NATIONAL INDIVIDUAL CONSULTANCY PROCUREMENT NOTICE Date: 03/09/2012 Country: Rwanda Description of the assignment: Capacity and Needs assessment analysis for the Ministry of Natural Resources Post Title and Level: National Consultant Delivery address: Registry Unit, UNDP Rwanda, P.O. Box 445, 12 Avenue de l'Armée, Kigali, Rwanda, Attn: Head of Procurement Unit, not later than Tuesday 18 September 2012, Time: 12h00 - Kigali Rwanda local time. All interested and qualified national individual consultants may download the Individual Consultants Notice/Request for Proposal and Terms of Reference documents from UNDP Rwanda website at: http://www.undp.org.rw/procurement%20notices.html Any request for clarification must be sent in writing, or by standard electronic communication to the address or e-mail indicated above. UNDP Rwanda will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants. 1|Page 1. BACKGROUND The Environment and Natural Resources (ENR) sector is diverse, encompassing the following sub-sectors: Environment, Lands, Water Resources Management Mines and Forestry. The management and rational utilization of ENR directly contributes to optimal performance and productivity of other key sectors including health, agriculture, industry, energy, tourism, housing, macroeconomic management, gender and social development, etc and as such serves as a principle anchor for national sustainable development. Thus, the sector is critical in supporting livelihoods of Rwandans particularly in terms of food security and employment and as such serves as a key input towards poverty reduction generally and rural poverty in particular. This is also the rationale for inclusion of the ENR sector in general and the environment in particular as both a sector and a cross cutting issue within the Economic Development and Poverty Reduction Strategy (EDPRS). The sector is overseen by the Ministry of Environment and Natural Resources (MINIRENA) which is responsible for policy formulation and guidance. Implementation of sector priorities is undertaken by various sub-sectors organized in two clusters. Environment and Climate Change priorities are primarily under the mandate of Rwanda Environment Management Authority (REMA) on the one hand. On the other hand, land, Forestry, Water resources and Mines have all, in recent government restructuring; come under the mandate of the Rwanda Natural Resources Authority. The Government of Rwanda is currently drafting the EDPRS 2 and priorities for the sector have been set and agreed by government and all relevant stakeholders. The Ministry is entrusted with taking the lead in finalizing the sector contribution and to oversee the implementation of EDPRS 2. This will require additional support throughout the duration of EDPRS 2 in the form of specific technical assistance at strategic level. In response to a request made by the Ministry of Natural Resources the consultancy shall assess the Ministry’s capacities to fulfill its mandate (the organizational level) but also cover also the broader enabling environment in which the Ministry operates under the Sector Wide Approach (SWAp). 2. Objectives of the Assignment The primary objective of the assignment is to conduct a capacity needs assessment of the Ministry Natural Resources and Environment The report will provide a baseline for future programming and UNDP project formulation foreseen before end 2012. UNDP support is likely to take the form of an institutional support program to the Ministry. 2|Page The assignment should lead to tangible recommendations and propose areas to be strengthened to allow the Ministry to better design capacity building programs for the Ministry. In essence, 2.1 Specific objectives Identify performance challenges that hinder effective performance of the Ministry of Natural Resources and Environment ( MINIRENA) Identify skills and competencies required for effective performance of MINIRENA Identify capacity gaps at different levels in MINIRENA Identify capacity gaps in MINIRENA that could hinder the implementation of SWAp Identify priority areas for capacity enhancement; Take stock of what skills are available in the organization and compare with what the organization has to achieve; Identify defective systems in the management of the organization 3. Scope of Work: 3.1. Capacity needs assessment The capacity needs assessment should cover the following elements. Overview of current mandate and projected strategic areas of the EDPRS 2 1.1.2 Outline a possible human resource development plan for the Ministry 1.1.3 Propose a Technical assistance plan and mapping for the Ministry 3.1.4. Provide a clear guidance on the design of a Single Project Implementation Unit and related capacity needs. 3.1.5. Conduct an analysis of the support to the SWAp Secretariat and coordination of the Environment and natural resources sector 1.1.1 4. DUTIES AND RESPONSIBILITIES The scope of this assignment is limited to the Ministry of Natural resources and Environment as an Institution. The assignment shall be comprehensive and consultative. The consultation shall involve both internal and external clients. The assignment shall look at all critical areas and functions of the Ministry and identify gaps. 4.1 Tasks Analyze the mandate, mission, vision, and strategic objectives of the Ministry of Natural Resources Analyze current and future organizational activities and make recommendations; 3|Page 3. Study the operations of Human Resource Management unit and make recommendations; Study the operations of the Resource centre and make recommendations; Study and analyze the current structure and systems and make recommendations; Analyze and evaluate the current Human Resource situation of the Ministry; Identify key skills and competencies required for effective functioning of the Ministry; Identify key skills and competencies required for effective implementation of the Sector Wide Approach and Single Implementation Unit; Identify key skills and competencies required and specific categories of staff; and numbers required for effective and efficient delivery of services; Identify skill and competency gaps; Make recommendations on appropriate categories of staff for the programme; Assess the available logistics and make recommendations; Carry out comprehensive capacity