CONSULTANT: Revision of Joint Programmes Guidelines Location : Application Deadline : Starting Date Type of Contract : Post Level : Languages Required : Duration of Assignment : New York May 24 th 2013 June 10 th 2013 Individual Contract Consultant English 3.5 months Background and Context With the aim of improving UN coherence, effectiveness and efficiency in supporting the realization of national goals and outcomes, a number of reforms have been introduced to simplify and harmonize programming at the country level. These measures are intended to reduce transaction costs for governments, donors, and the UN, and strengthen how UN organizations programme jointly with governments of programme countries. The Secretary-General s 2002 agenda for further UN reform 1 calls for increased joint programming to further enhance the effectiveness of the United Nations system in developing countries, and to ensure the system s combined resources are put to best use. Increasingly, national governments are requesting more efficient and effective work processes from the UN and partners, and enhanced development impact for the benefit of stakeholders. The issuance of the UNDG Guidance Note on Joint Programming developed in 2003 helped maximize opportunities for joint programmes at country level. The Guidance Note provides standard tools for implementing the actions identified in the TCPR 2004 and 2007. In 2006, a review was undertaken of 19 joint programmes being implemented in 14 countries 2. The review was not conclusive on the impact of joint programmes in terms of efficiency, effectiveness or transaction costs. In addition to the above review, several assessments and evaluations of Joint Programmes were undertaken either at country level (e.g. Viet Nam, Liberia, Afghanistan, Botswana, etc.) or at global level (e.g. evaluations of Joint Programmes supported through the MDG Achievement Fund 3, UN Women evaluation of Joint Programmes from gender perspective, agency-specific reviews). In 2013, a UNDG-wide review of joint programmes was undertaken 4. The review collected good practices applied at country and HQ level, as well as identified a number of issues that need to be addressed and made recommendations on the areas that need revision to further strengthen the guidance. 1 "Strengthening of the United Nations: An Agenda for further Change" Report of the Secretary-General, A/57/387, 9 September 2002, United Nations, New York 2 Enhancing the Effectiveness and Efficiency of Joint Programmes Lessons Learned from a United Nations Development Group Review, 17 March 2006 (http://www.undg.org/index.cfm?p=1614) 3 The MDG-F Secretariat has established an M&E strategy that identifies some key indicators to allow obtaining a comprehensive overview of the MDG-F. 4 Joint Programme Mechanism Review, 4 February 2013 (http://www.undg.org/index.cfm?p=1614) 1
Against this background, under the leadership of the UNDG Joint Funding Sub-Committee reporting to the UNDG Fiduciary Management Oversight Group (FMOG), the revision of the 2003 UNDG Guidance Note on Joint Programming will be undertaken as part of the 2013 work plan in the area of joint funding. The revision of the Guidance Note will be supported by a consultant. Objective The objective of the consultancy is to facilitate the process of the revision of the Guidance Note, under the leadership of the Joint Funding Sub-Committee. Scope The revision of the Guidance Note will focus on issues related to operational functioning of Joint Programme funding modalities. However, the direct inter-linkages with programmatic aspects, as well as several thematic reviews taking place in parallel, will require the consultant to keep a broader overview of Joint Programmes aspects. Roles and Responsibilities Within this scope and in order to achieve the objective, the roles and responsibilities of the consultant will include: Facilitate consultation with the Joint Funding Sub-Committee and the FMOG members: Develop a timeline for consultations with various agencies to collect their views in terms of revision of the Guidance Note. Hold meetings with respective specialists from the Joint Funding Sub-Committee and the FMOG. Act as liaison among various stakeholders: Prepare a list of all relevant mechanisms and organizations, including those that are already undertaking reviews of Joint Programmes from various perspectives. Develop a concept, including the agenda, and make necessary arrangements for a half-day meeting of all relevant partners to ensure coordination in the ongoing efforts. Ensure follow-up to the agreements reached at the meeting. Revise the Guidance Note: Help develop a management response to the findings and recommendations of the review of Joint Programmes. Based on various consultations and findings and recommendations of the 2013 review of joint programmes, revise the 2003 Joint Programming Guidance Note. Consult the proposed revisions with the respective stakeholders, including through sharing drafts of revisions, collecting and incorporating comments. Facilitate reaching an agreement on the final revised Guidance Note for Joint Programmes. Ensure issuance of and communications on the Guidance Note: Prepare necessary documentation for the approval and issuance of the guidance note. Develop a Frequently Asked Questions package. Prepare a training package on Joint Programmes. The training package on Joint Programmes would be done in conjunction with DOCO colleagues/consultants working on the Training of Trainers on Delivering as One Standard Operating Procedures. 2
