Monitoring Consultant for Civil Society Organisations

Background

The Regional Programme on Local Democracy in the Western Balkans 2 (ReLOaD2)[1] is a continuation of the EU-UNDP partnership and previously supported initiative – ReLOaD1[2], implemented in the four-year period 2017 - 2020.

ReLOaD2 continues to strengthen participatory democracies and the EU integration process in the Western Balkans by empowering civil society and youth to actively take part in the decision making and by stimulating an enabling legal and financial environment for civil society. The programme will be implemented in the following IPA beneficiaries: Albania, Bosnia and Herzegovina, North Macedonia, Kosovo*, Montenegro, and Serbia.

Working across the region, ReLOaD2 will enhance capacities of municipalities and civil society organizations (CSOs) to engage in productive partnerships and contribute to improved service delivery and realization of local priorities in line with development strategies. The total budget of the ReLOaD2 is EUR 12.63 million (USD 15.06 million), while the component for Albania totals EUR 1.2 million (USD 1.4 million). The Project duration is 48 months (2021 – 2024).

ReLOaD2 in Albania works with 11 partner municipalities[3] (six new and five partners from ReLOaD1) and two mentor partner municipalities.[4] The project aims to encourage partner municipalities to mainstream public funding for CSOs in a transparent and development-oriented manner, recognizing local needs and embracing a project-based approach. Also, the project will promote youth engagement, support implementation of youth initiatives and will work on improvement of their economic perspectives in all partner localities.

In Albania, the first public call for CSOs was launched by six ReLOaD2 partner municipalities during November 2021. In this regard, UNDP in Albania is seeking two experienced Local Consultants to deliver monitoring for up to 15 awarded CSOs in three different partner municipalities. A group of three partner municipalities will be assigned to each monitoring consultant from ReLOaD team according to the following arrangement: Group 1 - Kukës, Kavajë, Patos and Group 2- Kamëz, Lushnje, Sarandë.

Purpose

The purpose of this assignment is to support capacity building of the CSOs awarded within ReLOaD2 project and consequently improve CSO service on a local level. The objective of the assignment is to monitor the implementation of CSO projects awarded under the project’ grant scheme and provide on – the – job training to awarded CSOs.

Each consultant will monitor and provide on-the-job training through field visits up to 15 awarded CSOs in three partner municipalities. In April 2022, 14 projects have already started implementation addressing priorities of municipalities in the field such of human rights, gender equality, social inclusion, environment, tourism, youth empowerment and local democracy. Implementation period of the ongoing CSO projects will vary from six to twelve months. Meanwhile, youth dedicated projects are expected to start implementation within September 2022.

[1] https://www.al.undp.org/content/albania/en/home/projects/regional-local-democracy-programme-in-the-western-balkans2--relo.html

[2] https://www.al.undp.org/content/albania/en/home/projects/albania-local-democracy-programme.html

* For the European Union, this designation is without prejudice to position on status and is in line with UNSCR 1244/1999 and the ICJ Opinion on the Kosovo declaration of independence. For UNDP all references to Kosovo shall be understood in the context of the UN Resolution 1244/1999

[3] Partner LGs of ReLOaD2 in Albania: Kamëz, Kavajë, Kukës, Lushnje, Patos, Sarandë,

Five partner municipalities from ReLOaD1 - Elbasan, Korçë, Lezhë, Përmet Roskovec.

[4] Mentor partner municipalities of ReLOaD2 in Albania: Tirana and Shkodra.

Duties and Responsibilities

Scope of work:

Under the overall supervision of the Project Manager the incumbent will be responsible for providing monitoring and on-job training for CSO projects in local communities across Albania. Under this scope of work two monitoring experts will be engaged. The consultant will support the ReLOaD staff and CSOs during monitoring process of 15 projects cca. implemented by CSOs. Awarded projects are implemented in three different localities and will be assigned to each monitoring consultant from ReLOaD team[1]. During the implementation of the awarded CSO projects the consultants will work in line with rules and practices prescribed in the LOD methodology[2].

The consultant(s) will be providing support while performing monitoring visits, including preparation of monitoring reports and review reports prepared by CSOs in accordance with LOD Methodology and ReLOaD Guidelines for implementation of projects. The assignment will include the following:

Preparing a work plan for the assignment;
Performing monitoring visits in approx. 15 awarded CSOs in partner municipalities:

First group: Kukës, Kavajë, Patos, and

Second group: Kamëz, Lushnje, Sarandë.

Note: consultant will be part of combined monitoring team together with ReLOaD and representatives from a partner municipality. After the visits the consultant prepares monitoring report in accordance with the templates;

Prepare and submit monitoring reports for CSO projects;
Reporting - monitoring expert will prepare a final report for the assignment, including the further needs of CSOs for the next public call for CSOs.

Preparing a work plan for the assignment

The consultant will work closely with the project team for the preparation of a work plan of monitoring visits prior to field trips. The plan will be shared and agreed with ReLOaD team before it is considered final. In case there will be a need to adjust the plan during the related period, the consultant will execute agreed changes in close communication the project team. In order to prepare the action plan, several project documents will be consulted such as: LOD Methodology, Guideline for implementation of projects, Guideline for communication and visibility, Low Value Grant Agreement (LVGAs), CSOs project proposals, budget, activity plan, logframe and other documents that might be relevant for the task.

The time foreseen for this task is 1 day.

Perform monitoring visits and prepare monitoring reports in awarded CSOs

The consultant will join monitoring team composed by representative from municipalities and ReLOaD staff (if and where is necessary) to perform monitoring visits to awarded CSOs.

