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Facilitator of a study tour on primary legal aid in the Netherlands for the delegation of the Ministry of Justice of Ukraine.

9:02:00 PM

The Legal Empowerment of the Poor (LEP): Fostering Full Enjoyment of Land and Property Rights is a UNDP-led programme financed by UNDP DGTTF. The Project’s national implementing partner is the Ministry of Justice of Ukraine. The project supports the Government, particularly the Ministry of Justice and other stakeholders, in providing legal assistance and information to the citizens to effectively exercise their property and land rights. The Project aims at the effective system of free legal, ensuring all small landowners know their rights and understand the economic benefit of land/property ownership. The Project assists the Ministry of Justice of Ukraine in various educational activities and programs, educational seminars on land and property rights for state and non-state legal aid providers, publication of brochures, handouts, support in preparation of methodological recommendation on practical use of land and property legislation.

In light of the recent adoption of the Law on free legal aid in Ukraine, there is a need for legal aid providers to study international experience and best practices of national system of free legal aid. The national system of free legal aid in Netherlands, set down by Legal Aid Act, mainly financed by the state, proved to be one of the most effective systems of free legal aid in Europe.

It is expected that 11 employees of the Ministry of Justice of Ukraine (including 6 employees from 3 Project pilot regions) will take part in the study tour to Netherlands to learn the experience and best practices of national system of free legal aid provision and administration.

Duties and Responsibilities

Main objectives of the assignment

LEP Project/UNDP seeks to competitively select an individual consultant that will support and coordinate the organization of the study tour to Netherlands for the employees of the Ministry of Justice of Ukraine.

Objectives of the study tour:

  • Develop and enhance capacity of employees of the Ministry of Justice of Ukraine in provision of free legal aid
  • To expose the employees of the Ministry of Justice of Ukraine to the best practices in the area of free legal aid through meetings with respective government and non-government institutions and organizations
  • Facilitate networking and knowledge-sharing partnerships between Ukrainian and Netherlands providers of free legal aid

In order to reach the objective the incumbent shall provide support in arranging the study tour to the Netherlands, including substantive and logistical preparations, and , ensure smooth realization of the tour as per scope of work specified in the ToR.

Structure of the study group

The study tour plan should represent a balanced informational and educational programme with some interactive elements to be included into the agenda. The agenda should include representatives of the Ministry of Justice, Legal Aid Board, Legal Service Counters, Bar Association, legal clinics and CSO activists to deal on best practices of their institutions in the area of free legal aid.

To the extent possible the study programme should be designed to include country-specific examples and practical aspects, tailored to the needs and expectations of the target audience – the employees of the Ministry of justice of Ukraine, responsible for the implementation of the newly adopted law on Free Legal Aid.

In addition, the programme should offer opportunities to initiate partnerships, to connect with international counterparts, to participate in the field visits to get a profound exposure to knowledge and experience under the auspices of the receiving party.

Participants:

The composition of the delegation is as follows:

  • UNDP and LEP Project staff and experts– 2 persons
  • Employees of the Ministry of Justice of Ukraine - 11 persons.

Working hours:

All meetings within the study tour should be organized between 9.00 a.m. and 6.00 p.m. One-hour lunch should be foreseen between 12.00 p.m. and 3 p.m.

Dates and duration of the visit.

The study tour should be organized between 21 May – 8 June 2012 and last for at least three days excluding the days of arrival and departure (four overnights stays).

Scope of work

  • Prepare the detailed programme of meetings for the study tour
  • Prepare and submit to LEP Project official invitation on the study tour and information package for Ukrainian participants (handouts, background information, etc)
  • Provide logistics support of the whole study tour including transportation within Netherlands arrangements, booking of the hotels, official invitation and visa issue assistance, services of an interpreter, organization of the dinner for the delegation with the representatives of the Ministry of Security and Justice on the day of the meeting with the representatives from the Ministry; organization of the dinner with the representatives of the Legal Aid Board and the Foundation of the Legal Services Counter on the second day of the visit; provide other logistics support that may be required.
  • Complete and deliver to the UNDP project a final study tour report (4-5 p. A4, including analysis of all preparation, all meetings conducted, recommendations for UNDP and for representatives of the Ministry of Justice of Ukraine)

Deliverables

  • Detailed programme of the study tour developed and submitted to LEP Project – within 1st week after signing the contract
  • Official invitation and study tour information package for Ukrainian participants is prepared and submitted to LEP Project- within 2 weeks after signing the contract
  • Logistic support of the study tour is provided: transportation arrangements within Netherlands, hotels booking, invitation and visa issue assistance, services of an interpreter; organization of the dinner for the delegation with the representatives of the Ministry of Security and Justice on the day of the meeting with the representatives from the Ministry; organization of the dinner with the representatives of the Legal Aid Board and the Foundation of the Legal Services Counter on the second day of the visit – all these activities are provided t in timely manner
  • Final report submitted to LEP Project- within 1 week after the study visit.

