Lоcal Administrative Service Center (ASC) Consultant

The five-year USAID Democratic Governance East Activity (DG East) aims to strengthen the connection and trust between citizens and their government in eastern Ukraine by promoting an inclusive civic identity, common civic value and a unified Ukraine by addressing the divisive impacts of Russia’s aggression, cases of far-right Ukrainian nationalism, and the consequences of ongoing armed conflict through increased citizen participation, improved service delivery and more responsive governance. DG East will provide opportunities for citizens to engage with their government, equip the government with resources to support their citizens, and create opportunities for citizens of Ukraine to build hope in their future and positive changes in their daily lives. 

 The Sartana territorial community (TC) is one of the administrative centers in Eastern Ukraine located near the grey zone with the non-governmental controlled area (NGCA) and has the lowest levels of quality of administrative services provision. The total population of Sartana TC is 20,736 and many people visit Mariupol for administrative, social, and other services (round trip – 55 km). 

Based on SCORE 2021, the total level of trust in local institutions in Donetsk oblast was 4.0, and the level of trust in the town or village administration was 3.8. These levels are not high and should be improved. Sartana TC authorities understand the necessity to provide better services to community members and to increase the level of citizens’ satisfaction and trust in reform processes. At the same time, the ASC staff have low capacity and soft skills. And as a new TC, created in 2020, Sartana must show a dynamic level of development to avoid Russian propaganda. 

 The front-back office of Sartana Administrative Services Center (ASC) will consist of 22 persons and house the ASC, passport services, the Department for social protection, etc. DG East will help improve the quality of Sartana TC administrative services provided to residents through support to the Sartana ASC with: 

1. Tailored staff training, including training in a non-discriminatory inclusive client-oriented approach. The DG East team plans to invite a training company to provide these educational services. 
2. Purchase of furniture and hard/software equipment (computers for staff, 1 mobile box for remote services, server, etc.). The mobile box can help provide remote services for people with disabilities and low mobility in the TC. 
3. Provide support with ASC zoning and the client`s logistic. The DG East team plans to invite a short-term national expert (STTA) to provide support for ASC zoning and client logistic. This expert will be selected from DG East’s pool of partners who worked with Multicenter/ASC/DSP, etc., and has strong recommendations (current part will be with Local STTA based on this SOW). 
4. Local communication/awareness campaign about USAID support (posters, leaflets, and local groups in social media) of reforms.  

 Gender equality and social inclusion considerations. Many existing barriers prevent people – particularly people with disabilities, elderly people, those who have medical conditions (also due to COVID-19) – from getting public services that require their physical presence and participation: including the inability to visit the offices physically, time spent to get there, caring responsibilities, and disability. DG East will help to change it through mobile box services, staff training, and local communication campaign. 

JOB SUMMARY: The Local STTA will be expected to advise on and support the designing of the project documentation stage, legal and documental support, and creation and approval of a modern concept for services provision of the Sartana ASC Included trainings for ASC representatives by topics “Improving of services delivery and working environmental through proper zoning” and “Major principles Major architectural and construction principles ensuring better customer traffic management and customer satisfaction”  

PRINCIPLE DUTIES & RESPONSIBILITIES:   

The Local STTA will complete the following tasks under this activity: 

• Improve the Sartana TC capabilities by assisting the selected staff members in deepening their understanding of the major architectural and construction principles relevant in the public service delivery context as well as principles governing the relevant permitting procedures, functional space allocation, customer traffic management, inclusion, performance evaluation, and quality assurance. 
• Analysis of processes and procedures and development of recommendations for optimizing customer logistics, zoning and the staff working ecosystem. 
• Improvement of the concept of the Sartana ASC considering the new tasks of services and client needs. Like not just ASC but like a community “Magnite-Center”. 
• Development of comprehensive recommendations in the field of open space organization, visitor flow management, and zoning. 

DELIVERABLES: The successful Local STTA shall deliver to Chemonics the following deliverables, in accordance with the schedule set below. 

• Deliverable No. 1: implementation Plan. Within the first week of the start of the award, the consultant must present a final implementation plan for DG East review and approval. The deliverable must be three (3) pages maximum and produced in Ukrainian, in Word or Excel format (the first week of the start of the award). 

• Deliverable No. 2:  two two-days training sessions conducted, offline or online, on: “Improving service delivery and working environment through proper zoning (functional space allocation)” and “Major architectural and construction principles ensuring better customer traffic management and customer satisfaction” (until March 30, 2022). 

• Deliverable No. 3: written report and recommendations to improve customers logistics, space using, and the working ecosystem approved by Sartana TC, graphics / schemes of public places included. This deliverable must be produced in Ukrainian, a maximum of 14 pages in length, in Word format, and must include key graphics and list of references consulted (until April 15, 2022). 

• Deliverable No. 4: written and approved “Modern Concept of the Sartana ASC” including ecosystem, client’s comfort, and safety, needs of people with disabilities, etc. This deliverable must be produced in Ukrainian, a maximum of 10 pages in length, in Word format, and must include key graphics and list of references consulted (until April 30, 2022). 

• Deliverable No. 5: written and approved of Comprehensive Report to Sartana ASC (presentations, reports, etc.), DG East and USAID around decisions and results with recommendations for the next improvement services projects. The end results are to be submitted to Chemonics before the review and approval deadline in the Ukrainian language, as Word and PDF documents (until June 15, 2022). 

DUTY STATION: Remote, with four (4) visits to Sartana Territorial Community for a total of 8 days. The total number of visits can be changed through by COVID-19 situation.     

LEVEL OF EFFORT AND PERIOD OF PERFORMANCE: The level of effort of this assignment is 65 days of LOE during the period from on/about March 01, 2022, through on/about June 15, 2022. 

QUALIFICATIONS: 

• Demonstrated professional experience in working with local government and/or governance focused projects.  
• Demonstrated professional experience in ASC/Social services reforming, organizational performance improvement models, including organizational assessment through business process analysis. 
• Demonstrated professional experience in working with zoning and design of public buildings. 
• Demonstrated professional experience in local government service delivery operation.   

• Demonstrated professional experience in the field of citizen participation in (local) government.  
• Demonstrate experience of ASC/Social offices/ etc. trainings.   
• Experience with working in Eastern Ukraine.  
• Proficiency of the Ukrainian language and Eng. language preferably.   

APPLICATION INSTRUCTIONS:

Interested and qualified candidates should send their CV to [email protected] with ASC Consultant listed in the subject line by February 25, 2022. No telephone inquiries, please. Candidates will be considered on a rolling basis, and only finalists will be contacted.

“Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.”