2.1 Monitoring consultant will primarily be responsible for monitoring of implementation of 15 cca. CSO projects in three different localities: First group: Kukës, Kavajë, Patos and second group: Kamëz, Lushnje, Sarandë).

2.2 Monitoring visits to be conducted with representatives of awarded CSOs, representatives from municipalities and if and where necessary with respective UNDP representatives. Monitoring sessions are envisaged to ensure utilization of ReLOaD2 project rules and regulations in financing and implementing CSO projects.

2.3 Provide guidance to awarded CSO representatives in relation to project implementation. Recognition and definition of potential risks and importance of mitigation measures will be also covered through the monitoring sessions as well as proper definition of objectively verifiable indicators.

2.4 Ensure that all relevant concerns, raised by CSO representatives, are properly addressed and the contract between the CSO and UNDP fully respected.

It is expected that the Monitor consultant will perform up to three monitoring visits to each CSO project. The monitoring visits include financial and program monitoring, collecting data and information from: existing reports submitted by CSOs and baseline information from project proposals. The Consultant could be asked to do site visits monitoring of events or trainings during CSO project implementation.

The Monitoring consultant will consult and seek approval of the Project Manager while planning monitoring visits.

Travel for monitoring visits, will be arranged by the consultant.

The time foreseen for this task is 20 days.

Prepare and submit monitoring reports

After each field visit the consultant will prepare monitoring reports as foreseen in the LOD Methodology. Templates for preparation of monitoring visit reports are part of strategic documents of ReLOaD and will be shared with consultants.

Reports are to be submitted timely, not later than 24 hours after the monitoring visit takes place. In total the Monitoring Consultant is expected to visit/monitor each CSO up to three times and prepare up to 45 reports. In case that Consultant visits events or trainings the report could be sent by email to ReLOaD2 Project Manager.

Field monitoring report will include in detail qualitative and quantitative data and will include following information:

3.1 General info about the CSO and the project that is being implemented,

3.2 Details about project activities, programmatic development of project, indicators achieved as per signed contract between UNDP and a CSO and approved project application,

3.3 Details about all financial spending and procedures in place,

3.4 Identify risks including overall project risk assessment and propose measures for mitigation of risks.

The time foreseen for this task is 7 days.

Reporting

Upon the completion of the tasks assigned, the monitoring experts will prepare an intermediate report and a final report that will include but will not be limited to: description of situation in CSOs monitored, main findings and challenges for CSOs, including capacities to prepare reports, collaboration with local governments, impact of the projects etc. All data presented should be segregated by gender. The draft report should be submitted to the ReLOaD team, in English and Albanian language (MS Word electronic version), and the final version must take in consideration all comments provided prior to the acceptance. Reports will include all foreseen deliverables and final recommendations provided by the consultant.

The time foreseen for this task is 2 days.

Deliverables and timelines

The consultant is responsible for the following deliverables:

Deliverables (outputs)

Deadline and level of effort

Work plan for the assignment prepared; 20 monitoring visits organized, 20 monitoring reports prepared, submitted, and accepted, an intermediate report with findings and recommendations prepared.

15 December 2022

(15 days)

20 monitoring visits organized, 20 monitoring reports prepared, submitted, and accepted, a final report with findings and recommendations prepared.

15 May 2023

(15 days)

[1] First group: Kukës, Kavajë, Patos and second group: Kamëz, Lushnje, Sarandë.

[2] Methodology for allocation of public funds to civil society organisations https://eulocaldemocracy4wb.org/webroot/files/Documents/LOD_Methodology%202015_Eng.pdf#:~:text=The%20LOD%20methodology%20aims%20to%20focus%20municipal%20spending,project%E2%80%93based%20approach%20to%20public%20funding%20disbursement%20to%20CSOs.

Competencies

a. Corporate Responsibility and Teamwork:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Plans, prioritizes and delivers tasks on time;
Strives for and promotes excellence in performance continually;
Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
Generates ideas and seizes opportunities to support corporate strategic objectives.

b. People Skills:

Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
Recognizes and responds appropriately to the ideas, interests, and concerns of others;
Builds trust and engenders morale by displaying open, transparent and credible behavior;
Respects individual/cultural differences; utilizes diversity to foster teamwork;
Ensures others’ understanding of, involvement in, and adaptation to a change process.

c. Partnering and Networking:

Communicates sensitively and effectively across different constituencies;
Ability to work as a member of a team as well as work autonomously.

d. Results-Orientation:

Plans and ensures quality results to meet established goals.

e. Communication:

Formulates written information clearly and persuasively;
Shares information openly with co-workers and partners while using discretion to protect confidences;
Presents information in a clear and articulate manner.

f. Job Knowledge and Expertise:

Strong analytical skills;
Advanced writing skills;
Proven skills in conducting researches, interviews, and reporting;
Conceptual and practical knowledge of policy development, with specific focus on public budgets;
Ability to review data, identify and adjust discrepancies;
Good knowledge of administrative rules and regulations regarding civil society sector;
Executes day-to-day tasks systematically and efficiently;

Initiative and sound judgment.

Required Skills and Experience

Education

Master’s degree in public policy, project management, economy or a related social science field.

Experience

At least 5 years of relevant and proven professional experience in monitoring and evaluation and project management. Experience in EU funded project will be considered an asset,
At least 3 years of relevant and proven professional experience in working with civil society and/or local governments,
Knowledge of project cycle management (previous experience with UNDP is an asset),
Experience in usage of MS Office (MS word, Excel, and PP, etc.).

Language Requirements

Fluency in written and spoken English and Albanian.