Overview

Westminster Foundation for Democracy (“WFD”) is the UK public body dedicated to supporting democracy around the world. Operating internationally, WFD works with parliaments, political parties, and civil society groups as well as on elections to help make political systems fairer, more inclusive and more accountable.

We are a problem-solving, practitioner-led organisation that offers: 

• Specialist analysis, research, and advice to inform policy makers on a range of democratic governance issues.
• High quality and impactful programmes that directly support the full spectrum of institutions in political systems to develop inclusive political processes, more accountable political systems, protection of rights and freedoms, and more pluralistic societies.
• International elections observation on behalf of the UK. 

Context

WFD is issuing this Call for Experts (“Call”) to a range of potential experts and we would welcome a proposal from you or your organisation. This Call constitutes a formal Request for Quotes.

The Westminster Foundation for Democracy’s (WFD) Country Office, through the programme “Democracy Works” supported by the British Embassy in North Macedonia, has actively been supporting the work of the state institutions, key to the democratic governance of the Republic of North Macedonia. The support to the Assembly is mainly focused on capacity building of Committees in exercising their oversight duties, the overall communication practices of the Assembly with other state institutions, the establishment and functioning of the Youth MPs Club, supporting the work of informal bodies, as well as the Volunteers Program within the Assembly. 

Besides enhancing the oversight and communication practices, as well as operational processes and the public impact, WFD supports the Assembly in conducting a Functional Analysis with recommendations for its improvement. WFD supported the Assembly in conducting such a functional review in 2018.

Following the parliamentary elections that took place this year, the Assembly obtained a completely new leadership after seven years, which raised the initiative for the need for an up to date assessment of the situation as to set the course of action and development for the Assembly in the upcoming period. More so, it adopted a new Law on Parliament that provided it with new authority and independence, made changes to its Rules of Procedure, adopted a Code of Conduct and finally, adopted a new Strategy 2025-2029. Having in mind all the above, the purpose of this process is to identify the current challenges from an organizational and functional point of view in the Assembly, which can potentially hinder the implementation of its current competencies and tasks, but also those provided by the strategic documents, as well as to propose concrete measures to improve the fulfilment of its goals and objectives, aimed at achieving the expected results.

Proposal submission

All proposals should be submitted by 3 November 2024, 12:00 hrs in writing, must comply with the requirements of this Call, and must include the information requested in the Proposal Requirements below. 

The proposal should be sent electronically and addressed to: Sanja Bogatinovska Davkovska, Programme Manager, WFD North Macedonia Office at Sanja.BogatinovskaDavkovska@wfd.org.

The same email address should be used for any questions related to this Call. 

WFD’s standard terms and conditions for tendering and key policies are found at https://www.wfd.org/governance/policies, and you can find a copy of WFD’s Code of Conduct at https://www.wfd.org/policy/code-conduct.

Terms of Reference

Objective

The overall objective of this Terms of Reference is to support the creation of an up-to-date Functional Analysis with recommendations for the improvement of the work of the Assembly. The purpose of the functional analysis is twofold: to recognize the main issues and characteristics of the existing organizational setup and functioning of the Assembly, which have an impact on the successful execution of its mandate, and then to propose specific measures for changes that could contribute to improved performance of the Assembly by increasing efficiency and effectiveness. The development of the functional analysis with recommendations should be followed by a meeting with an Assembly Working Group/representatives that will be implementing them. This objective will advance the efficiency and effectiveness of the Assembly, utilizing the analysis and its recommendations produced by an experienced international expert, with the support of regional and local experts. The objective of this assignment, in this regard will be:

• To support the international team leader in the development of a Functional Analysis and recommendations, specifically focusing on the legislative, oversight, and representative capacities of the Assembly and its committees.
• To support the international team leader during their three scoping missions to the Assembly of the Republic of North Macedonia that will assess the strategic compliance with the plans and goals, the organizational capacities in the institution and the effective and efficient execution of work tasks to perform the planned results.
• To support the international team leader in the preparation and presentation the functional analysis and its recommendations to the Assembly leadership, Assembly Working Group/representatives and to other relevant stakeholders.
• To have continuous and regularly meetings and coordination with the entire experts’ team.

Scope of work

The scope of work for this assignment will be to support the international team leader in the development of Functional Analysis and specific recommendations to the Assembly of the Republic of North Macedonia, specifically focusing on the legislative, oversight, and representative capacities of the Assembly and its committees, as well as their presentation.

Deliverables

Specifically, these Terms of Reference refer to the provision of a regional or local expert, that will support the creation of a Functional Analysis of the Assembly of the Republic of North Macedonia and recommendations for the improvement of its work, with focus on the legislative, oversight, and representative capacities of the Assembly and its committees, specifically though the following deliverables:

• To support the international team leader during their three scoping missions to the Assembly of the Republic of North Macedonia to assess the strategic compliance with the plans and goals, the organizational capacities in the institution and the effective and efficient execution of work tasks to perform the planned results, but also to coordinate with the regional and local experts’ team.
• Gathering data for a part of the Functional Analysis of the Assembly of the Republic of North Macedonia with focus on the legislative, oversight, and representative capacities of the Assembly and its committees, following a specifically tailored methodology framed in an Action Plan developed under the guidance of the International Team Leader.
• Preparation of a draft for a part of the Functional Analysis of the Assembly of the Republic of North Macedonia, with focus on the legislative, oversight, and representative capacities of the Assembly and its committees, following a specifically tailored methodology framed in an Action Plan developed under the guidance of the International Team Leader, while taking into consideration the methodology for carrying out functional analysis in public sector developed by the government.
• Support the international team leader during the presentation of the Functional Analysis and its recommendations before the Assembly leadership, the Assembly Working Group/representatives that will be tasked to implement the recommendations, and other relevant stakeholders.
• Coordinate with the team composed of international, regional and local experts, as well as the Assembly and WFD.
• Prepare recommendations for the advancement of the effectiveness and efficiency of the work of the Assembly, with focus on the legislative, oversight, and representative capacities of the Assembly and its committees.