Monitoring/ Reporting requirements and payment scedule

During the fulfillment of requested works, the contractor will ensure regular communication with LEP Project prior to the delivery of expected results. The contractor shall ensure quality and timely delivery of the expected results and will regularly inform the Project Manager on the progress, as well as any obstacles that might occur.

The Contractor will be responsible for the final report on the study tour program implementation including all study tour program materials and participants’ evaluation of the study tour. The lump sum payment will be made in one installment upon completion of the tasks in accordance with the List of Deliverables of the respective Terms of Reference. The Certification of satisfactory performance of work will be prepared to initiate the payment.

Post-study tour reporting should be done within 15 working days after the end of study tour.

Competencies

  • Extensive experience, networks and contacts with reputable international and national legal aid institutions, NGOs, government bodies in Netherlands
  • Experience of organizing training events, study tours, including international experience with exchange programs and ability to facilitate international delegations is an asset
  • Good understanding of Ukraine's/CIS countries’ context
  • Experience with UN will be an asset

Required Skills and Experience

  • Education: Advanced degree in the field of law or international law, etc. PhD will be an asset
  • Experience: Minimum of 3 years of international experience in the sphere of rule of law and justice, and knowledge of legal aid systems
  • Language: Excellent knowledge of English, both oral and in writing, Knowledge of Ukrainian/Russian will be an asset

Payment arrangements:

The lump sum payment (100%) will be made upon completion of all the tasks in accordance with the List of Deliverables of the respective Terms of Reference. The Certification of satisfactory performance of work will be prepared to initiate the payment.

Administrative arrangements:

The coordinator is expected to arrange his/her working space needed for the subject assignment.

Applicants shall submit the following documents:

  • Draft study tour program – including agencies/institutions to be visited (presentation, discussions etc.), experts to be
  • consulted, meetings with brief reasoning of selection of the respective institution, other proposed activities (informal meetings, roundtables, discussions, etc.)
  • Description of topics and areas to be covered in guidelines, etc. for handing over to the participants
  • Personal CV, including information about past experience in similar projects / assignments and contact details for referees
  • Financial proposal
  • Lump sum contract

Incomplete applications will not be considered. Please make sure you have provided all requested materials!

* All costs related to this assignment, including among others, subcontracting of experts, translation of documents, office supplies, and others envisaged costs shall be covered by the contractor. Thus the proposed budget should include all the necessary expenses to achieve the assignment goals

Travel costs

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.
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.

Evaluation criteria

  • Educational background – 10 points max, 10 pts – PhD, 5 pts – Master’s degree;
  • Relevant international experience in the sphere of legal aid and law, etc – 50 points max
    (50 pts – 10 years and more; 40 pts – 8-9 years; 30 pts – 5-7 years; 20 pts – 3years);
  • Previous experience of organizing training events, study tours, including international experience with exchange programs and ability to facilitate international delegations – 20 pts max: 20 pts – 5 years and more; 15 pts – 4 years; 10 pts – 3 years; 5 pts – 2 year);
  • Extensive experience, networks and contacts with government bodies, Ministry of Justice, Legal Aid Board, NGOs in Netherlands –10 pts max (10 pts – cooperation with two or more agencies, 5 pts - cooperation with at least one kind of agencies mentioned above)
  • Experience/knowledge of Ukraine's/CIS countries’ context in terms of legal aid issues – 10 pts max
    (10 pts – 2 and more years of experience of work with Ukraine/CIS context, 5 pts – 1 years of experience of work with Ukraine/CIS context).
  • Maximum available technical score - 100 points.

Evaluation method :

  • 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 would be considered for the Financial Evaluation
  • The 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 and will be awarded a contract.
  • General Terms and conditions as well as other related documents can be found under:http://europeandcis.undp.org/home/jobs
  • Qualified women and members of minorities are encouraged to apply.

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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