Консультант(ка) з координації організації та проведення Щорічного форуму молодіжних працівників та молодіжних центрів

Country/duty station: Ukraine, Kyiv

Starting date of assignment: July 2024

Duration of assignment / or end date (if applicable): December 2024

Deadline: 08-Jul-24 @ 07:00 AM (New York time)

Through this assignment, UNDP seeks the services of a qualified Individual consultant to coordinate the preparation, organization, and implementation of the Annual Youth Worker and Youth Centers Forum. This includes ensuring effective collaboration among partners, developing a comprehensive and inclusive agenda, and successful coordination of the event execution. This forum will be led by the Ministry of Youth and Sports of Ukraine in partnership with the All Ukrainian Youth Center, supported by UNDP in Ukraine and other international partners. The Forum aims to engage community leaders and experts in youth policy and development to discuss and strategize on youth engagement and empowerment. It serves as a platform for exchanging experiences, fostering effective collaboration among alumni of the Youth Worker Program and other youth policy professionals, and facilitating communication among youth workers, international experts, and representatives of governmental and non-governmental organizations.

• DESCRIPTION OF RESPONSIBILITIES/SCOPE OF WORK AND EXPECTED DELIVERABLES

The Consultant shall perform the following tasks:

Deliverable #

Task description

Envisaged Deadline for deliverable

Deliverable 1

Development of the programme and list of speakers:

• In coordination with MYS, AUYC and UNDP prepare and participate in expert discussions with key stakeholders and target audiences of the Forum to gather expectations, ideas, and proposals to develop Forum programme.
• Based on the inputs from expert discussions summarize and agree on proposals for the programme and develop a detailed draft concept, format, and programme for the Forum.
• Summarize and agree on role of each partner of the Forum, with clear functions and responsibilities/commitments listed, as well as a focal contact from each partner organization, preliminary appointed and informed by each partner organisation.
• Propose and compile a list of potential speakers, panellists, and experts based on suggestions from partners.

Outputs:

• A detailed plan and schedule for expert discussions is prepared and shared with and approved by MYS, AUYC, UNDP. At least, 3 expert discussions are prepared and held, and notes are shared with UNDP, MYS and AUYC.
• Forum concept of at least 3 pages (Times New Roman 11, Ukrainian) that covers information on forum goals, objectives, formats, thematic blocks and expected results is developed and shared with UNDP, MYS, AUYC and other relevant partners who co-organize the Forum
• Forum programme (first draft and final version) that includes information on panels/sessions, timing and speakers and logistical information is prepared and shared with UNDP, MYS, AUYC and other relevant partners who co-organize the Forum
• Partners and their commitments are listed in the format of table with the supporting email from each of the partner.
• List of proposed speakers, panellists, and experts including contact information, bio is developed and agreed with UNDP, Ministry of Youth and Sports and other international partners, who are supporting the Forum.
• A table with status of confirmations from speakers’ participation is prepared and regularly updated throughout the preparation period.

6 weeks from the start of the contract

Deliverable 2

Coordination of Forum communication strategy development

• In coordination with AYUC contribute to creation of communication strategy for the event, consisting of content-plan, design-vision for the Forum with a timeline for all communication activities leading up to the event.
• Ensure that design and production of all promotional materials (flyers, posters, banners, etc.) is aligned with the set deadlines. Design and production of all promotional materials is to be organised by a designer appointed by the UNDP or other partners of the Forumand all the related information will be provided to the Consultant by the UNDP.
• Support communication with the selected participants up to the event, including designing the infopack and preparation of the logistics note for the participants and speakers of the Forum.
• Archiving of all final versions of design and communication materials in the cloud of UNDP.

Outputs:

• Communication strategy in the format of Word-document with clear indicators and deadlines are sent to MYS, AUYC, UNDP and other partners of the Forum.
• Infopack and logistic note is developed and further stored at UNDP cloud. UNDP will provide the Consultant with an access to the cloud storage.
• All promotional materials (design versions) are stored on the storage cloud of the UNDP.

