Special Skills Expert (SSE) for Ministry of Foreign Affairs and International Cooperation (MoFA&IC)

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

Successful implementation of the 2018 Revitalized Agreement on the Resolution of the Conflict in the Republic of South Sudan (R-ARCSS) provides a better opportunity for the Revitalized Government of National Unity (RTGoNU) to carry out reforms skilfully, structurally, systematically, symbiotically and synthetically in financial public institutions. This will necessitate the placement of public servants with the capacity to allow the effective and efficient delivery of peace dividends to positively impact for welfare of over 12.58 million people of South Sudan. Early support and leveraging coordinated partnerships are needed urgently during the transitional period with a concentration on delivery capacity of Change Agents (CAs) in the Ministry of Foreign Affairs and International Cooperation (MoFA&IC) mentored by Special Skills Expert (SSE) on international diplomacy, foreign policy, diplomatic and consular services. This will include assessing, analysing, deciding, planning, organizing, training, staffing, leading, controlling, performing, evaluating, redressing the fundamentals of international diplomacy, foreign policy and diplomatic sector.

The objective of the Governance and Economic Management Support Project (GEMS) of UNDP is to support the effective implementation of the R-ARCSS and improve economic management by:

• Strengthening the capacity of key national institutions for effective and accountable implementation of the R-ARCSS and reforms.
• Bolstering key economic governance and accountability functions with attention on Chapter IV of the R-ARCSS.
• Establishing a consistent and structured platform for advancing policy dialogue and mutual accountability on implementation of the R-ARCSS, and
• Providing a platform for south-south cooperation where development partners bring their expertise and experiences to bear on the implementation of the R-ARCSS priorities.

The core objective of assigning SSE is to develop and backstop the institutional capacity of the MoFA&IC of R-TGONU to successfully direct the peace and development process with effective reforms of South Sudanese diplomacy as guided by clear vision, specific mission, ethical values and strategic plans for scoring on the following core objective:

• To Strengthen the functional capacity of the government through trained skills for professional public servant and practical implementation of Chapter I, IV and related provisions of R-ARCSS on reforms of Public Institutional Management (PIM) based on coordinated dialogue, leadership ideals and good governance.

This objective relates to design of activities that support government institutions to operate cohesively, integrally and technically with adherence to public service honesty, transparency, accountability, participation, inclusivity and diversity. It has to be measured by the impact of the improved quality of diplomatic service in line with legal principles, regulatory framework, operational policies, division of labour, code of ethics, human resource development and devolution of powers. The MoFA&IC is a key National Institution for coordinating all these in the diplomatic fronts with links to Presidency, Ministries, Departments and Agencies (PMDAs) of the RTGoNU.