building needs assessment; Organize a workshop to validate a draft report; Make a final report on capacity needs assessment highlighting capacity gaps, analysis, recommendations, conclusions ; Develop a capacity building programme for the EDPRS 2 period Develop M&E framework with indicators to monitor and evaluate the progress on the implementation of the developed capacity building programme of the ENR sector Methodology The appropriate methodology to be used will be suggested by the consultant in a proposal, but should, at the minimum, provide for adequate participation of key stakeholders in the ministry of natural resources and affiliated agencies. It should also include a significant element of qualitative analysis, evidence based findings and an emphasis on making clear recommendations based on thorough, objective analysis that have substantively relied on the Ministry’s needs and gaps. The methodology can be built across the following three core issues: 1) organizational policy and procedures; 2) human resources management; 3) technical capacity development; 4|Page 4. Expected Outputs and deliverables Deliverables Time Frame/weeks Outputs reviewe and Approved by Submission and the acceptance of an inception report detailing the work-plan, literature reviewed, stakeholders to be met, checklist and questionnaires, reports to be produced and show how the Consultant (s) intends to carry out the assignment within a week of signing the contract One week UNDP Head of and after contract Environment signature Poverty reduction Unit Submission and the acceptance of the 4 draft copies reports, to be validated by MINIRENA and UNDP 2 weeks after UNDP Head of st the 1 draft Environment and submission Poverty reduction Unit Submission and the acceptance of the 4 final copies report 1 weeks TOTAL 5. UNDP Head of Environment and Poverty reduction Unit 4 weeks Institutional Arrangement The contractor will be directly supervised by and will be reporting to the UNDP Head of Poverty reduction and Environment Unit. 6. Duration of work Period of assignment: 4 weeks staring from the date of contract signature by both parties 7. Duty Station The Contractor duty station will be Kigali, capital of Rwanda, but he/she will be sometimes required to travel upcountry where the project has its activities. 8. Requirement for qualification and experience 5|Page Candidates must demonstrate the following qualifications and experience o MSc in Social Sciences, Economics, Human Resources or in a relevant field such as Development Economics, Environment Management, Public Finance, Natural Resources Management, etc.; o Minimum five years’ work experience in related fields such as strategic planning, Monitoring and Evaluation including considerable experience in capacity building assessment and analysis; o Proven understanding of ongoing processes such as EDPRS and sectoral policies; o Experience in institutional coordination and harmonisation; o Fluency in English and/or French (preferably both). 9. Key Competencies: o Strong interpersonal skills with ability to work under pressure and to establish and maintain effective work relationships with people of different backgrounds; o Ability to take initiative and to work independently, as well as part of a team; o Proven capacity to organize and facilitate workshops and meetings; o Excellent communication skills, reporting with ability to express ideas clearly, concisely and effectively, both orally and in writing; o Computer literacy in full Microsoft Office Package and web browser capability. 10. Scope of price proposal and schedule of Payment Proposals must be expressed in lump Sum Amount which must be all –inclusive. All costs (professional fees, travel costs, living allowances, communications, consumables, etc) that could possibly be incurred by the contractor, must be factored into the final amounts submitted in the proposal. Note that the contract price is fixed regardless of changes in the cost component. Payment shall therefore be made according to the following deliverables: Thirty per cent (30%) after the submission and the acceptance of the Inception report; Thirty per cent (30%) after the submission and the acceptance of the draft report; Forty per cent (40) after the submission and the acceptance of the final report. 11. Travel: In case there is travel involved, all envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. 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. 6|Page 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 10 and Individual Consultant, prior to travel and will be reimbursed. 12. Recommended presentation of Offer The Contractor offer must be composed by the following documents: a) Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP attached to this notice; b) Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email 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 he/she will approach and complete the assignment; d) Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP. 13. Evaluation The offer will be evaluated by using the combined scoring method. Technical proposal will be evaluated on 70%. Whereas the financial one will be evaluated on 30%. Below is the breakdown of technical proposal on 100% which will be brought to 70%. Criteria Weight Max. Point Technical Master’s degree in a relevant 10 % field such as Economics, Development Economics, Environmental Economics ,Public Finance, Natural Resources Management, from a recognized University Minimum 10 years work 15 % experience in related fields such as Poverty Reduction Strategies, policies, Monitoring and Evaluation and strategic 7|Page 10 15 planning, and more specifically, the suitable candidate should have significant experience in capacity building analysis and assessment Proven experience in 20% consultancy for public institutions with research working with Ministries of planning and/or environment is highly desirable, especially knowledge of leading policy frameworks and new directions Adequate methodology and 50% work plan Fluency in English or French 5% 20 50 5 and a working knowledge of one of the other language TOTAL 100% 100 ANNEXES ANNEX 1- TERMS OF REFERENCES (TOR) ANNEX 2- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS ANNEX 3- P11 Janvier Wussinu Deputy Country Director – Operations 8|Page