LOCAL GOVERNANCE COORDINATOR in RMTeam Ukraine

PROJECT DESCRIPTION

The HOUSE OF INTEGRITY (HI) is a 12 month-long initial phase of the capacity development project funded by U-LEAD with Europe Programme[1] and implemented by RMTeam International LTD[2] in Ukraine. The project is dedicated to supporting the Government of Ukraine (GoU), Local Authorities (Municipalities), and the Anti-Corruption Officers network (ACOs). I

Overall Project Goal: Public Servants and Local Self-Governance representatives develop and implement efficient policies, especially in the sphere of recovery and reconstruction, based on the principles of integrity and transparency and international anti-corruption standards. 

Project Sub-Objectives: 

1. HI real infrastructure development e.g., space for online and offline learning in Kyiv city; 
2. Develop the educational system by means of the creation of an accessible bank of existing knowledge development opportunities, as well as crafting new education services e.g., thematic courses and pieces of training;
3. Build and enhance the community of practice, introducing cross-regional and international bridges to support people, knowledge sharing, and overall success of integrity effort.

To contribute to the success of the described endeavours, RMTeam is looking for a dedicated professional for the role of Local Governance Coordinator for a 3 months-long contract with the possibility of extension. The role is part-time and predominantly Kyiv-based with occasional travel to the regions of Ukraine.

 FUNCTIONAL SCOPE OF THE ROLE

Under the guidance of RMTeam International corporate representative in Ukraine, and in close cooperation with the U-LEAD with Europe Programme, the Coordinator will be executing the following functions: 

• Establish and maintain communication with target hromadas (local authorities, municipalities, active civil society) with an aim of integration of their needs into the project overall logic frame (KPIs and priorities);
• Organise and coordinate strategic development sessions with target hromadas ensuring inclusiveness and innovative approach (i.e. strategic planning, set-up of ultimate outcomes, proper local stakeholders engagement); 
• Provide consultations on integration of anti-corruption and integrity priorities into the strategic development framework on a rolling basis depending on the request of target hromadas; 
• Ensuring proper reporting and monitoring over the conducted activities with target hromadas,contributing to the project logic frame (KPIs and priorities); 
• Provide operational support to the project team, consuming no more than 20% of the business time on a monthly basis. 

 EXPECTED DELIVERABLES

In line with the functional scope of this assignment, the following deliverables are expected: 

• At least 10 hromadas are engaged as target ones and cooperation is established (local authorities, municipalities, active civil society);
• At least 5 strategic development sessions with target hromadas ensuring inclusiveness and innovative approach are conducted (i.e. strategic planning, set-up of ultimate outcomes, proper local stakeholders engagement); 
• Consultations on integration of anti-corruption and integrity priorities into the strategic development framework on a rolling basis are provided depending on the request of target hromadas; 
• On a monthly basis, the proper reporting and monitoring over the conducted activities with target hromadas, contributing to the project logic frame is ensured (KPIs and priorities); 
• Not more than 20% of workload is dedicated to the operational support for the project team on a monthly basis. 

 QUALIFICATIONS, SKILLS AND EDUCATION

• University degree or equivalent in Public Administration, Economics, Education or another relevant field is required;
• At least 5 years of professional experience developing and conduction capacity development and / or professional educational programmes in Ukraine;
• Positive experience working in the public sector in Ukraine is mandatory; 
• Proven experience in managing complex projects at the local / regional and national levels in Ukraine, specifically aimed at enhancement of integrity environment, institutional development and strategic planning; 
• Proven experience in coordinating and conducting public consultations and stakeholders meetings around important policy issues at the local / regional level in Ukraine; 
• Proficient Ukrainian and strong knowledge of English (at least B1 level) language is required.

 MODALITY OF CONTRACTING 

The selected candidate will be offered a service contract with a competitive remuneration upon the provision of mentioned services / deliverables. The remuneration is a lump sum with payments linked to deliverables. 

