IC/UNDP/CPRU/115/2014/ Consultant-Lessons learned documentation

Procurement Process :	Other
Office :	UNDP OFFICE - INDONESIA
Deadline :	21-Nov-14
Posted on :	10-Nov-14
Development Area :	CONSULTANTS
Reference Number :	19264
Documents : http://procurement-notices.undp.org/view_notice.cfm?notice_id=19264

I. Background Information

The Enhancing Policy and Planning for Disaster Risk Reduction (EP-DRR) project is supporting the achievement of outcomes under the umbrella of the second phase of the Safer Communities through Disaster Risk Reduction in Development (SC-DRR). As such, the overarching objective is for the Government of Indonesia (GoI) and communities to minimize the risks of adverse impacts of disasters through the application of DRR policies, regulations and practices. EP-DRR is designed to contribute to the improvement of policies, planning and coordination on disaster risk reduction. One of the intended results of EP-DRR is to build a foundation for the application of disaster risk reduction in specific development sectors, including spatial planning. Policy guidance produced by the project is aimed to guide and encourage the local government to invest more in disaster management with their own resources. As a sub-project of SC-DRR Phase II, EP-DRR is nationally implemented under the leadership of the National Disaster Management Agency (BNPB), engaging the key line ministries of National Development Planning Agency (Bappenas) and Ministry of Home Affairs (Kemendagri) as the members of the Project Board.  In addition to providing joint oversight, each line ministry has a share to produce specific project results in alignment with their respective mandates and responsibilities on disaster management. BNPB, as the Implementing Partner (IP) of SC-DRR Phase II, chairs the Project Board and provides regular supervision and direction to the Project Management Unit (PMU).  The project supports Indonesian Government in its efforts to strengthen policies for assessment, planning, budgeting, and monitoring disaster management. A key area of work includes support for the formulation of strategic planning documents, such as the Mid-term Development Plan (RPJMN 2015-2019) and the National Disaster Management Plan, including the ancillary Disaster Risk Reduction Action Plan. Through EP-DRR recommendations will be produced to help set up criteria for tracking fiscal resources allocated for DRR. Project assistance is also reinforcing the linkages of disaster risk reduction to climate risks management and spatial planning. This is being done through the provision of policy recommendations to relevant stakeholders.  Objective of Assignment The main purpose of this assignment is to document the lessons learned and best practices from the project implementation and project’s key achievements regarding DRR Tracking & Criteria which will be also related to DRR Planning & Budgeting at sub-national level.

II. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Under direct supervision of the NPM SC-DRR the consultant should develop the expected deliverables with detailed scope of work as follow as follows: 1.       Desk Review: Conduct desk review over the existing documentations that provide information on the current project status. Documents to be review might include but not limited to: a.       Project Document for SC-DRR; b.      Quarterly Reports of SC-DRR Project; c.       Activity Reports; d.      Relevant Policy products 2.       Interviews: To obtain more detail information on the report, conduct interview and/or correspondence with: a.       Head of CPRU b.      DRR Programme Team c.       Beneficiaries (Government Officials at national and sub-national levels) d.      Other relevant  partners (please specify) 3.       Document writing Compile  and synthesize all information gathered from desk review and interview in a consolidated report using UNDP standard format and template for lessons learned document as explained on annex 1

III. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS

·         Education:  Minimum a Master degree in Public Administration,  Public Policy, or other relevant fields ·         Experience: Minimum 5 years of experience in writings, development programme, or project management. ·         Language Requirements: Proficient in English language, spoken and written. Knowledge of Bahasa Indonesia is essential. ·         Familiarity in-depth interview technique ·         Advance proficiency in operating Microsoft office applications ·         Strong analytical skills and excellent writing skills. ·         Experience in working with government agencies (central and local), civil society organizations, and international organizations is an asset. ·         Experience in working in/writing DRR issues is an asset Good interpersonal and cross-cultural communication skills Ability to work efficiently and independently under pressure, handle multi tasking situations with strong delivery orientation A good team player committed to enhancing and bring additional value to the work of the team as a whole

IV. EXPECTED RESULTS

Review/approval time required to review/approve the outputs prior to authorizing payments: No Deliverables Payment Due Date 1. Lessons learned document and best practices DRAFT 40%              (5 days) Mid of Dec 2 Lessons learned document and best practices FINAL 60% (7days) End of Dec Submit the expected written outputs above in softcopy versions; MS Word (.doc) format including power point presentation when necessary.

