PROJECT ASSISTANT FOR HOUSE OF INTEGRITY PROJECT 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). In particular, the Ministry of Communities, Territories, and Infrastructure Development (Ministry) is the strategic partner for the project.  

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. For this, hybrid education opportunities, research toolsets, and the community of practice provided by the HOUSE OF INTEGRITY will serve as a supportive power.

To contribute to the success of the described endeavours, RMTeam is looking for a dedicated professional for the role of Project Assistant for a 4 months-long contract with the possibility of extension. The role is part-time and Kyiv-based.

 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 Assistant will be executing the following functions: 

• Provide overall event management support and coordination of procured providers (i.e. event venues, logistics firms, catering providers);
• Assist with photo and video fixation by means of coordination and / or direct support; 
• Draft event announcements and releases for further approval by RMTeam and project partners;  
• Support the overall project implementation effort as required by the Project Lead. 

 EXPECTED DELIVERABLES

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

• Event management support and coordination of procured providers (i.e. event venues, logistics firms, catering providers) is provided for 10 selected events (each event is a one-day or two-days meeting in Kyiv) as per agreed event schedule for the period of July - October 2024;
• 10 selected events are covered by sufficient photo and video fixation by means of coordination and / or direct support; 
• 10 selected events are covered by necessary announcements and releases as per provided templates and standards; 
• The assistance for the project implementation, ongoing and final reporting is provided.

 QUALIFICATIONS, SKILLS AND EDUCATION

• University degree or equivalent in Social Science, Production, Education or another relevant field is required;
• At least 3 years of professional experience in production / event management / project management in Ukraine;
• Overall work attitude, excellent interpersonal skills and the ability to work in a problem-solving manner;
• Proficient Ukrainian and strong knowledge of English (at least B2 level) language is required;
• Excellent written and verbal communication skills.

 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 July the 1st, 2024

Should you be interested, please, submit your proposal until June 27, 2024 either in English or Ukrainian. 

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. 

 MONITORING/REPORTING REQUIREMENTS

The Assistant 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 Assistant 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 should be 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 Assistant’s performance during the assignment. The Assistant 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).

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 52 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 52% score (52 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. For a detailed Evaluation Criteria and Profile Evaluation Form please refer to Terms of Reference. 

 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 proposed schedule of tranches. Payments will be made in tranches as described in the section “Requirements for monitoring/reporting”. The Financial Offer must provide a detailed cost breakdown, and separate figures for each functional grouping or category. Any estimates for cost-reimbursable items, such as travel and out-of-pocket expenses, should be listed separately. The format shown on the following page is suggested for use as a guide in preparing the Financial Offer. 

 The cost of works will remain unchanged for the entire period of the contract. The applicants shall include all costs associated with the work execution in their Financial Offer (e.g. travel, accommodation, etc). 

 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 statement 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. 

 Before applying for this position please carefully familiarise yourself with Terms of Reference. 

Should you have any questions, please, do not hesitate to contact Ms Mariam Symonova, email:[email protected], cell phone: +38 067 741 68 09. 

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

[2] https://rmteam.com