preparation of practical manuals in the area of strategic development planning and implementation, institutional workplans and public finance in BIH
• Specific experience in aplying development planning methodologies in BIH is considered an asset

Languages Requirements:

• Fluency in English language and in the languages of peoples of BIH. 

Longlisting/Shortlisting Criteria

Qualifications as stated in the ToR

Criteria:	Points
Relevant Education	max 10 points5 points allocated for BA/BSc degree+ 3 points for MSc/MA+ up to 2 points for PhD
Relevant professional experience	max 15 points
Fluency in English language and in the languages of peoples of BIH.	max 5 points

Technical Evaluation Criteria

Criteria:	Points
Rating based on Qualifications	30
Previous direct experience in preparation of strategic documents, and/or mid-term/annual institutional workplans and public finance plans in BiH.	30
Previous experience in design and/or delivery of training and preparation of practical manuals in the area of strategic development planning and implementation, institutional workplans and public finance in BIH	30
Specific experience in applying development planning methodologies in BIH is considered an asset	10

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, andb) 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:

• 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.