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NOTIFICATION Training for the position of

DEPUTY CHIEF OBSERVER in European Union Election Observation Missions – French Speaking Missions

Brussels, 12-16 June 2017

Call for applications

Election Observation and Democracy Support (EODS II), a project funded by the European Commission, will organise a training for the position of Deputy Chief Observer (DCO) in French speaking European Union Election Observation Missions (EU EOMs) from Monday 12 until Friday 16 June 2017. The train-ing, that will take place at EODS offices (first floor, rue de la Loi 82, Brussels), aims at providing par-ticipants with knowledge and tools to work as deputy chief observers in EU EOMs.

I. Training information

The training, that will last five days, is designed for a maximum of 12 participants from EU member States and the three partner countries in EOMs (Canada, Norway and Switzerland).

The EODS project covers travel and living expenses to training participants from EU member States.

The EODS project does not cover the travel and living expenses of training participants from Canada, Switzerland or Norway.

Interested individuals fulfilling the required criteria in Section II of this notification should directly ap-ply online to EODS through this link: www.eods.eu/application. For a successful application, please fill-in the online form and include a CV and a motivation letter. Only online applications with the re-quested information and documents will be considered.

Candidates may wish to inform their national Focal Points about their application for the training but still need to apply through the EODS link. The list of Focal Points can be found here.

The deadline for receiving applications is 25 May 2017 at midnight (Brussels time).

Shortly after the closing of the application period candidates will be informed of their selection/non-selection by email.

II. Application Requirements

Please read carefully the general and specific requirements of the notification before considering your candidacy, as only applications meeting the requirements will be considered. Due to the high level of interest for these trainings EODS may be unable to answer individual questions from prospective applicants.

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1) General requirements for all training participants

a) Be a national of an EU Member State or the three partner countries in EOMs, namely Canada, Norway and Switzerland.

b) Be registered in the EU Roster of International Election Observers. It is recommended to all applicants for EODS trainings to make sure that their CV in the roster is up to date before applying.

c) Fulfil the minimum requirements to become an EU election observer as defined in the EU Guidelines on Common Criteria for the Selection of Electoral Observers. The Guidelines can be found here.

2) Specific requirements for candidates to the EODS training for deputy chief observers in EU EOMs.

a) University degree in international relations, law, political science, social science, or related field.

b) Relevant professional experience as a core team member in international election observa-tion missions, preferably as deputy head of mission, election, legal, political analyst and ob-servers’ coordinator.

c) Language requirements: i. Fluency in French: Excellent written and spoken proficiency (level C) in French is es-

sential. ii. Fluency in spoken English is equally required (level B2 or above).

3) Additional experience that would be an asset:

d) Previous core team experience in EU Election Observation Missions. e) Experience in management and coordination of multicultural teams for international organi-

sations. f) Experience in electoral technical assistance. g) Experience in election mission formats other than EOMs (e.g. Election Assessment Teams,

Election Expert Missions, Exploratory Missions, Follow-Up Missions, etc.).

4) Other considerations:

h) Willingness and readiness to apply for EU Election Observation Missions in the near future. i) Availability to join EU Election Observation Missions at short notice for 2-3 months’ period. j) In addition to experience as relates to the selection criteria, the selection committee takes into

consideration nationality and gender balance among candidates. k) Candidates must be available to attend the whole course.

III. Criteria for selection

For the selection of the training participants, the Selection Committee will consider the extent to which applicants fulfil the requirements listed in section II (Application Requirements), namely: the educa-tional background in the requested fields; previous professional experiences as core team member in international election observation missions; language skills; experience as a core team member in EU EOMs and performance in previous assignments; willingness and readiness to join EU Election Observation Missions at short notice.

The Selection Committee will endeavour to establish a balanced representation of gender and nation-alities among participants.

If a selected training participant confirms attendance and then cancels participation for reasons other than force majeure, all costs incurred by EODS meanwhile will be invoiced to the participant.

Election Observation and Democracy Support – Phase II Rue de la Loi, 82, 1st floor

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IV. Performance and Evaluation

Performance at the training will be continuously evaluated. Participants will be graded at the end of the training per their skills and knowledge acquired as necessary for the participation in an EU EOM. EODS evaluates according to criteria which include:

o Understanding of the course content and modules, o Comprehension of election processes and EU EOM role, o Comprehension of the role of a DCO in the context of an EU EOM, o Understanding of management, coordination and team dynamics, o Analysis, report writing and editing skills, o Communication skills, and o Language skills.