WFD will be responsible for organizing the travel to North Macedonia and other logistical arrangements, as well as for the organizing of the meetings and other events.

Timeline

The timeline of the activities foreseen with this ToR is: 15.11.2024 – 31.03.2025.

The activities should take place during the following periods:

• Support the International Team Leader during his scoping visits and assessment of the existing practices and approaches of the Assembly, as well as consulting the Assembly in the development of the Functional Analysis (November 2024, December 2024, February 2025)
• Support the International Team Leader at the final visit for presentation of the Functional Analysis and recommendations to the Assembly leadership, Assembly Working Group and the public (March 2025)
• Preparation of Functional Analysis for the Assembly and specific recommendations with specific focus on the legislative, oversight, and representative capacities of the Assembly and its committees, in coordination with the international team leader (March 2025).
• Coordination with the Team Leader, other experts, Assembly and WFD (November 2024 - March 2025)
• Submission of final report for the services with recommendations undertakings by the Assembly in order to improve its efficiency and efficacy.

Reporting

The expert is expected to provide regular monthly updates on the progress of his work to the team leader, and regular monthly milestones achieved, and the challenges encountered.

Apart from regular communication and coordination with the international expert, the regional or local expert is expected to have regular monthly meetings with WFD representatives to discuss project progress, address challenges, and make necessary adjustments.

Working arrangements

The expert will primarily work remotely. The expert is expected to support the international expert on site during his 3 scoping visits to North Macedonia to gather information, meet with relevant stakeholders and work towards the established project goals. He is also expected to support the international expert during his final visit to present the completed work as outlined above. WFD will be responsible for covering their own travel expenses for the planned visits to North Macedonia.

The expert will need to provide their own computer, internet connection, and any necessary software for remote work. The expert is expected to schedule all the necessary meeting by themselves.

Payments

WFD shall pay the International parliamentary expert for the days worked as will be specified in the contract agreement.

Minimum experience and expertise

• A master’s degree or PhD in Political Science, Public Administration, Law, or a related field is essential.
• Demonstrated at least 10 years of professional experience in legislative affairs, public administration, or related fields in the Western Balkans, and at least 5 years of experience in policy development or implementation processes within legislative environments, analysing legislative processes, drafting laws, and evaluating effectiveness of legislation, as well as conducting functional analyses, including developing methodologies, collecting data, and formulating recommendations. Such experience in the Western Balkans is a strong advantage.
• In-depth knowledge of the mode of work of parliaments in the Western Balkans, constitutional frameworks, laws and procedures; the oversight mechanisms and practices of legislative bodies, including committees and inquiries.
• A track record of working in international environments and collaborating with diverse stakeholders.
• Fluency in English is mandatory. Knowledge of languages spoken in the Western Balkans region is a strong advantage.

Proposal process

Timescale

Below is the proposed timescale for this Call. Please note the dates are indicative and subject to change. 

Proposal requirements

In general, the proposal should include the following: 

1. Profile 
2. Proposed solution and how it meets the specification (scope and deliverables)  
3. Financial proposal  
4. References  

Individual profile

• If the expert is currently registered with WFD’s Expert Roster, the expert should refer to this in the proposal and no further information is required. 
• If the expert is not currently registered with the Expert Roster, the expert should provide a C.V. or information in the proposal document including: 
• A summary of their professional biography and relevant career history/record of assignments.
• Case studies/credentials demonstrating relevant experience and skills profile.

Proposed solution

• Clear explanation as to the proposed approach to meeting the specification set out in this Call.  
• Detailed project plan, including timelines, assumptions and dependencies, resourcing, and risks.  

Financial proposal

• Full breakdown time and cost estimates for the proposed solution in GBP, including any daily rate to be applied. 
• Separate accounting of VAT and/or any other applicable tax, duty, or charge.  
• Detailing of any discount applied in view of WFD’s not-for-profit status.  

References 

• If the expert is currently registered with WFD’s Expert Roster, the expert should refer to this in the proposal and no further information is required. 
• If the expert is not currently registered with the Expert Roster, the expert should include details of at least three references relating to similar expert services provided in the last three years. 

Queries about this Call

Any questions related to this Call should be addressed to Sanja Bogatinovska Davkovska, Programme Manager, WFD North Macedonia Office at  Sanja.BogatinovskaDavkovska@wfd.org.

Equal Information

Should any potential expert raise a question that is of general interest, WFD reserves the right to circulate both question and answer to other respondents, either via WFD’s website or by email. In this event, anonymity will be maintained.

Annual reports

If you operate a personal services company, please provide a link or copy of your company’s latest audited annual accounts with the prpoposal.

Other information

If the potential expert believes that there is additional information that has not been requested in the Call but is relevant to your proposal, please include that information as a separate attachment and explain its relevance to this Call.