Tems of Reference by taoyni


									                           Terms of Reference
   On the provision of Short Term Technical Assistance in the form of a
national team of PAR consultants and interpretation/translation services to
      the PAR Pillar of the Good Governance and PAR Programme

  1. Background

      The development objective of the Programme for Good Governance and PAR (Public
      Administrative Reforms), GOPA, is to strengthen the effect of public administrative and
      democratic reform initiatives in Vietnam. The programme, running from 2007 – 2011,
      consists of two pillars with a budget of 31.5 million DKK each – the Good Governance
      Pillar supports good governance initiatives and the PAR Pillar supports PAR in five remote
      provinces. The Office of the National Assembly will be the lead agency for the programme
      and will ensure overall coordination of activities and compile programme level reporting.

      The PAR Pillar will cover support to the provinces of Dak Lak and Dak Nong in the Central
      Highland and Lao Cai, Lai Chau and Dien Bien in the northern part of Vietnam. These five
      mountainous provinces are also the beneficiaries of the Danida – supported sector
      programme on agriculture and rural development (ARD sector programme, which started in
      2007 for 5 years, and the Danida – supported water sector programme, which started in
      2006. The available budget for the PAR pillar of 31.5 million DKK will include 3 million
      DKK to extend the second phase of the Danida funded Dak Lak PAR support ending in
      2009. This would enable the opportunities for learning and synergy between the four
      provinces and Dak Lak (which is included in this programme from 2010) to continue until
      the completion of the Governance programme.

      The PAR pillar contains two dimensions. The first dimension is based on the specific
      conditions and requests made by each province. The second dimension is a set of common
      PAR themes, based on the orientation of the national PAR Master Programme 2006 – 2010,
      to provide an overall strategic framework. Hence, the PAR Pillar consists of four main

                Increased capacity to direct and steer PAR in the province;
                A strengthened ability to respond to demand of institutional reform, including the
                 separation management and public services;
                Improved management and development of civil servants;
                Increased ability to apply and use modern management techniques and practices.

      A Log frame has been designed for each province based on the above four programme
      outcomes, reflecting the different points of growth and capacity in each province. The PAR
      Pillar will be implemented as autonomous PAR components in each of the five provinces.
      Based on the principles set out in the Hanoi Core Statement, each province would deliver
      the component outcomes directly through their line agencies and financial management be
      fully aligned with the Government of Vietnam financial system. Generally, the management
      of provincial components would take place through existing provincial structures, which
      would include:

                The Provincial People`s Committee

                 The provincial PAR Steering Committee
                 The Department of Home Affairs (DOHA)
                 The PAR Division within DOHA
                 District and Commune People Committees, where appropriate

   The capacity and competence of the line agencies in managing the programme and
   delivering PAR outcomes is therefore critical.

2. Objective and Scope of the assignment

   As all 5 provinces are in need of further enhancing competency and experience in
   programme management and technical expertise, a National Programme Support Team
   (NPST) will be recruited and established to support the provinces. It is envisaged that the
   NPST would consist of a team of national consultants with a complementary range of
   experience and expertise in PAR plus translation and interpretation backstopping from the
   consultancy company. The primary role of the Team is to support DOHAs and other
   responsible line agencies in each province to ensure the delivery of programme activities,
   outputs and outcomes. In the later stage, the role of NPST will be focusing more on
   supporting the provinces in substantive matters in addition to programme planning and
   management dimensions.

   The NPST will continue assisting the 5 provinces with advice and training in management
   of programme activities and on programme wide coordination and other cross-province
   activities. The NPST will also provide technical assistance to assist the Provinces in
   delivering the outputs specified in the log frames. This would include providing advice on
   various PAR subjects, preparations of annual work plans, preparations of proposals and
   terms of reference for PAR activities, assist with recruitment of consultancy support and
   ensuring the quality of outputs produced.