All the reports and documents submitted are in ENGLISH

ANNEX 1:

Lessons Learned Paper

What it is: Reflections on past practice and concrete recommendations for improving UNDP’s performance in the future.

When to write it:  Lessons learned should be produced at the end of each project, at a minimum.  Ideally the collection of lessons learned should take place at regular intervals in the project cycle, or when completing a major milestone. 

When to consult it: When designing new projects and seeking experience from elsewhere in UNDP to learn from best practice and avoid repeating mistakes.

Steps:

1.       Research: There are occasions when the research for a Lessons Learned paper can be done by individuals alone. Often, however, it is worth involving others in the process in order to bring in new ideas, critical ideas, and fresh perspectives. This may mean, for example, meeting with colleagues to draw out lessons learned through a facilitated discussion or conducting an After Action Review, and then writing up the main conclusions in the form of a Lessons Learned paper.

2.       Drafting:  Consider who is best placed to draft a Lessons Learned paper – often it is the person who was most involved in the project or activity. Thus, Lessons Learned papers can be drafted by both country office and HQ staff, depending on the activities that they are describing. UNDP HQ staff should include knowledge codification as part of the support that they provide to country offices, making lesson learning an integral part of the design and implementation of projects and processes, rather than a one-off exercise carried out from a distance at HQ.  On the other hand, there are times when an outside eye has its advantages. For example, it may be difficult for project managers to be critical when writing about their own projects; someone less directly involved may be better placed to highlight and discuss both the negative and the positive impacts of the work.

Lessons Learned Papers should be no longer than 10 pages

3.       Reviewing: Ask a few selected colleagues to review the Lessons Learned paper in its initial draft, and to focus their comments on its scope, readability and usefulness. The drafter can request review from a colleague or peer in the CO, any regional centre or HQ unit.

4.       Dissemination: Lessons Learned papers should be shared as widely as possible within and beyond the organization to encourage others to learn from your successes or avoid repeating the same mistakes. You can use the Knowledge Networks, workshops and practice workspaces for this; and/or feed components of the Lessons Learned paper into wider studies and reports on issues, countries/regions, projects/activities, etc.  On the other hand, there are times when limiting your audience will encourage participants to be more candid during the process of reflection. Make sure that all those involved in the process are clear about who the lessons learned are intended to reach.

5.       Follow-up: Lessons-Learned papers, and particularly the section on follow-up recommendations, should be reviewed and updated as circumstances change.

STRUCTURE: Lessons Learned Paper

Title Page

Contents

Acroyms

Executive Summary

Introduction

This section sets out the parameters of the paper, indicates the target audience, and suggests how this summary of lessons learned may be incorporated into other processes and products.

Context/Challenges

Start by outlining the specific circumstances of the work: the country context, including political, security, socio-economic and environmental factors; as well as the main factors involved and the dynamics between them.

• Briefly describe the specifics of the activity, event, task, project or process: who was involved, the urgency, human resource or financial constraints, etc.
• Outline what was supposed to happen, what actually happened, and what were the differences: the initial objectives of a policy/strategy, project, activity, event or task versus the actual results. Be as specific as possible from this point on – giving examples from your own or the team’s actual experiences.
• State what were the consequences or results – both direct and indirect, desired and undesired.

Lessons Learned

This section should be based on an analysis of the experience and context above. It should answer the following questions: ‘if you could do this all over again, what would you do differently?’ or otherwise ‘what is worthwhile  repeating elsewhere’? Lessons learned should be concrete and to the point. Wherever possible, lessons learned should be either be phrased as specific, actionable recommendations; or they should be accompanied by concrete recommendations explaining what should be done, by whom, and by when. This section can be structured by themes, each with a clear and descriptive heading, to allow the reader to easily capture the main issues.

Follow-up

This section outlines who might be interested in learning from this experience. It indicates how the lessons learned will be shared and how they can best be incorporated into future practice. It suggests parallel projects, activities or processes to which the lessons learned could be applied.

Additional Resources

This section might include:

1. A concise summary of the lessons learned which can be easily incorporated into future reports on the country/process/project/issue, ToRs of personnel conducting follow-up missions, or form part of a presentation to a wider group of colleagues for example.
2. Checklists to facilitate the process of building lessons learned into future practice.
3. Related references
4. Resource people who have experience of the activity, or who participated in the lessons learned exercise, and can provide further information and advice.