TERMS OF REFERENCE

I. Profile of the Post
Project: Strengthening Institutional Capacity of the National Parliament in Timor-Leste

Title: Protocol Specialist 

Type of Contract: Contract with the National Parliament of Timor-Leste, with funding support under Letter of Agreement between the National Parliament and UNDP 

Location: Timor-Leste (Dili)

Duration: 08 months 

Desired Starting Date:                May 2014

II. Organizational Context

Timor-Leste became independent in 2002. A democratic semi-presidential governance system based upon separation of powers and mutual cooperation of the institutions of state was developed. The National Parliament is the cornerstone of the democratic system and good governance. It is currently comprised of 65 members. It is headed by the President of the National Parliament. Four political parties have constituted their benches. Detailed parliamentary scrutiny of legislation and government actions is delegated to seven standing committees of multiparty composition. The parliamentarians are supported in their work by a Secretariat of 99 permanent staff, headed by a Secretary General. The Secretariat is divided into three directorates and twelve divisions, which assume responsibility for the work in general. This organizational structure is still being established following the new 2008 Law on the Organization and Functioning of the Parliamentary Administration (LOFAP).

The National Parliament was established from scratch, after Independence Restoration, in May 2002, in a setting of largely inexperienced parliamentarians, an acute shortage of skilled personnel and significant language barriers. Systems and processes are in the early stages, in some cases, and non-existent in others. Achievements are not yet consolidated and many challenges can only be overcome with long-term assistance. UNDP has supported the growth of the legislature since 2003. 

The UNDP assistance to the Parliament consists of two projects:

  1. Multi-donor project, Strengthening Parliamentary Democracy in Timor-Leste. This is a continuation of the previous two projects (2003-2005 and 2006-2009) and has a project document for the period 2010-2014.
  2. European Union (EU) funded project, Strengthening Institutional Capacity of the National Parliament in Timor-Leste. This is a new parliamentary capacity development project for which a project document has been signed for the period 2011-2015.

The objectives of the latest multi-donor project (2010-2014) are: (1) to support the consolidation of parliamentary processes by continuing to provide technical expertise and advisory assistance; (2) to expand and integrate existing capacity building initiatives into a comprehensive capacity development strategy; (3) on the basis of this capacity-development strategy and in close coordination with National Parliament, to articulate and lay the groundwork for a capacity transfer and national ownership over the project. 

The objective of the EU-funded project is to enhance the Parliament’s ability to fulfil its mandate in overseeing the Executive by (1) enhancing institutional capacity and expertise of staff, and (2) enhancing the knowledge of Members of Parliament.

Within the framework of the UNDP Parliament Project, and supported under the EU-funded component,  a Protocol Specialist was deployed from August to December 2013 to support the parliament secretariat in establishing its protocol and international relations functions; a Parliament Protocol Manual has been drafted and an initial round of training conducted A second phase is envisioned to build on and complete this initiative. The National Parliament and UNDP is seeking an international expert to provide further technical support towards establishing the protocol and international relations functions. The position will be administratively supported under a Letter of Agreement between UNDP Timor-Leste and the National Parliament of Timor-.

 

III. Functions/Key Results Expected

The Protocol Specialist will provide support to the Secretariat of the National Parliament in protocol and international relations functions. The Specialist will work under the supervision of the UNDP Project Manager and indirect supervision of the Secretary General of the National Parliament of Timor-Leste. 

The Protocol Specialist will perform the following functions:

Summary of Key Functions:

1.      Support the Secretariat of the National Parliament in protocol and international relations functions.
2.      Support the UNDP Parliament Project.

 

Duties and Responsibilities:

1.      Advisory and  technical support to the Parliament Secretariat in establishing protocol and international relations division including but not limited to:
a.       Advisory and technical assistance to the creation of a protocol and international relations division, as foreseen in the Parliamentary Administration and Service Act including organisational structure, organigram and job descriptions
b.      Develop Standards of Procedure for protocol and international relations and build capacity of parliament staff in drafting and implementing procedures 
c.       Establish a pool of trainers on the SOPs and conduct training for MPs and staff on the protocol and international relations function
d.      Disseminate information on protocol and international relations functions among MPs, staff and relevant government personnel 