The EODS evaluation of the participants mirrors the Guidelines for EU EOM Observers Evaluation. The Guidelines can be downloaded here.

Therefore, trainees’ performance will be assessed along three scores:

o Recommended: Good performance. The participant demonstrates to fulfil all the criteria set above in a satisfactory manner and is ready to participate in EU EOMs in the position for which the training has been conducted.

o Recommended with qualifications: Same as above, but with some skills needing further strengthening to be mentioned. Considering the identified areas for enhancement, the par-ticipant is ready to participate in EU EOMs in the position for which the training has been conducted.

o Not Recommended: Unacceptable behaviour or misconduct during the training.

Evaluations will be posted on the trainee’s Roster CV after the training, to assist the Focal Points and the European Commission in the selection process for EU Election Observation Missions. EODS will inform participants when their evaluations are posted.

Once the evaluation is posted on the Roster, training participants have five calendar days to officially appeal their evaluation by email to the EODS project director. Upon reception of the appeal, the EODS project director has five working days to send her/his final decision to the observer, with a copy to the European Commission FPI. The appellant can then appeal that decision within 10 calendar days to the European Commission FPI. Upon receipt of the observer's complaint, the FPI has 6 weeks to reply.

If the evaluated training participant refuses to accept the final decision of the EC/FPI on his/her evalu-ation, the evaluation will be uploaded to the roster with a comment ‘observer did not accept the eval-uation’.

Election Observation and Democracy Support – Phase II Rue de la Loi, 82, 1st floor

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Annex I - Indicative Terms of Reference of a Deputy Chief Observer (DCO) in EU EOMs1

Preliminary remarks

1. European Union Election Observation Missions (EU EOMs) are independent in their findings and con-clusions, but must, at all times, adhere to the standard EU methodology for election observation in both, political/electoral and implementation/security matters, as outlined in the “Handbook for Euro-pean Union Election Observation.” EU EOMs must follow standard guidelines, models and practices as specified by the European Commission. All mission members must follow the EU Code of Conduct for election observation, as well as adhere to the UN “Declaration of Principles for International Election Observation and Code of Conduct for International Election Observers”.

2. The Core Team is an essential component of EU EOMs. The respective roles and responsibilities of all retained experts, including the DCO, is a key element of a successful mission. All members of the Core Team, including the DCO, must be experienced in election observation or related activities, fluent in the working languages of the mission, and be able to work cooperatively in a team. Experience and training within EU missions and initiatives will be considered an asset.

3. Please note that due to the evolving context of elections, the following Terms of Reference offer a general overview of the requested job profiles that is potentially subject to changes. The final version including the detailed description of the final profile and responsibilities of the DCO will be provided in the contract the DCO will be signing with the European Commission in her/his quality of Special Advisor to the European Commission.

4. The DCO is required to participate in EU EOM briefings and debriefings organised by the European Commission. These activities are an integral part of the mission.

(…)

DEPUTY CHIEF OBSERVER (DCO) As a Special Adviser to the HR/VP, the role of the DCO is to assist the Chief Observer in the conduct of the EOM and in managing its core team. The DCO also replaces the Chief Observer whenever absent, including in the diplomatic and media contacts essential to the functioning of the EOM. The DCO will be present in the field during the full duration of the mission as well as its preparatory and winding-down phases.

The DCO acts as the principal political and technical advisor to the CO. Under the authority of the CO, the DCO has management responsibility for the political, analytical and methodological aspects of the EU EOM. Under the direction of the CO, the DCO is co-responsible for the management of operational and security aspects of the EU EOM, in coordination with the Service Provider selected for mission implementation.

The DCO is also responsible for the co-ordination of all mission member activities, including vis-à-vis staff made available by the Service Provider. Under the authority of the CO, the DCO is responsible for the co-ordination and editing of final reports to be submitted to the European Commission services according to the schedule agreed between CO, DCO and relevant EEAS and European Commission ser-vices.

For the return visit, the DCO will be present in the country for an additional maximum four days (not including traveling time) after the closure of the EOM. S/he will provide EEAS and European Commis-sion services with a mission report on the return visit and roundtable.

1 Source: FPI - Request for candidatures for the position of Deputy Chief Observer (DCO) for the EU EOM Kenya 2017, available here.