Duties and Responsibilities

• The SSE shall support the MoFA&IC with detailed technical capacity building and institutional reforms in accordance with R-ARCSS and reviewed laws/regulations, channelled in accordance with the identified needs for Directorate of Bilateral Relations, Directorate of Multilateral Relations, Directorate of International Cooperation, Directorate of Consular Affairs, Directorate of Protocol and Public Relations, Directorate of Political Affairs, Directorate of Planning and Research, Directorate of Administration and Finance, and Institute of Diplomatic Studies and Training:
• Empowerment of Institute for Diplomatic Studies to be the center of programming the training curriculum for capacity building for ambassadors, diplomats, attachés and unclassified staff in collaboration with the Department of International Training, Education, Science and Technology of MoFA&IC. The Institute shall identify, develop, analyze, monitor and evaluate the expertise and the final assessment of the progress of the designed training modules, workshops, seminars, and in-service coaching/mentoring. The institute shall develop a three-year general course for junior diplomats and administrators of MoFA&IC, including ITC capacity for virtual lectures on diplomacy and foreign policy.
• Development of managerial and leadership skills in human resource, administration, finance, data base, filing system and archives records that are related to diplomatic and consular services and guided by with international law and regulations¾established norms, protocols, conventions, treaties, etc. These shall include diplomatic documents drafting, taking points drafting, minutes taking, report-writing, speech writing and statements delivery skills.
• Professionalization of communication skills of the staff through training in English language proficiency and other international languages with improved analytical writings, computer applications and handling of technical equipment that are necessary for facilitating professional conduct of diplomacy and consular services. These shall be enhanced by modernly equipped library with relevant materials (books, journals, magazine, etc.) and computer lab for wider electronic access. These shall be enhanced by efficient communication network in the main buildings of MoFA&IC, which can connect to heavy duty multipurpose printers linked to a Local Area Network (LAN) under secured internet system with high speed and website.
• Design holistic orientation and security training for safeguards of diplomatic personnel, buildings and communication (e.g., document decoding system for safeguarding correspondences and cables between the headquarters and diplomatic/consular missions abroad), especially for heads of missions and other diplomats/attachés and their spouses before posting abroad in different stations. The orientation shall be guided by the reviewed Diplomatic and Consular Services Act, 2011, Diplomatic and Consular Handbook, Code of Ethics and Directory.
• Skills training for capacity building of MoFA&IC shall be approached on three levels¾basic level for junior diplomats and attaches; intermediate level for senior diplomats and advanced level for newly appointed ambassadors. It shall be conducted in accordance with harmonized Strategic Plan (2020 – 2025) of MoFA&IC with R-ARCSS and revisited Vision 2040, emphasizing on reforms within the new trends of foreign policy. It shall be delineated in accordance with updated organizational structure (organogram) with clear line of bureaucratic authority and division of mandated duties/rights. It shall adopt affirmative action for less included nationals in the face of diplomacy of South Sudan with gender mainstreaming.
• The SSE shall provide policy advice and assist in organizing annual Forum of Heads of Missions abroad and Directors-General at Headquarters of MoFA&IC building consensus on foreign policy and diplomacy of South Sudan with informed technical understanding of government’s decision-making processes based on conferred powers, functions and responsibilities by R-ARCSS and the Law.
• The SSE shall train, coach and mentor the staff of the MoFA&IC on all the above with coordinated facilitation and recommendations from the Council of Ministers and related specialized Commissions, Authorities and Independent Mechanisms.
• The SSE and CAs shall be provided with efficient work facilities (computers, printers, internet service, and stationeries) through GEMS Project budget while the Ministry provide offices space with power during workhours.
• The SSE shall work under the overall guidance and supervision of the Minister of MoFA&IC in coordination with GEMS Project Manager.

Deliverables:

• Inception Report and initial workplan (10 days after contract commencement).
• Bi-monthly workplan and report of previous period (2 months after contract commencement and every two months following).
• Draft Final Report on the results/finding and recommendations (one month prior to end of contract).
• Final Report on the results/finding of the assessment and recommendations for future interventions (Revised draft incorporating the feedback from stakeholders) (one week prior to end of contract). This is to be presented to stakeholders for validation

Competencies

Identifying and Building Strategic Consensus with Collegial Partnerships:

• Establish effective networking with PMDAs and partners in seizing opportunities of building strategic alliances relevant to mandate of RTGoNU as provided in article 1.2 of R-ARCSS and with special focus on governance reform agenda during transitional period.
• Contextualize assistance with fast-tracked coordination of decision-making and directives for administrative delivery of diplomatic and consular services, using efficient tools necessary for supporting capacity building of the public sector with international partnerships in accordance with Sustainable Development Goals (SDGs).

Innovating and Developing Good Governance Strategies, Plans and Regulations:

• Coordinate harmonization of legislative framework, institutional policies, strategic plans, and work plans with well-studied knowledge sharing flatforms on diplomatic and consular services and continuous diplomacy, foreign policy and international Cooperation development.
• Adopt new approaches of international diplomacy with broader range of perspectives in developing innovative proposals for meeting the contemporary foreign policy and diplomatic standards.
• Create conducive work environment and team spirit, which fosters innovative collective thinking through the reformed governance institutions in the public sector.

Creating Impact through Sustainable Peace and Holistic Development Dividends:

• Develop leadership and administrative skills of developmental analyses of foreign policy information on potential bilateral and multilateral cooperation with national counterparts to recommend strategic approach for mutual benefits and accountability.
• Compile comparative lessons learned on human capacity development and foreign policy strategy of managing the international diplomacy in accordance with inculcated fundamentals of good governance and developmental power discharge.

Promoting Institutional Training, Technical Expertise and Knowledge Sharing:

• Prioritize continuous training, coaching and mentoring of diplomats/attachés with efficient use of contemporary computerized tools and mechanisms of international diplomacy .
• Enhance effective planning, presentation and report-writing skills with strong analytical and strategic resilience in advanced professional diplomats and international diplomacy specialization.
• Demonstrate comprehensive skilful knowledge and competence in information technology and strategic communication in foreign policy conduct with efficiency and accountability.

Organizational Awareness:

• Promotes the mission, vision and strategic goals of MoFA&IC
• Demonstrate corporate knowledge and sound judgment; understands the structure and hierarchy of MoFA&IC and process flows throughout the ministry.