Expected start date is August the 1st, 2024. 

6. LEVEL OF EFFORT

The following provides a detailed description of expected person-days per every listed deliverable. These deliverables are established based on the information provided in the original call for expressions.

Deliverable

Description 

Level of Effort (LOE)

Deliverable 1

At least 10 hromadas are engaged as target ones and cooperation is established (local authorities, municipalities,active civil society).

Specifics: to be supported by template-based confirmation letters on cooperation with target hromadas.  

24 working days 

Deliverable 2

At least 5 strategic development sessions with target hromadas ensuring inclusiveness and innovative approach are conducted (i.e. strategic planning, set-up of ultimate outcomes, proper local stakeholders engagement).

Specifics: to be supported by the schedule of events, lists of participants and signed registration forms. 

24 working days 

Deliverable 3

Consultations on integration of anti-corruption and integrity priorities into the strategic development framework on a rolling basis are provided depending on the request of target hromadas.

Specifics: to be supported by the schedule of events, lists of participants and signed registration forms. 

8 working days 

Deliverable 4

On a monthly basis, the proper reporting and monitoring over the conducted activities with target hromadas, contributing to the project logic frame is ensured (KPIs and priorities).

8 working days

Deliverable 5

Not more than 20% of workload is dedicated to the operational support for the project team on a monthly basis.

16 working days

7. PROCUREMENT PROCEDURE

To submit a detailed proposal for this role, please, prepare a package of documents (in pdf format only) including the:

1. Most recent Curriculum Vitae (CV) highlighting qualifications required for the role;
2. Financial Offer based on the requested level of effort (section 10 of these Terms of Reference) for each deliverable in a format as provided below (Table 10A);
3. Two Reference Contacts of your previous supervisors / clients who would be ready to highlight your qualifications and skills necessary for this role in an arbitrary form;
4. Confirmation of your educational level (scans of diplomas relevant to this role);
5. Indicated start date of the delivery of services. 

8. MONITORING/REPORTING REQUIREMENTS

The Coordinator will work under the overall supervision of the Project Lead and RMTeam corporate representative. The payments shall be arranged in stages in accordance with the proposed payment scheme below and upon acceptance of the deliverables based on quality control and recommendations. 

Upon completion of all tasks, the Coordinatortant shall submit a Final Report that includes a complete description of all the tasks performed and the outputs achieved. The Final report shall be submitted to RMTeam no later than 30 October 2024 or as indicated in the relevant contract.

All reports should be transmitted to RMTeam electronically (formats of docx, xlsx, pptx, pdf or others specified in the Deliverables section above) on the electronic source or in the form of electronic communication with the attached final product in the Ukrainian and / or English languages. No report or document shouldbe published or distributed to third parties without RMTeam approval. 

RMTeam will be the main authority to control the quality of work results and assess the Coordinator’s performance during the assignment. The Coordinator shall comply with the RMTeam quality assurance system, and provide the necessary inputs according to a preliminary determined schedule or as soon as possible (within a reasonable period of time).

In particular, the payment schedule will be as follows:

Deliverable 1 - 30% 

Deliverable 2 - 30%

Deliverable 3 - 10%

Deliverable 4 - 10%

Deliverable 5 - 20%

9. EVALUATION CRITERIA

A two-stage procedure is utilised in evaluating the proposals. The price proposals will be opened only for submissions that have passed the minimum technical score of 51 points of the obtainable score of 70 points in the evaluation of the submitted profiles. At the First Stage, the profile is evaluated on the basis of its responsiveness to the Terms of Reference (TOR) and as per below Evaluation Criteria.

At the Second Stage, the Financial Offers of all offerors, who have attained minimum 51% score (51 points) in the profile evaluation, shall be reviewed.