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The DCO will keep the CO and relevant European Commission services regularly informed about all aspects of the mission.

S/he will: Manage political and methodological tasks:

1. Ensure that the EU EOM adheres to the EU methodology for election observation, as outlined in the “Handbook for European Union Election Observation” and accompanying guidelines, as well as to the “Declaration of Principles for International Election Observation and Code of Conduct for International Election Observers”, commemorated at the United Nations in October 2005. In particular, the DCO ensures that the EOM assesses the conduct of the election process in accordance with national laws of the host country, international obligations and commitments for democratic elections.

2. Ensure that the EU EOM adheres to the Memoranda of Understanding signed by the European Union with the host state and electoral authorities.

3. Understand the electoral framework and oversee identification of the main electoral and political issues.

4. Ensure inclusion of EOM relevant political analysis in EU EOM reports, including in particular the assessment of political rights.

5. Ensure gender mainstreaming and/or the inclusion of a gender-sensitive, social and cultural analysis in EU EOM reports.

6. Maintain regular co-ordination and communication with domestic and international organisations involved in observing/monitoring the electoral process.

7. Meet regularly with election administration, political party leaders, political contestants, interna-tional organisations, government departments, other relevant state institutions and NGOs as well as with EU Member States and the EU Delegation in the host country.

8. Co-ordinate the preparation of the EU EOM preliminary statement, based on the standard for-mat/template provided by the COM services, which should be approved by the CO. The EEAS and Eu-ropean Commission must be given an opportunity, in sufficient time (usually 48 hours), to provide comments on the preliminary statement, which should be considered carefully before it is finalised. Final approval lies with the CO.

9. Inform European Commission services on important developments in between reporting cycles.

10. Co-ordinate the preparation of interim reports on the election process and EU EOM activities, based on contributions from the Core Team and LTOs, using the standard format/template provided by the European Commission services. The EEAS and European Commission services must be given an opportunity, in sufficient time (usually 48 hours), to provide comment on these reports, which should be considered carefully before they are finalised. Final approval lies with the CO.

11. Co-ordinate, draft and edit the EU EOM final report, based on the standard format/template pro-vided by European Commission / EEAS services. The DCO is responsible for the collection of all CT member contributions and shall provide Commission / EEAS services with a harmonised and coherent document as final draft, upon pre-agreed deadlines. Particular attention will be paid to follow-up rec-ommendations drafted by the EOM, according to the template provided by Commission services. The EEAS and European Commission services must be given an opportunity (over at least a two week pe-riod) to provide comments on the draft final report, which should be considered carefully before it is finalised. Final approval lies with the CO. The date for final report delivery should be agreed during the debriefing of the Mission and should, where possible, be within two months of Core Team departure from the country of observation.

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12. Ensure reliability and quality of the translation of the final report into other working languages of the mission.

13. Ensure that all reporting is of highest possible standard, both in terms of content and language, and EU EOM Core Team members and observers base findings on direct observation.

14. Maintain mission visibility and image of the highest standard; liaise with Commission services in order to deliver highest quality.

Manage operational tasks:

1. In the absence of the CO, assume position of Acting CO and lead daily EU EOM activities.

2. Ensure high visibility of the mission, together with members of the core team.

3. Oversee the work of all core team members, in particular:

o Organise effective co-ordination and regular team meetings among Core Team members; o Oversee preparation and conduct of briefing and training sessions for observers; o Ensure that observers are briefed on the EU, the EU foreign policy and in particular, on election

support instruments and the European Instrument for Democracy and Human Rights (EIDHR); o Oversee preparation of briefing materials and report forms for observers ensuring that observ-

ers are briefed on the EU, the EU foreign policy and in particular election support instruments and the European Instrument for Democracy and Human Rights (EIDHR);

o Oversee the preparation of the deployment plan prepared by the Observer Coordinator and subsequent deployment of observers; ensure that the deployment plan be communicated to the Service Provider sufficiently in advance, in order to allow for all logistical and security measures to be taken in a timely manner;

o Oversee continuous media relations and public outreach activities, including website content. In the absence of the CO, act as principal spokesperson for the mission.

