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II. MAIN OBJECTIVE OF THE ASSIGNMENT
Communication and outreach support to the Local Governance and Decentralisation Reform Component during the preparation of different communication activities as for the higher institutions – beneficiaries of the EU Support Programme for Displaced Universities in the East of Ukraine, as well as for the communities of Donetsk and Luhansk oblasts.
III. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK
The above-mentioned tasks should be implemented through, but not limited to, the following activities:
1. Develop a detailed work plan which includes a timeframe and a set of indicators reflecting the linkages and sequence of key activities (actions) that will lead to the full implementation of the objectives of the assignment.
2. Support the implementation of individual communication strategies and action plans of the target displaced higher education institutions (including preparing the visibility guidelines for the Grant Beneficiaries actions based on the EU and UN RPP communication and visibility guidelines (not less than 5 A4 pages in 12 Arial fonts, regular line spacing, in the Ukrainian and English languages).
3. The Contractor should identify the best practices of local governance development activities in eastern Ukraine, including the activities implemented by the displaced higher education institutions and create a digital storage to save them in one place (the storage may be created within the digital opportunities and tools, available in the UN RPP).
4. Assist in developing the tools and tactics to support the awareness-raising aspects of activities implemented by the target higher displaced universities, and other activities of “Local Governance and Decentralisation Reform” Component of the UN RPP. The activities should include, but are not limited to the following:
- Publications, mainly online products, for promotion, awareness-raising, information transfer and capacity building. They should be produced in English and Ukrainian languages (where appropriate). All additional expenses, related with the dissemination of the mentioned materials will be covered by UNDP.
- Presentation and visibility items: presentation materials (posters, roll-ups etc.) will be prepared according to the created visibility strategy and used during all planned conferences (information sessions, regional forums etc.). Presentation materials must address basic action information and the role of the EU and the UN RPP.
- Preparation of the press releases, press announcements, posts for social media, articles and other communication materials, which will be used to promote the programme and target universities.
5. The Contractor should provide top-quality communication advisory services in the elaboration of the high-quality knowledge management products with its activities.
6. Communication and outreach support should result in the following:
- Creation and delivery of at least 12 presentations, brochures, newsletters, and other publications on local governance development and decentralisation reform. The format and the scope of the materials may be suggested by the contractor and agreed by UNDP.
- Provision of at least five events by December 2022. The scope and the agenda will be agreed with UN RPP. All additional expenses, related with the organization of the events will be covered by UNDP
- Coordination of the writing and editing at least 12 articles/press releases/success stories in 12 months.
- Production of at least two results-based informational one-pagers on both Ukrainian and English about the best practices and achievements in the local governance and decentralization reform and ongoing activities. The format and the scope of the materials may be suggested by the contractor and agreed by UNDP.
- Elaboration and disseminating at least six briefing notes on various topics and themes (such as unique learnings and product development from the programme) in 12 months. All additional expenses, related with the dissemination of the mentioned materials will be covered by UNDP.
- Support to the elaboration of other relevant knowledge management products upon the request of Supervisor.
7. The Contractor should provide support in the organisation and conduction by the end of 2022 of the final event(s) to promote the best practices on the implementation of the EU Support Programme for Displaced Universities in eastern Ukraine, as well as local governance development promotion activities in the east of Ukraine.
All activities mentioned above should be coordinated and approved with the Communications Specialist of the UN Recovery and Peacebuilding Programme.
IV. DELIVERABLES
# |
Task description |
Due date |
#1 |
Deliverable 1 includes:
|
4 weeks from the start of the contract |
#2 |
Deliverable 2 includes:
|
12 weeks from the start of the contract |
#3 |
Deliverable 3 includes:
|
20 weeks from the start of the contract |
#4 |
Deliverable 4 includes:
|
28 weeks from the start of the contract |
#5 |
Deliverable 5 includes:
|
34 weeks from the start of the contract |
#6 |
Deliverable 6 includes:
|
40 weeks from the start of the contract |
V. MONITORING/REPORTING requirements
The Contractor will work under the overall guidance of the Coordinator of the “Local Governance and Decentralisation Reform” Component of the UN RPP and direct supervision of the UNDP Strategic Planning Specialist. The Contractor, through weekly meetings, will report directly to both the UNDP Strategic Planning Specialist and Programme Coordinator. All communication-related activities should be agreed upon and approved with the Communications Specialist of the UN RPP. The UN RPP representatives will approve deliverables prior the start of work on the next deliverables. The workflow between the Consultant and the UN RPP direct supervisor will be organized through the task manager and planning tools.
The Consultant must adhere to the monitoring, evaluation, and quality control system implemented by the UN RPP and should provide all the necessary information, methodologies, communication products, etc. in line with the schedule or as soon as possible (within a reasonable time).
The Contractor will regularly participate in Project meetings (by Skype or Zoom) and will share his/her work progress. Moreover, the Contractor must provide one Inception Report, Four Interim Reports and one Final report – following the schedule covered in this ToR.
Interim Reports will include work progress and issues to be addressed, while the Final Report will consist of the achievements, lessons learned, and recommendations for further actions. All reports should be submitted in Ukrainian.
VI. PROPOSED PAYMENT SCHEDULE
The UNDP will pay the negotiated amount in five tranches according to the following payment schedule:
– the first payment upon submission and approval of the Inception Report (15%).
– the second payment upon submission and approval of the 1st Interim Report (20%).
– the third payment upon submission and approval of the 2nd Interim Report (15%).
– the fourth payment upon submission and approval of the 3rd Interim Report (15%).
– the fifth payment upon submission and approval of the 4th Interim Report (15%).
– The sixth payment upon submission and approval of the Final Report (20%)
The payments will be paid upon the full completion and acceptance of the contract’s obligations, whereupon the Programme Coordinator signs the certification of acceptance.