   A further role of the NPST is to support the 5 provinces with monitoring and evaluation,
   including establishment of baselines, as well as the development of a benchmarking network
   (which was identified at the workshop for the provinces organised in Buon Ma Thuot in
   early October 2009). The purpose of the benchmarking network is to provide the provinces
   with a means of making comparisons and learning from each other. The network would
   work around a regular series of workshops and develop its own agenda and it is envisaged
   that it would be the medium through which some common program activities would take
   place including:

                developing management instruments such as performance indicators and
                 monitoring procedures
                developing training materials and methods for common training needs
                addressing common problems in implementation

   As NPST comprises experts in PAR and capacity building for civil servants, their core
   support will be on PAR topical matters. They will provide support to DOHAs and related
   departments (PPS, OPC etc.) on training of trainers for PAR, OSS and integrated OSS,
   survey techniques and reporting and so on.

     The NPST will be backstopped by a part-time international PAR advisor already appointed.
     The international PAR adviser will provide services to the programme, the majority of
     which will be spent in Vietnam. The NPST will support the inputs of the international PAR
     advisor and any other short-term international input. The total overall input of the NPST to
     undertake all the tasks and outputs specified in Section 3 expected to be a maximum of 12
     man months during 2010.

     The NPST refers to the international PAR advisor on technical and substantive matters and
     is overall accountable to the Danish Embassy in Hanoi, including contractual matters.

3. Expected Tasks and Outputs of the NPST

     The expected tasks in collaboration with the international PAR adviser (STA) include the
             Advise the management in DOHA and the PAR Divisions on operational issues
                that would impact on programme outputs and outcomes.

                Provide training where needed to strengthen the capacity of programme
                 management in DOHA and PAR Divisions.

                Assist the management in DOHAs and the PAR Divisions with the following:
                    o the preparation of annual work plans and budgets, as well as the
                          preparation of progress reports, especially the semi-annual and annual
                          reports, the preparation of term of references and quality checking the
                          inputs and outputs from national and international consultancy;

                    o    the preparation of periodic reports, the semi-annual and annual reports
                         on PAR for the Steering Meetings in each province;
                    o    the preparation of term of references for activities that requires external

                    o    the quality checking the inputs and outputs from national and
                         international consultancy;

                    o    further establishment, maintaining and use of baselines, indicators and
                         monitoring and evaluation systems for provincial PAR that could be
                         aligned as far as possible with national systems;

                    o    the development of benchmarking criteria, as well as disseminating
                         common learning material and good practice.

                    o    ensure that all capacity building activities are evaluated.

                Provide coordination, logistical and secretariat support for benchmarking
                 network events.

                Assist with provincial PAR plans and programme management activities. They
                 include the preparations of terms of reference for the baseline surveys, surveys of
                 aspects relevant to PAR (OSS surveys, surveys of civil servants etc.), regular
                 annual surveys, the mid-term review and the end of programme review.

                Provide translation services, particularly in the production of annual work plans,
                 budgets, progress reports, Steering Committee minutes and STA advisory report.

                 Where needed, interpretation and translation associated with other local
                 consultancy contracts. However, NPST members who are travelling with the
                 STA will be expected to act as both consultant and interpreter for the STA.

                Provide where needed secretariat services to international and local consultants.
                 This could include providing desk space, internet access, printing, copying and
                 other office functions, as well as logistical support for missions to the 5

                Discuss and agree with the international advisor on substantive support to the
                 provinces concerned including capacity building, training and workshops as well
                 as coaching the staffs involved in PAR undertakings such as conducting surveys,
                 analysing data and reporting, developing relevant indicators for PAR activities.

                One of the core aspects of PAR in 2010 will be how to implement the new Civil
                 Service Law with numerous legal normative documents guiding its
                 implementation. The NPST will be working closely with the international
                 advisor to support the GOPA provinces to realise gradually the new law in their
                 respctive localities.

                Provide assistance to the Embassy of Denmark in reading carefully documents
                 sent by GOPA provinces, summarizing them, highlighting main issues and
                 proposing recommendations whenever necessary, preparing notes for Steering
                 meetings and so on.