The overall evaluation shall result from a cumulative analysis, under which the profile and financial aspects will have pre-assigned weights on 70% and 30% of the overall score, respectively. The lowest cost financial offer (out of technically compliant) will be selected as a baseline and allocated the maximum number of points obtainable for the financial part (i.e. 30). All other financial offers will receive a number of points inversely proportional to their quoted price; e.g. 30 points x lowest price / quoted price.

The winning proposal shall be the one with the highest number of points after the points obtained in both profile and financial evaluations, respectively, are added up. The contract will be awarded to the bidder who had submitted the winning proposal.

9A. Evaluation Сriteria

Evaluation Form Summary

Score weight

Max points 

Organisation / Individual profile

1

Expertise and standing of the organisation / Individual submitting the proposal

70%

70

2

Financial offer

30%

30

Total

100%

100

Remarks

9B. Profile Evaluation Form

Profile Evaluation Form 

Points

Organisation / Individual

A

B

C

Profile evaluation form, including:

Education, Qualifications, and Reference Letters

1.1

University degree or equivalent in Public Administration, Economics, Education or another relevant field is required:

1) Masters degree or equivalent - 15 points;

2) Bachelor degree - 10 points.

15

1.2

Years of professional experience developing and conduction capacity development and / or professional educational programmes in Ukraine:

1) 6 and more years of experience - 15 points; 

2) 5 years of experience - 12 points.

15

1.3

Positive experience working in the public sector in Ukraine is mandatory:

1) 3 and more years of experience - 10 points; 

2) 2 years of experience - 8 points.

10

1.4

Proven experience in managing complex projects at the local / regional and national levels in Ukraine, specifically aimed at enhancement of integrity environment, institutional development and strategic planning:

1) 3 and more projects of specified nature are fully conducted - 10 points;

1) 2 projects of specified nature are fully conducted - 7 points. 

10

1.5

Proven experience in coordinating and conducting public consultations and stakeholders meetings around important policy issues at the local / regional level in Ukraine: 

1) 3 and more projects of specified nature are fully conducted - 10 points;

1) 2 projects of specified nature are fully conducted - 7 points. 

10

1.6

Proficient Ukrainian and strong knowledge of English (at least B1 level): 

1) Native Ukrainian and B2 (or higher) level English knowledge - 10 points; 

2) Native Ukrainian and B1 level English knowledge - 8 points;

3) Native Ukrainian and basic level of English (A1/A2) - 7 points.

10

Total for Form

70

10. FINANCIAL OFFER: 

The Financial Offer shall specify the cost of professional services for the assignment – the total amount and distribution in accordance with the above-mentioned schedule of tranches. The recommended maximum amount of this assignment is EUR 8,000.00 (eight thousand euro and zero euro-cents). 

Payments will be made in tranches as described in the section “Requirements for monitoring/reporting”. 

The Financial Offer must provide a detailed cost breakdown for anticipated intellectual services, and separate figures for each functional grouping or category. Any estimates for cost-reimbursable items, such as travel, accommodation, security / insurance will be discussed and covered separately (therefore, should not be a part of this Financial 

proposal). The cost of works will remain unchanged for the entire period of the contract. 

10A. Cost Breakdown per Deliverables (Take this form for your Financial Offer)

Title of the deliverable and a brief description

Percentage of

Total Price

Tentative

Schedule

Total EUR, without VAT

1

Deliverable 1

30%

2

Deliverable 2 

30%

3

Deliverable 3

10%

4

Deliverable 4

10%

5

Deliverable 5

20%

Total all-inclusive cost without VAT

100%

11. IN CASE YOUR CANDIDACY IS SUCCESSFUL 

We will cordially ask you to submit the Registration documents of the company / private entrepreneur (PE), including your national passport / ID, the copy of the Certificate of the Taxpayer Registration (if applicable), and a Bank file highlighting the bank account details for your company / PE account in Ukrainian Hryvnia (UAH). 

After the completion of the selection process, the service contract will be awarded not later than in 3 business days from the moment of confirmation of the winning applicant`s availability. 

[1] https://u-lead.org.ua

[2] https://rmteam.com