TOR. Developing Database System for the NGOs Directorate. National Consultant. 180 days (over a period of 6 months)

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1 TOR Developing Database System for the NGOs Directorate National Consultant Period of assignment/services: Duty Station: 180 days (over a period of 6 months) Baghdad Estimated Starting Date: 1 May Contract End Date: 31 October Consultancy Type: National (2 positions) 1. Introduction UNDP in close consultation with national counterparts is undertaking a series of interlinked and complementary interventions within a programmatic framework that aims to strengthen the operational, outreach, legislative and oversight capabilities of the Council of Representatives (CoR), provide Iraqi civil society organizations with institutionalised capacity building to improve their effectiveness and sustainability, and build mechanisms for civil society consultation and participation in the legislative process through improved relations between civil society organizations and the CoR. Civil society and the Parliament will have a key role to play to ensure this social cohesion across Iraq s diverse ethnic population. To this end, the project will provide technical assistance to the Secretariat of the Parliament as well as parliamentarians and parliamentary committees and its key departments can provide more efficient services to Parliamentarians; it will also provide law drafting and review expertise to the Presidency Council and key legislative Committees. For civil society, it will allow for the NGOs Directorate to provide enhanced capacity building expertise for civil society organizations through a training and certification programme to promote international standards of project management and the mainstreaming of gender approaches. Finally, the project will provide support to the establishment of formal mechanisms for civil society consultation and input into laws and policies under consideration by the CoR. This assignment relates to the second outputs mentioned above, with the objective to strengthen NGOs Directorate. 2. Background UNDP and UNOPS have supported the development of the NGOs Directorate in the Council of Ministers Secretariat, the government agency charged with registration and supervision of Iraqi NGOs. Thus far, this assistance has focused on the customer service functions of the Directorate, thereby improving relations between Iraqi civil society and government authorities. Through a competitive expression of Page 1 of 6

2 interest, a team will be established to support the NGO directorate on create a database system helping them on the data entry of the registered NGOs. All NGOs information will be entered to the system in a standardized format as well as categorized the NGOs based on their specialties. 3. Objectives The objective of the assignment includes the design, creation, development, testing and finalization of a database system for the NGOs directorate. 4. Scope and expected outputs The national expert will work under the overall guidance of the UNDP- Iraq Project Officer for the project Strengthening Participatory and Accountable Governance and the Director of the NGOs Directorate. (the National consultant that will be selected by UNDP through a competitive process) and will be responsible for the quality delivery of the outputs mentioned below. The consultant is expected to achieve the following outputs by tailoring his expertise to the context of Iraq and adapting it for Iraqi NGO consumption. Linkages with the NGOs Directorate may be required throughout the process. The national consultant will be in regular contact with UNDP keeping the project team regularly updated and consulting them on all important matters. The national consultant should be fluent in Arabic and English. Output 1: Software Tool: Design, develop, test and finalize a fully functional database system that complies with all specifications provided taking into account existing software Support the design 6-day workshop content and delivery methodology (in English) based on NGOs/ NGOs Directorate topics of interest and based on current context of Iraq. 1.1 Design the software 1.2 Testing the software. 1.3 Providing guidelines on the software mechanism Output 2: Training: train staff from related department on: 2.1 Technical skills like troubleshooting and management to IT staff 2.2 Usage of software to prosecution staff who will use it for data entry and reporting. Training on usage of software to potential users and technical skills to IT staff. Output 3: Data entry: inserting the Local NGOs data to the system Page 2 of 6

3 Note: UNDP staff with the cooperation of NGOs Directorate will manage directly the logistical organization (inviting participants, booking the venue and refreshments, interpretation system and equipment required) and UNDP will cover the costs related to the two workshops. 5. Deliverables Deliverables Output Location Estimated Days/ Time 1.1 Design the software 1.2 Testing the software. 1.3 Providing guidelines on the software mechanism Output 1: Software Tool: Design, develop, test and finalize a fully functional database system that complies with all specifications provided taking into account existing software Baghdad / NGOs Directorate 90 days Target Date Payment %(US$) May30 20% June 30 July 30 15% 15% 2.1 Technical skills like troubleshooting and management to IT staff 2.2 Usage of software to prosecution staff Output 2: Training: train staff from related department Baghdad / NGOs Directorate Aug 30 20%% Page 3 of 6

4 who will use it for data entry and reporting. Training on usage of software to potential users and technical skills to IT staff. 1.1 Data entry Output 3: Data entry: inserting the Local NGOs data to the system Baghdad / NGOs Directorate 60 days Sept days Oct 30 20% 10% TOTAL: 180 days 100% 6. Key Performance Indicators during implementation of Services Overall, the Consultant s performance will be evaluated based on the following key criteria: Planning and organizing skill: Identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; Uses time efficiently. Communication skill: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed. Client Orientation skill: Considers all those to whom services are provided to be clients and seeks to see things from clients point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Meets time line for delivery of product or services to client. Quality of deliveries: Professional skill required for delivering outputs will be assessed. Satisfactory and timely completion of tasks and submission of the deliverables within the provision of above explained deliverables and outputs. Upon signing of the contract, a detailed work plan will be prepared by the experts with activities, outputs and performance indicators and to be agreed with the supervisor as implementation follow ups and performance yardsticks UNDP Iraq is kept well informed and consulted on key documents and methodologies before reaching out to stakeholders. Page 4 of 6

5 7. Competencies Corporate Competencies: Demonstrates commitment to the UN s values and ethical standards; Promotes the mission, vision and strategic goals of UNDP; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Treats all people fairly and with impartiality. Functional Competencies: Consistently approaches work with energy and a positive, constructive attitude; Ability to work under pressure and to meet deadlines; Demonstrates excellent oral and written communication skills; Demonstrates openness to change and ability to manage complexities; Self-reliant and able to work as a part of a multi-cultural team in a stressful Professionalism: Shows pride in work and in achievements; is conscientious and efficient in meeting commitments; observing deadlines and achieving results; is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations. Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having twoway communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed. Planning and Organizing: Identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently. Client Orientation: Considers all those to whom services are provided to be clients and seeks to see things from clients point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Meets time line for delivery of product or services to client. Teamwork: Works collaboratively with colleagues to achieve organisational goals; Builds consensus for task purpose and direction with team members; Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position. Technological awareness: Keeps abreast of available technology; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology. Page 5 of 6

6 8. Location: The assignment location will be based in Baghdad at the NGOs directorate premises. 9. Language: Fluency in written and spoken in Arabic and English is required. 10. Reporting: The Consultant will report to the UNDP-Iraq Project Manager (Strengthening Participatory and Accountable Governance Project) and the director of the NGOs Directorate for technical and administrative matters. 11. Office Facilities: The Consultant will work at the NGIs directorate premises and will ensure his own computer and internet facilities. 12. Qualifications And Requirements: Education: - Diploma degree required in computer sciences, IT, or related field Work Experience: - At least 5 years of professional experience relevant to creating software s, database development, and maintenance - 2 years of professional experience in working on MS- Office. - Working experience in delivering training and support staff to maintain and optimize data management. Skills: - Competent in usage of MS Office programmes (MS Word, Excel, PowerPoint) and the Internet; - The candidate should be able to work in hardship conditions; - The post requires considerable cultural and political sensitivity. Page 6 of 6

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