8 weeks since the start of the contract

Deliverables 3

Provision of the logistical support

• In coordination with UNDP Project Associate provide support for the necessary logistics which will be covered by UNDP and/or other international partners.
• Prepare draft list of required logistical services as needed for the Forum organisation which includes information on areas of responsibility of each partner including UNDP for the further procurement by UNDP and/or other international partners.

Outputs:

• One (1) list of required logistical services which includes information on areas of responsibility of each partner (up to 7 pages Times New Roman 11, in Ukrainian) prepared and accepted by the UNDP.
• Excel checklist of the tasks, roles and deadlines is created and shared with UNDP, MYS, AUYC and other relevant partners.

3 weeks after completion of Deliverable 2

Deliverable 4

Coordination of the Annual Youth Worker and Youth Centers Forum preparation and conducting:

• Maintain continuous coordination, communication, and agreement with the Ministry of Youth and Sports of Ukraine, the All-Ukrainian Youth Center, UNDP in Ukraine, and relevant stakeholders, both national and international.
• Create and manage databases, files, and documents necessary for the operational management of the preparation process.
• Participate in meetings, join all forum-related communication channels, prepare letters and meeting summaries.
• Process and provide all participants with relevant information, maintain ongoing communication with partners, and perform other coordination tasks as needed.

Outputs:

• At least eight (8) coordination meetings with key stakeholders prepared and organized and notes shared with UNDP, MYS, AUYC and other co-organizers of the Forum.
• A database with contact details, roles, and responsibilities of key stakeholders prepared and shared with UNDP, MYS , AYUC and other relevant partners (an Excel document with relevant information in Ukrainian).
• Minutes and/or summaries of all external meetings are prepared and shared with UNDP (up to 2 pages for each meeting, Times New Roman 11, in Ukrainian).

• November 2024

Deliverables 5

Annual Youth Worker and Youth Centers Forum implementation and completion, and development of final report

• Join the main organizational team of the forum.
• Execute tasks assigned by the head of the organizational team (to be appointed by MYS and AUYC) related to the implementation of the forum on-site.
• Coordinate with coordinators of each panel/discussion designated by MYS, AUYC and Forum partners and other technical specialists.

Outputs:

• Forum participants registration form is collected and stored at UNDP cloud.
• Post-event Final report of at least 8 pages, Times New Roman, 11 Font, in Ukrainian summarizing outcomes of the Forum, new emerging partnerships, commitments and areas for improvement is produced by the Consultant, submitted to and accepted by the UNDP. Final report should be submitted to UNDP no later than 6 December

December 2024

MONITORING/REPORTING REQUIREMENTS:

The Consultant shall report to the Civil Society Project Coordinator. The payment 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.

The Consultant shall provide the necessary information and reports according to a preliminary determined schedule or as soon as possible (within a reasonable period of time). UNDP will be the ultimate authority to control the quality of work results and assess the Contractor’s performance during the assignment.

All reports should be transmitted to UNDP electronically (formats of: * .docx, * .xlsx, * .pptx, * .pdf) on the electronic source or in the form of electronic communication with the attached final product in the Ukrainian language.

5.EXPERIENCE AND QUALIFICATIONS REQUIREMENTS:

Educational background:

• At least Bachelor’s degree in management, economics, law, social science, humanities, or a related field.

Relevant professional experience:

• At least two (2) years of experience in the coordination or management of initiatives related to youth participation, inclusion and/or human rights.
• At least two (2) years of experience in organizing large-scale multistakeholder events and coordination with multiple partners and stakeholders
• At least three (3) examples/samples/brief overview with links to communication/website (if available) of the large-scale national or regional events that were directly organized by the applicant and/or co-organized by the applicant in the past (to be included in the respective CV section or prepared as a separate document/provided by links);
• Proven experience of relevant work with the UN Agencies in Ukraine and/or Government Bodies of Ukraine will be considered as an asset;
• Proven experience with Youth Worker Programme, youth policy development and/or Ministry of Youth and Sports of Ukraine will be considered as an asset;

Language skills:

• Fluent writing, editing and oral communication skills in Ukrainian. Working knowledge of English would be considered as an advantage (the information should be clearly reflected in an applicant’s CV confirmed by the examples/samples/brief overview of the documents produced by the applicant as provided for the professional experience requirement).