Working Arrangements The revision of the UNDG Guidance Note on Joint Programming will be led by the Joint Funding Sub- Committee, which will be the main counterpart of the consultant. Contractual arrangements will be made by DOCO. The consultant will work under the direct management responsibility of DOCO Policy Specialist on Joint Funding. Considering the nature of work, the consultant should be based in New York. DOCO will ensure working space for the consultant. Timeline The consultancy is expected for the duration of three months and a half after its launch, with full time availability. The consultant is expected to be physically present on DOCO premises a minimum of 70% of the expected total amount of working days (as per action plan below: 70). The consultancy is expected to start on 10 June 2013 and end not later than 13 September 2013. Deliverables The consultant is expected to deliver the following results: Work plan and timeframes for the tasks of the consultancy. Final revised Guidance Note on Joint Programming, including necessary documentation for approval. Frequently Asked Questions package. Training package. ACTION PLAN Actions Timeframe (working days) Notes Facilitate consultation with the Joint Funding Sub-Committee and the FMOG members 16 working days Develop a timeline for consultations with various agencies to collect their views in terms of revision of the Guidance Note. 1 w/ds Need time to review all background information Hold meetings with respective specialists from the Joint Funding Sub-Committee and the FMOG. Act as liaison among various stakeholders 9 working days Prepare a list of all relevant mechanisms and organizations, including those that are already undertaking reviews of Joint Programmes from various perspectives. Develop a concept, including the agenda, and make necessary arrangements for a half-day meeting of all relevant partners to ensure coordination in the ongoing efforts. Ensure follow-up to the agreements reached at the meeting. 15 w/ds Meetings/telecons with all members of the FMOG at technical level. Discuss issues, agree on major revisions 1 w/d 5 w/ds Prepare presentations, agree with facilitators, conceptualize 3 w/ds NfR, follow-up action plan 3
Revise the Guidance Note 25 working days Help develop a management response to the findings and recommendations of the review of Joint Programmes Based on various consultations and findings and recommendations of the 2013 review of joint programmes, revise the 2003 Joint Programming Guidance Note. Consult the proposed revisions with the respective stakeholders, including through sharing drafts of revisions, collecting and incorporating comments. Facilitate reaching an agreement on the final revised Guidance Note for Joint Programmes. 3 w/ds The final deliverable: the management plan is approved 18 w/ds 1 w/d Joint meeting 3 w/ds Integration of comments, etc. Ensure issuance of and communications on the Guidance Note 20 working days Prepare necessary documentation for the 2 w/ds approval and issuance of the guidance note. Develop a Frequently Asked Questions package. 9 w/ds Collect countries inquiries, extract key points from the review and guidelines, develop Q&A package Prepare a training package on Joint Programmes. 9 w/ds Short and long version Total 70 working days Competencies Understanding of joint programmes and funding key concepts: Strong organizational and facilitation skills; Excellent demonstrated ability to be flexible and work under tight deadlines in an independent working environment; Ability to compile quantitative and qualitative data using it for the revision of existing policies and guidance; High level of communication and interpersonal skills and experience in working effectively in a multi-cultural environment; and Proven capacity to undertake consultations on relevant subjects. Required Skills and Experience Education Masters degree or equivalent in a relevant discipline. Experience At least 4 years of professional development related work experience at the international or country level; Good knowledge of UN system functioning and rules; Good understanding of UN common system and policies; Good technical knowledge of funding issues and UN funding mechanisms; Knowledge of pass-through funding modalities, including joint programming and pooled funding mechanisms, including respective frameworks and instruments is an asset; Excellent writing skills; and Computer literacy. 4
Language Requirement Fluency in written and spoken English. Evaluation Individual consultants will be evaluated on the cumulative analysis method combination of the weighted technical and financial score - to obtain the total score. The candidate scoring the highest combined weighted score will be recommended for the award of contract. The designated weights for the technical and financial criteria are 70% and 30% respectively. The maximum score is 100 points. Step 1: Technical evaluation of the candidates CVs and Proposals. The minimum score required to pass the technical assessment is 70%. Aspects of the technical evaluation will include but is not limited to the following: a) Responsiveness to the terms of reference; b) Work experience with the UN; c) Knowledge of joint programmes and funding issues; d) Availability to complete the assignment within the prescribed timeframe. More specifically, the weight of the technical evaluation is distributed as follows: Technical Proposal (maximum 30 points, pass mark 21 points) CV Qualification, Relevance and Expertise in the subject matter (maximum 20 points) Interview (maximum 20 points) Step 2: Financial evaluation of those Offerors that pass the technical assessment in step 1. Offerors must submit the financial offer, as a lump sum amount covering the entire assignment, including the itemized costs (travel to and from NY and all related daily subsistence needs). The lowest financial offer will receive the assigned maximum financial points (30). All other financial offers will receive points in inverse proportion. The contract will be awarded to the candidate with the highest weighted total score subject to the financial cost being within the hiring unit s budget allocation. Application Documents/Submission Interested candidates must include the following documents in their application: (ATTENTION!!) 1. A brief technical proposal (maximum 2 or 3 pages) responding to the terms of reference 2. Curriculum Vitae (CV) 3. The Offer Letter, available from the following URL: http://undg.org/docs/12777/offeror's%20letter1.docx 4. Only shortlisted candidates will be required to present the P11 Form that will be provided by DOCO. 5
(*VERY IMPORTANT!*) *Please note that you can only upload one document on a single PDF file during the application process. Applicants are therefore advised to attach: the CV + a Technical Proposal + Offer Letter. Alternatively, Offerors can apply through the UNDP Procurement website should submit their proposal electronically to procurement.doco@undg.org and reference Revision of Joint Programmes Guidelines in the subject header. UNDG is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. Fund Code 6