4. Determine Core Team rules of procedure, which should include:

o Rules for core team (meetings and other necessary rules) to ensure the effective flow of infor-mation among core team members and vis-à-vis observers (enhancing the need to ensure the flow of information is well coordinated);

o Rules for interfacing with national authorities, election stakeholders (level of contacts, signa-ture responsibilities etc.);

o Internal deadlines for preparing weekly and preliminary reports, taking into account reporting guidelines;

o Rules for establishing an operational plan for election day, ensuring smooth data flow to and from observers;

o Rules for archiving main documents (what kind of information received must be recorded or which prepared/received documents must be retained);

o Rules for daily co-ordination with the service provider and its staff.

5. Oversee the methodological and operational integration of locally recruited diplomatic STOs, of as-sociated observers from non-EU member states, and of the MEP delegation into the EU EOM workflow.

6. Oversee the work of, and ensure co-ordination with the Service Provider (SP)

o Organise effective co-ordination and regular team meetings between Core Team members and the SP; o Ensure daily briefings with SP on logistic and security aspects; o Establish proper channels and procedures for communication of emergency situations with the SP; o Oversee preparation of logistic aspects by the SP (transport, accommodation, working facilities etc.);

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o In co-operation with the Observer coordinator, liaise with the SP Logistics and Security experts on deployment plan and movements of the observers;

o Oversee the preparation of security/behavioural training tasked to the SP by the EC prior to observer deployment;

o Address to the SP the day-to-day logistic needs for the proper conduct of the mission, and over-see its delivery according to the terms of contract;

o Address to the SP the day-to-day appropriate security needs and oversee its delivery according to the terms of contract.

7. Ensure that all mission members are fully aware of the EU EOM Codes of Conduct and the conse-quence of failing to abide by them. In case any problem arise (eg. harassment allegations, inadequate behaviors) immediately inform EC/EEAS.

8. Oversee the observer evaluation process. Ensure that this is prepared in co-ordination with all Core Team members; co-sign the evaluations and certificates for observers together with the Observer Co-ordinator. Ensure that evaluations follow COM guidelines. Oversee the inclusion of evaluations in the roster by the Coordinator (the Observer Coordinator will sign a letter of confidentiality on the infor-mation obtained in the roster).

9. Provide record of performance of the core team experts in collaboration with the CO.

10. Under CO responsibility, ensure that all measures are taken to ensure the security of EU EOM members. Inform European Commission services in a timely manner about all security issues. Decisions related to security must be taken in a timely manner under CO responsibility, in co-ordination with the Service Provider, in charge of the security and logistical aspects of the mission, and in consultation with the European Commission services. Plan a security committee and possible responses to the type of incidents that might arise in the country. Convene the security committee if necessitated. In case of disagreement between the DCO (under the authority of the CO) and the Service Provider, the DCO (under the authority of the CO) and the Programme Manager of the Service Provider shall discuss the matter in order to reach an agreement, and in case no agreement can be found, the CO and/or the Service Provider shall refer the matter to the European Commission (FPI.5), who shall contact the Ser-vice Provider in order to find a mutual agreement.

11. Ensure a good working relationship within the Core Team, with the Service Provider and with the locally recruited staff.

12. Provide a briefing on the mission’s modus operandi (including objectives, rules of procedures, staff rights and duties, and etiquette) for locally recruited staff.

13. Ensure the smooth and timely circulation of information to European Commission and EEAS ser-vices.

14. Ensure that any modification requested to the TORs and the budget is notified in due time to the Service Provider and EEAS/European Commission services for final approval by the relevant European Commission services.

15. Provide the Commission with complete LTO evaluations, as well as LTO End of Mission reports, both in line with Commission guidelines. Provide the Commission with a comprehensive synthesis of all evaluations, certificates and End of Mission reports before closure of the mission.

16. Co-ordinate and draft, with the support of the Observer Coordinator and with the contribution of other analysts, and based on assessments by the observers, the internal final report, including feed-back on individual terms of reference for each analyst and for observers, modus operandi of the mis-

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sion, lessons learnt and good practices, and suggestions for methodological improvements and infor-mation on possible areas of technical assistance. The final internal report should be approved by the CO and submitted to COM and EEAS services prior to the debriefing.

17. Ensure, in co-ordination with the core team and the Service Provider, the effective closure of the mission, including the archiving of main documents and donation of equipment in collaboration with the EU Delegation.

18. Perform any other duty required by the CO or COM/EEAS services for the good functioning of the EU EOM.

19. Be available for the return visit and roundtable.