TERMS OF REFERENCE INDIVIDUAL CONSULTANT FOR SUPPORTING EFFECTIVE DELIVERY OF THE VIRTUAL ZOMDU INITIAL PHASE

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1 TERMS OF REFERENCE INDIVIDUAL CONSULTANT FOR SUPPORTING EFFECTIVE DELIVERY OF THE VIRTUAL ZOMDU INITIAL PHASE 1

2 Title: Individual Consultant Country: Bhutan Location: Thimphu Agency: UNDP Duration of Assignment: Four Months (August 2015 November 2015) 1. Supervisor Under the overall guidance of the DRR (P/O) and direct supervision of Portfolio Manager, Inclusive Governance, and the Secretary General of the National Assembly, the Individual Consultant is responsible for supporting the effective delivery of the Virtual Zomdu initial upscaling phase. The consultant will provide the CO with additional capacity to undertake the consultations, monitoring and reporting involved. The consultant will work closely with both National Assembly and National Council Secretariat, as well as the Virtual Zomdu Task Force, to effectively implement the activities of the project. The Consultant will be based at UNDP Bhutan Office, Inclusive Governance Unit. 2. Background Since May 2014, the Parliament and UNDP Bhutan have led the testing of a new way to connect parliamentarians and their constituents via videoconferencing. In addition to twice-yearly constituency visits, the idea is that MPs can discuss with their constituencies during and between parliamentary sessions. This new way of conducting Zomdu builds on the traditional meetings in villages or communities. The sessions are open to everyone in the constituency, regardless of literacy, gender, social status, or whether they have access to the internet. The Virtual Zomdu sessions are held in Community Centres across the country. The Virtual Zomdu was prototyped in July and August 2014 with funding from the UNDP Innovation Facility, to test the feasibility of existing infrastructure and videoconferencing facilities. Besides testing the technical viability of hardware, software and connectivity, feedback from MPs and constituents was gathered both on the quality of the session, and interest in future sessions. During the current and upcoming pilot phase in between August and November, the Virtual Zomdu will build on the feedback mechanisms to further refine the format of the sessions, and ensure accountability. The first phase of the upscaling will further refine the format of the Virtual Zomdu, as well as the equipment and training needs for the Community Centres to be able to independently operate and monitor the Virtual Zomdus in the longer run. The adaptability potential described above, both for Parliamentary committee use, and broader health or other initiatives, will be mapped. In the 47 CCs, connections with other local processes will be explored. The plan for the possible second phase of the upscaling of Virtual Zomdu to 205 Community Centres will be developed based on the further feedback from public and parliamentarians. The monitoring and feedback process is expected to 2

3 improve the design of the Virtual Zomdu to ensure sustainability and mainstreaming use of technology as means to promote the inclusive and interactive governance in Bhutan. 3. Duties, Responsibilities and Output Expectations: Functions and Responsibilities Summary of key outputs: 1. Facilitation of the community design sessions and longer term monitoring and evaluation system 2. Implementation and monitoring of the pilot phase 3. Communication systems are developed 4. Project monitoring and reporting is conducted in an efficient and timely manner I. Facilitation of the community design sessions and longer term monitoring and evaluation system During the initial upscaling phase, design and facilitation of community sessions in order the gather feedback on the format and approach of the Virtual Zomdu sessions. Development of a long term Monitoring & Evaluation Plan for the upscaling phase of the project, including measurement of the impacts on accountability of the sessions. The M&E plan should emanate from the consultations with MPs and communities, and include information on the participation of women and vulnerable groups. II. Implementation and monitoring of the pilot phase Once the piloting in 47 constituencies commences, provide technical support, reporting and monitoring support as might be required by Government partners and the UNDP. Conduct and finalize initial research on the viability and adaptability of the Virtual Zomdu format for other uses within Bhutan. III. Communication systems are developed Actively undertakes communications on the project, including social media content development, working out loud, and reaching out to relevant technical forums. Develop information for use in UNDP knowledge forums, and seeks guidance from technical advisers and experiences in relevant fields in relevant fields. Conduct donor research and reach out and develop funding proposals for the upscaling phase of the project with guidance from the Parliament, Virtual Zomdu Task Force, and UNDP Development of communications materials on the project (printed materials / guide the development of any audio-visual material as might be required). 3

4 IV. Project monitoring and reporting Under the guidance of the Parliament and UNDP, gather data for reporting to the Innovation Facility as well as to the project steering committee. Develop a final report of the initial upscaling phase with detailed recommendations and an action plan for full upscaling. 4. Qualifications and Experience Education: Bachelor s degree in law, political science, public administration, communication, organizational development or development related field. Work experience: At least four years of experience in the area of democratic governance, inclusive participation and or related development areas. Experience of working with parliament, media, CSOs, and/or local communities. Experience in research and project management. Experience working with donors and resource mobilization. Technical competencies: Experience in public consultation (participatory and inclusive process) Strong understanding of Monitoring and Evaluation frameworks. Technical understanding of videoconferencing technologies is an asset. Project management Good understanding of participation, democracy and parliamentarian functions of Bhutan Key competencies: Willing to share knowledge and experiences with other colleagues. Interest in applying innovative techniques to development programming. Ability to communicate/translate ideas into structured messages Excellent command of English and Dzongkha (written & spoken) Positive attitude and a high level of work ethics. 5. Recommended Presentation of Offer Please submit the below preferred documents with you Presentation of Offer: 4

5 a) Duly accomplished Letter of Confirmation of Interest and Availability; b) Personal CV or P11, indicating all past experience from similar projects, as well as the contact details ( and telephone number) of the Candidate and at least three (3) professional references; c) Brief description of why the individual considers him/herself as the most suitable for the assignment, and a methodology on how they will approach and complete the assignment. The proposal should be submitted in electronic format by Friday 10 th August 2015 to 6. Criteria for Selection of the Best Offer The criteria which shall serve as basis for evaluating offers will be: Combined Scoring method where the qualifications and relevant work experience will be weighted a max. of 70%, and combined with the price offer which will be weighted a max of 30% Criteria Weight Max. Point Technical Academic background Experience of working with parliament, media, CSOs, and or local communities Experience in project management Experience in public consultation (participatory and inclusive process), Strong understanding of Monitoring and Evaluation frameworks. Technical understanding of videoconferencing technologies Sub-total A. (Technical) 70 Financial Sub-Total B.(Financial) 30 Total (A+B) 100 5

6 7. Payment Terms The applicant is required to submit a lump sum financial proposal for the period of 4 months. The selected consultant will be paid upon payment certification and timesheet from his direct supervisor, in the following manner: 25% of the contract amount at the end of each month The currency of payment is in Bhutanese Ngultrum. 8. Award of Contract The evaluation of applications will be based on the combined scoring of 70% technical and 30% financial. The highest ranked candidate will be invited for an interview to validate the candidate s competency. If the highest ranked candidate is found unsatisfactory, the second-ranked candidate may be approached for the interview. 9. Financial Proposal The financial proposal should specify a total lump sum amount per month supported by a breakdown of cost. Any field missions to be undertaken as part of the assignment will be paid for directly by the UNDP CO. 6

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