Working in Teams:

• Act as a team player and facilitating teamwork.
• Works collaboratively with colleagues inside MoFA&IC as well as the partners and other stakeholders to pursue common goals.

Communicating Information and Ideas:

• Facilitate and encourage open communication in the team, communicating effectively.
• Deliver verbal/written information in a timely, clear, organized and easily understood manner.
• Strong communication skills and the ability to listen and take direction and leadership from others.

Self-Management & Emotional Intelligence:

Create synergies through self-control, tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively.

Required Skills and Experience

Academic Qualifications:

• Master’s degree or Advance degree in relevant fields of diplomatic, international relations, international law, law, political science, communication, information, etc.) is required with over 5 years of experience or bachelor’s degree in relevant fields with over 10 years of experience in government institutions.

Experience:

• A minimum of 10 years of professional working experience in relevant fields related to international diplomacy and foreign policy is required;
• A minimum of 5 years working in international cooperation, diplomatic and consular services sector is required;
• Proven experience in organizing and managing international events and workshops is desirable;
• Strong background in planning, foreign policy designs, professional leadership, intra government relations, inter-departmental coordination and mastery of international diplomacy is fundamental.
• Proven ability to work under pressure with tight deadlines, and to deliver in a timely manner within cost and quality standards;
• Proficiency and proven experience in the use of Microsoft Office suite (e.g. Word, Excel, Power Point) is required. Proven experience in the development infographics, online surveys, presentations, organization of webinars would be an asset;
• Ability to establish priorities and to plan, coordinate information collection and monitor own work plan;
• Ability to work, establish and maintain strategic partnerships with government institutions, donors, civil society partners and other UN agencies.
• Experience in capacity development and coaching of junior diplomats and attaches; senior diplomats and newly appointed ambassadors, especially in practicing international diplomacy, foreign policy, and discharging diplomatic and consular services at duty stations.
• Knowledge of mandates of key national and international governance institutions at bilateral and multilateral levels of partnerships.
• Competence in computerized office applications, data basing and visualization software, including faster adaptation of new updates.
• Professional command of written and spoken English with excellent communication and interpersonal skills.
• Timely delivery on the assignment in operational environment of pressure with risks from both expected and unforeseen situations.

Language:

• Fluency in written and spoken English is required.

APPLICATION PROCEDURE

The application package containing the following (to be uploaded as one file):

• A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;
• Personal CV, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;
• Two pages to describe the methodology to respond to the TOR (understanding of the project requirements).

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

• The financial proposal should specify an all-inclusive daily fee (based on a 7-hours working day - lunch time is not included - and estimated 21.75 days per month).
• The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract.
• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. 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.
• If the 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 a 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.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation Process:

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below. Applicants will be evaluated based on cumulative scoring. When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical Evaluation - Total 70% (700 points):

• Criteria 1: Professional working experience in relevant fields related to international diplomacy and foreign policy, particularly within the MoFAIC : Weight = 10%; Maximum Points: 100;
• Criteria 2: Proven technical experience working in capacity development and coaching of junior diplomats and attaches; senior diplomats and newly appointed ambassadors, especially in practicing international diplomacy, foreign policy, and discharging diplomatic and consular services: Weight = 15%; Maximum Points: 150;
• Criteria 3: Demonstrated experience working in knowledge management, strong background in planning, foreign policy designs, professional leadership, intra government relations, inter-departmental coordination: Weight = 10%; Maximum Points: 100;
• Criteria 4: Proven relevant work experience and knowledge of corporate social networking-based platforms/tools, and competence in computerized office applications, data basing and visualization software, including faster adaptation of new updates: Weight = 7%; Maximum Points: 70;
• Criteria 5: Experience organizing and managing international events and workshops: Weight = 7%; Maximum Points: 70; and
• Criteria 6: Proven experience to establish priorities and to plan, coordinate information collection and monitor own work plan: Weight = 21%; Maximum Points: 210.

Having reviewed applications received, UNDP will award the top candidates with highest scores. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial Evaluation - Total 30% (30 points)

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Contract Award:

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional Arrangement:

The consultant will work under the guidance and direct supervision of the Undersecretary of MoFA&IC and UNDP GEMS Project Manager and will be responsible for the fulfilment of the deliverables as specified above.

Payment Modality:

• Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
• The work week will be based on 35 hours, i.e. on a 7-hours working day, with core hours being between 9h00 and 18h00 daily.