Expert in UI/UX Design

1. Context and justification of the need

Expertise France (EF) is a public agency created on the 1st of January 2015, and it has joined AFD Group as of January 1, 2022. EF offers program engineering and technical assistance by developing and implementing international cooperation actions worldwide. Expertise France is the French public agency for international technical assistance.

Project: Supporting progress in key areas of public administration reform in Lebanon

Since 2019, Lebanon has been facing one of the worst economic crises globally since the mid-nineteenth century according to the World Bank, with 2 major events intensifying its impact, the COVID-19 pandemic and the Beirut port explosion in 2020. As the financial and economic situation unfolds, the downfall can be seen in all of the country’s aspects, from the availability of state services to the functioning of public administrations. Understanding the extent of this downfall requires an overview of several key facts that could represent Lebanon’s new reality.

Lebanon has also been facing political and economic crises for several years. The country has a complex political system that is based on power-sharing arrangements among its religious sects. However, this system has led to political gridlock, corruption, and a lack of accountability, which has resulted in a deteriorating economic situation and social unrest. The political deadlock in Lebanon refers to the ongoing inability of the country's political leaders to form a functioning government. This deadlock has been repetitive and has always persisted for multiple months and sometimes years.

The country’s worsening context has severe consequences on all sectors, with Lebanese public administrations being the most affected due to the reduction of available public funds. This has affected the core of public services and the basic functioning of administrations.

A new EU Program Action started in December 2023 that aims to support progress in key areas of public administration reform in Lebanon through enhancing the integrity, transparency and accountability of its public administration aligned with the principles of a modern public administration. It consists of three outcomes:

1. Safeguarding integrity of the public administration, mainly in the area of public human resources management (i.e. civil service reform);
2. Enhancing transparency in public administration systems, mainly in the area of public procurement at central and local level (i.e. public financial management reform) and access to public information (i.e. accountability);
3. Strengthening accountability of the administration by reinforcing the role of the main oversight bodies (i.e., Central Inspection Board, Court of Audits and National Anti-Corruption Commission) in implementing reform, fighting and preventing corruption.

The Outputs to be delivered contributing to the outcome 2 on public procurement reform are:

2.1. Centralized and decentralized public procurement systems more transparent by setting up the e-procurement platform;

2.2 Skills of procurement officers and stakeholders enhanced and public procurement function created;

2.3 The public procurement system is regulated by an independent authority committed to the principles of transparency, fair treatment of all bidders and equal opportunities to participate.

2.4 The role of civil society organizations in supervising and monitoring public procurement enhanced.

Needs justification

Albeit the financial crisis, almost all Lebanese governmental entities have suffered from budget cuts that affected negatively on their IT infrastructure and IT systems spending. The complications have multiplied with the financial crisis and political gridlock in the country, leaving most public administrations in dire need of support.

The project aims to support the IT and Capacity building needs of several public entities through crafting seamless digital experience for the public procurement portal.

2. Objectives and desired results

1. 1. General objective

The objective of the assignment is enhancing the usability, accessibility, and overall user satisfaction of Public Procurement Authority Portal. The UI/UX expert will play a pivotal role in optimizing the design and functionality of the authority’s portal and other digital interfaces to meet the needs and expectations of the authority and its partners.

0. 2. Specific objectives
1. Improve the user experience across the portal.
2. Increased Users’ engagement, retention, and conversion rate
3. Develop a modern design solution that aligns with PPA mission and vision and in compliance with The Public Procurement law considerations.

1. 3. Anticipated results

Delivery of a revamped multilingual PPA portal wireframe by end of May 2024

3. Description of the expert ‘mission and Deliverables’

To effectively execute the guidelines outlined in Chapter 4 of Law 244 on public procurement, the Public Procurement Authority (PPA) aims to establish a fully responsive, robust, adaptable, and user-friendly web portal built upon an open-source content management framework.

This portal will cater to approximately 2,000 registered entities, each granted access based on their respective roles and permissions. The PPA portal is therefore poised to become a central hub for transparent, efficient, and user-friendly access to procurement-related information and services that empowers stakeholders to participate effectively in public procurement processes, promotes integrity and accountability, and drives efficiency and value for money in government spending.

After evaluating the usability of the current website's user interface, it became evident that improvements are necessary in various aspects including layout, navigation flow, content organization, and overall user experience. The current User Interface needs to be redesigned according to accessibility and usability standards or best practices. The current PPA’s website can be consulted at www.ppa.gov.lb

The envisioned outcome is the design of an interface that not only meets the functional requirements but also provides an optimal user experience across various contexts taking into consideration the variable knowledge and competencies in information technology.  Simultaneously, a web portal expert will be engaged to upgrade the functionalities of the web portal in line with the provisions of law 244, international standards, and OCDS. Seamless collaboration between the UI/UX expert, Web Expert and the public procurement authority is imperative to achieve optimal results.

1. 1. Scope of Work

• Creating user personas, user journeys, and empathy maps to better understand the needs and motivations of the PPA target audience.
• Collaborating with PPA team to define project requirements and goals.
• Developing wireframes, prototypes, and responsive design mockups that demonstrate intuitive navigation, information architecture, and visual hierarchy.
• Iteratively testing and refining design solutions based on user feedback, usability best practices, and industry standards.
• Ensuring compliance with accessibility standards (e.g., WCAG) and responsive design principles to optimize usability across different devices and screen sizes.
• Providing design specifications, style guides, and documentation to support implementation by the development team.
• Conducting regular design reviews, presentations, and stakeholder meetings to solicit feedback and communicate project progress.

Mission and Tasks

• User Flows: Visual representations of the steps users take to accomplish tasks within the suggested portal.
• Wireframes: Low-fidelity representations of the layout and functionality of the portal focusing on structure and content hierarchy.
• Mockups: High-fidelity static representations of the portal user interface, including visual design elements such as colors, typography, and imagery.
• Prototypes: Interactive simulations IN HTML, CSS and JS formats of the portal functionality, allowing stakeholders to experience and test the user interface before development.
• Style Guides: Documents detailing design guidelines, including typography, color schemes, iconography, and other visual elements to ensure consistency across the product.
• UI Assets: Exported design files including icons, graphics, CSS, JS and other visual elements necessary for development.
• Design Specifications: Detailed documentation outlining design decisions, interactions, and technical requirements for developers to implement the UI/UX design accurately.
• Accessibility Guidelines: Recommendations and considerations to ensure the digital product is accessible to users with disabilities, including guidelines for screen readers, keyboard navigation, and color contrast.
• Testing Plans and Execution: Conduct structured tests with real users or PPA staff on current website to identify usability issues and areas for improvement.

1. 2. Performance Metrics

              The delivery assessment will be conducted based on the following metrics:

• Quality and impact of design solutions on user experience metrics (e.g., usability,   engagement, conversion rates).
• Timeliness and effectiveness in delivering design deliverables according to project             milestones and deadlines.
• Collaboration and communication skills demonstrated in interactions with PPA Team
• Adherence to project requirements, design specifications, and organizational          standards.

for more information, please refer to the terms of reference