2.      Support Parliament in finalizing and disseminating the Protocol Manual
a.       Establish a work plan for implementing the Protocol Manual in Parliament.
b.      Establish the Protocol Manual among parliamentary staff including socialising the manual and presentations to MPs and staff
c.       Establish a pool of Trainers on Protocol Manual 
d.      Support publication of the Protocol Manual
e.       Disseminate the Protocol Manual among the MPs, staff and other relevant government personnel

3.      Support capacity development of Parliament staff in protocol and international relations including;
a.       Identify positions to be filled to deliver services envisaged for the year, draft TORs and support in recruitment of relevant personnel 
b.      Develop training curriculum and modules in area of parliamentary protocol and conduct TOT
c.       Establishing a system and clear protocols for selection of parliamentarians and staff for international training opportunities, diplomatic work, participation in conferences and events and exposure visits including guidelines for study visits

4.      Support the holding of relevant events by Parliament, particularly support to the Fifth CPLP Parliamentary Assembly in mid 2014 (date to be confirmed) which will serve as a pilot for implementing protocol and international relations functions and capacity development of the Parliament Secretariat. The Advisor will;
a.       Provide technical advisory support to Members of the Parliament and secretariat in the organization of the Fifth CPLP Parliamentary Assembly.
b.      Support and structure the creation of a body for handling the organization and logistics of the Fifth CPLP-PA.
c.       Deploy and build capacity of human resources within the areas of organization, logistics and protocol 
d.      Support Parliament in the implementation of a security plan for the Fifth CPLP-PA.
e.       Support the National Parliament of Timor-Leste in the drafting of the Parliamentary Assembly programme.
f.       Support the creation of a website for the Fifth CPLP-PA
g.       Support ‘post-mortem’ of CPLP-PA to document lessons learned and identify recommendations for strengthening the protocol and international relations functions of the National Parliament 

5.      Support UNDP’s Parliamentary Project, focusing on the following outcomes:
a.       Draft and send regular reports to UNDP through the Parliamentary Project Manager, against the deliverables specified in the TOR and in line with the monitoring and evaluation requirements: advisor logs, quarterly reports, annual reports and extraordinary contributions to project reports.
b.      Contribute to the Project Work Plans according to his or her competencies.
c.    Participate in project meetings / work sessions, team meetings, interim assessment meetings and annual assessment meetings.
d.    Perform relevant tasks as requested by the Project Manager


IV. Impact of Results

·      Overall effectiveness of Parliamentary protocol and international relations strengthened.
·      Protocol Manual in place.
·      Parliamentary events organized effectively.
·      Enhanced capacities of relevant Secretariat staff to perform their roles. 
·      Good situational awareness of the achievement of project objectives through submission of regular progress reports to UNDP (Weekly Logs, Quarterly Reports, and Annual Reports).

V. Competencies

1. Corporate Competencies:

  • Demonstrates integrity by modelling the National Parliament’s values and ethical standards.
  • Extensive knowledge and ability to work in the context of Timorese institutions.
  • Compliance with national laws and Code of Conduct for the Advisers/Technical Specialist to the National Parliament of Timor-Leste.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favouritism.

2. Functional Competencies:

  • Competency in parliamentary protocol and international relations.
  • Competency as an advisor to public officials
  • Competency in transferring knowledge and capacity development of national counterparts
  • Excellent interpersonal, intercultural and networking with a demonstrated ability to build and maintain professional relationships, especially in Timor-Leste.
  • Facilitation skills.
  • Oral and written communication skills.

3. Behavioural Competencies:

  • Team player with effective interpersonal skills.
  • Energetic, positive and constructive attitude.



VI. Recruitment Qualifications

Education
·    Advanced degree in public administration, international relations, sociology or other relevant field.

 

Experience 
·    Minimum eight years of experience in the area of public relations management.
·    Experience in government or parliament protocol.
·    Experience in a parliamentary environment is an advantage.
·    Experience in providing advisory services.
·    Experience working in developing and post-conflict country environment highly desirable.

Language Requirements
·     Excellent command of written and spoken Portuguese is essential.
·     A good standard of written and spoken English is required.
·     Knowledge of Tetum or Bahasa Indonesia is an advantage.
·     Successful completion of an intensive Tetum course within the first month of assignment is mandatory.

Vacancies Contact
Please submit your application letter together with an up to date Curriculum Vitae to:

Aijan Isamadyrova
Operations Manager
Parliament Project
UNDP Timor-Leste

aijan.isamadyrova@undp.org 

The deadline for submitting applications is 31 March 2014
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.