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS:

Applicants shall submit the following required documents:

• Personal CV, including information about experience in similar projects / assignments, as well as the email and telephone contacts of at least two (2) professional references.
• Financial proposal as per the form provided with tender.
• At least three (3) examples/samples/brief overview with links to communication/website (if possible) of the large-scale national or regional events that were directly organized by the candidate in the past (to be included in the respective CV section or prepared as a separate document/provided by links).

FINANCIAL PROPOSAL:

Lump sum contract

• Breakdown of costs must present the total cost of professional services with an indication of number of the working days and the Consultant’s/Expert’s rate per day;
• Breakdown of the lump sum amount per deliverables defined in this ToR Section 3.

NOTE: the currency of the proposal shall be UAH. UNDP will enter into a contract with the selected national individual contractor in UAH, and payments will be made accordingly in UAH.

The payments shall be arranged upon acceptance of the deliverables based on the forecasted quantity of working days needed for the assignment, quality control and recommendations.

In particular, the payment schedule will be as follows:

Deliverable 1

30%

Deliverable 2

10%

Deliverable 3

10%

Deliverable 4

30%

Deliverable 5

20%

Total

100%

Travel costs

Should any travel be necessary in connection to this TOR, UNDP will reimburse the expenses based on the duly authorized travel details, including travel and per diems. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Other costs: UNDP also will cover other costs in relation to the Forum organization (logistics, translation, etc), therefore, Consultant should include costs only directly related to his/her professional services/work and producing deliverables specified in the ToR.

• EVALUATION CRITERIA

Educational background – 15 points max:

• Minimum required: Bachelor’s degree in management, economics, law, social science, humanities or a related field

(10 pts – Bachelor’s degree; 12 pts – Master’s degree (or equivalent); 15 pts – PhD degree);

Relevant professional experience – 47 points max:

• Minimum required: At least two (2) years of experience in the coordination or management of the initiatives related to youth participation, inclusion and/or human rights

(11 pts – 2 years; 12 pts – 3-4 years; 15 pts – 5 years and more);

• Minimum required: At least two (2) years of experience of organizing large-scale multistakeholder events and coordination with multiple partners and stakeholders

(10 pts – 2 years, 12 pts – 3-4 years, 14 pts – 5 years and more);

• Minimum required: At least three (3) examples/samples/brief overview with links to communication/website (if available) of the large-scale national or regional events that were organized by the applicant and/or co-organized by the applicant in the past (to be included in the respective CV section or prepared as a separate document/provided by links)

(11 pts – 3 examples; 12 pts – 4-5 examples; 14 pts – 6 examples and more);

• Proven experience of relevant work with the UN Agencies in Ukraine and/or Government Bodies of Ukraine will be considered as an asset

• pts – no experience; 2 pts – available experience);

• Proven experience with Youth Worker Programme, youth policy development and/or Ministry of Youth and Sports of Ukraine will be considered as an asset

(0 pts – no experience; 2 pts – available experience);

Language skills – 8 points max:

• Minimum required: Fluent writing, editing and oral communication skills in Ukrainian. Working knowledge of English would be considered as an advantage (the information should be clearly reflected in an applicant’s CV confirmed by the examples/samples/brief overview of the documents produced by the applicant as provided for the professional experience requirement)

(7 pts – Fluent writing, editing and oral communication skills in Ukrainian;

8 pts – Fluent writing, editing and oral communication skills in Ukrainian and working knowledge of English).

Maximum available technical score – 70 points.

• EVALUATION METHOD:

Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

• a) responsive/compliant/acceptable, and

• b) having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

• Technical Criteria weight: 70%

• Financial Criteria weight: 30%

Only candidates obtaining a minimum 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation.

rThe maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer. After successful completion of the validation interview the offeror will be awarded a contract.

More information: https://procurement-notices.undp.org/view_negotiation.cfm?nego_id=21192