           The expected outputs from the NPST can be grouped into three categories: programme
     work planning and management, capacity building, and topical/substantive support. While
     NPST may provide full support in the first category of work, the last two categories can be
     supported by NPST and the international advisor.
           Even if the provinces are in their third year of GOPA, they still need some support
     from NPST for PAR work planning and budgeting, particularly for annual WP. In this regard,
     as capacity of the provincial DOHAs has improved, NPST members will support only when
     it deems necessary and at limited level.
           Capacity building is of great significance for the provinces as they need further training
     in PAR M&E, new developments in PAR, survey techniques including data summary,
     analysis and reporting, application of the new law on civil servants etc.
           Substantive matters include survey of OSS effectiveness and citizen satisfaction,
     overseas study visit, public service delivery model in Lao Cai – Cam Duong, civil servant
     survey for HR master planning in the next five years in Dien Bien, TOR writing and
     recruitment of consultants etc.

           Table below summarises the expected outputs in the three categories of work:

Category of support                                  Expected outputs

Programme           work -      Increased capacity on programme management in DOHA and PAR
planning              and       Divisions
management                  -   Terms of references for provincial PAR activities (i.e. TORs and tender
                                packages for procurement of national consultancy service, recruitment
                                national expertise, overseas study visit ...);
                            -   Advice and comments given to provinces’ PAR Semi-annual                and
                                Annual Progress Reports;
                            -   Semi-annual monitoring and evaluation reports for the PAR Pillar as a
                            -   Database of all reports produced in the course of the programme

Capacity building               -   Increased capacity of DOHA staffs in writing terms of reference for
                                    programme management activities (regular annual surveys, mid-
                                    term review and the end of programme evaluation);
                                -   A handbook or guideline on writing ToRs will be developed and
                                    disseminated. NPST then provides quality check;
                                -   An advanced M&E training workshop for 4 days (12-15 April
                                    2010) conducted for officials involved in the Good Governance
                                -   Materials for programme management capacity training and reports
                                    of the training events;
                                -   Sets of training of trainers on PAR and reports of the training;
                                -   Materials on training of PAR matters including updated knowledge
                                    on PAR, skills of civil service management, indicator development
                                    for staff appraisal etc. and reports of the training;

Substantive support             -   Participation and expert report in an overseas study visit organised
                                    for Lai Chau and Dak Nong;
                                -   A system of template for M&E including baselines and indicators
                                    for PAR of the 5 provinces;
                                -   Terms of reference for benchmarking network and identification of
                                    benchmarking criteria for PAR across the 5 provinces;
                                -   Terms of reference for the baseline survey, regular annual surveys.
                                    In later years, the mid-term review and the end of programme
                                -   A guide for the development, production and dissemination of

                              common learning material and good practices;
                          -   A guide for the implementation of the new Law on Cadres and
                              Civil Servants and subsequent regulatory documents on the law
                          -    A guide and materials for a new public service delivery model in
                              Cam Duong, Lao Cai province;
                          -   A guide and materials for the application of public opinion tools
                              such as citizen opinion and effectiveness survey of OSS and report
                              card survey at the relevant provinces;
                          -   Reports on quality checks for PAR related surveys conducted by
                              the provinces with support from NPST and international advisor;
                          -   Provide assistance as a filter for documents from GOPA provinces
                              sent to the Embassy, highlighting main issues and proposing
                              recommendations whenever necessary, preparing notes for Steering
                              meetings and so on.
                          -   Translated materials of PAR plans and reports;

4. Appointment of Consultancy team

     The NPST will be appointed through national tender targeted towards professional local
     consultancy companies with extensive experience in PAR in Vietnam. Although the PAR
     Pillar is for a duration of 4 year, the appointment will be for one year. The contract may be
     renewed annually subject to satisfactory performance. The contract is expected to
     commence in February 2010.

     The consultancy companies shall meet the following requirements:
              Being a local firm legally established in accordance with the law of Vietnam and
               having office space in Hanoi;
              Having administrative, secretarial capacity and facilitating equipment;
              Having experience in working with donor-funded programme;
              Having experience a proven track-record in providing consultancies in PAR for
               different organisations and localities.
              Having experience a proven track-record in providing training of cadres and civil
               servants in PAR.


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