individual consultant procurement notice -...

INDIVIDUAL CONSULTANT PROCUREMENT NOTICE

Date: October 4, 2017

Country: Denmark

Description of the assignment: To assist with Administrative & Finance support to Service Delivery of Managed

ICT & Green Energy Services Project to UNDP Country Offices.

Number of Consultants needed: 1

Duty Station: UN City, Copenhagen, Denmark

Project name: Service Delivery of Managed ICT & Green Energy solutions to Country Offices

Period of assignment/services (if applicable): 6 months

Proposal should be submitted at the following address by email to [email protected] no later

than 17.00hours (Copenhagen time) of 31 October 2017, with indication in the subject line:

UNDP/OIMT/IC/Administrative & Finance application - Copenhagen.

Any request for clarification must be sent in by standard electronic communication to e-mail indicated above,

indicating in the subject line: UNDP/OIMT/IC/Administrative & Finance application - Copenhagen. UNDP OIMT

will respond by 27 October 2017. Inquiries received after the above date and time shall not be entertained.

Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless

UNDP determines that such an extension is necessary.

1. BACKGROUND

The United Nations Development Programme (UNDP) Office of Information Management and Technology

(OIMT) is the organizations primary provider of ICT and Green Energy services to a global network of 155+

country offices worldwide. Noting the large volume of service delivery, the finance and administrative duties

in the OIMT/CIAS unit requires dedicated individuals to sufficiently meet requirements of Country Offices

and expectations of vendors in a timely manner and optimal capacity in line with Country Office Support

vision and mission statements. Administrative duties may be spelt out to the IC in an ad-hoc manner but

largely encompass interacting with third parties on behalf of the unit in financial, administrative and

procurement operations as well as other logistics, HR matters and facilitating organized events/functions,

drafting correspondences, and similar as may be assigned by the supervisor.

mailto:[email protected]

2. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Please refer to the attached ToR (Annex 1) Please submit your application at the following email address: [email protected] The contractor is required to play a significant role and assist the work as directed by the Finance & Administrative Assistant in achieving, among other assignments, the following tasks:

• Assist cost recovery, reconciliation and budgeting: support and coordinate all CO requests, prepare

and maintain 250+ GLJEs per year (155 for each Country Office and oversea business unit + ad-hoc

transactions) amounting to a total of around $10 million;

• Support the procurement efforts, processing Purchase Orders (PO) and invoice settlement related to

acquisition of ICT, OneICTbox and Green Energy solutions amounting to $3 million per year. This

includes the process of Request For Quotation (RFQ), placing orders, coordinate procurement,

shipment and delivery, receipt and subsequent invoice payment;

• Assist in production of financial reports of Managed ICT and Green Energy Services Projects, for

financial service reconciliation and also management of the CIAS direct cost budget amounting to

US$486,492, which involves payment to the Regional Bureaus for the 50% share of the cost of the

Regional ICT Coordinators;

• Support verification and invoice payment to Service Providers: which includes quarterly invoices

from Marlink, Ultisat and Open Systems, requiring detailed examination and scrutiny. The invoices

contain details on each business unit receiving services (above 100 for VSAT services and 155 for

Managed Security Services) and the annual cost regarding Marlink and Ultisat services is $3,3 million

whereas for Managed security the annual amount is $911,000;

• Assist the business development and Customer base expansion for managed services, particularly

VSAT, Network Equipment (OneICTbox), Green Energy, Managed Security Service (MSS-3) & Polycom.

• Support the administrative efforts; prepare documentation and organization of meetings and events,

assist the full recruitment process of interns and IC contractors, travel related issues, improve unit IT

tools and resources, update promotional documentation and marketing strategies to advance unit

standards and best practices as per the ISO 9001 certification. Additionally, continuous enhancement

of the ICT strategic framework with proper Knowledge management efforts.

Importance: Failure to achieve 100% cost recovery implies that the difference needs to be covered by

OIMT regular budget and even a 1% rate fluctuation would be highly detrimental to OIMT operations.

Failure to pay invoices on a timely basis may lead to service interruption.

For detailed information, please refer to the ToR in Annex 1 below.

3. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS

Education and Experience:

• Secondary education. University Degree in International Business, Economics, Management or

Public Administration is desirable, but it is not a requirement;

• 1-2 years UN experience and exposure to ICT working environment will be an added advantage;

• Knowledge of UNDP ERP system (Atlas) would be a definite advantage.

• PRINCE2 certification will be an added advantage.

Language Requirement:

• Fluent proficiency in spoken and written English is required. Knowledge of Danish is an advantage

4. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

1. Financial proposal: a. Offeror’s Letter to UNDP Confirming Interest and Availability for the Individual

Contractor (IC) Assignment 2. Work approach Proposal:

A motivational letter with brief description of: a. Explaining why they are the most suitable for the work b. Provide a brief methodology on your approach to the assignment work and explaining

your suitability for the work 3. P11 form template annexed in Annex 3 below and CV.

Note:

a) Applicants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy

b) The candidate has to be an independent consultant (If the candidate is engaged with any organization, the organization employing the candidate will be issued with a Reimbursable Loan Agreement (RLA) to release the employee for the consultancy with UNDP.)

c) Due to sheer number of applicants, the unit will contact only competitively selected consultant.

5. FINANCIAL PROPOSAL

• Contracts based on daily fee

The financial proposal will specify the daily fee, and payments are made to the Individual Consultant based

on the number of days worked.

Travel;

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty

station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an

economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own

resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal

expenses should be agreed upon, between the respective business unit and Individual Consultant, prior

to travel and will be reimbursed

6. EVALUATION

Individual consultants will be evaluated based on the following methodologies: Cumulative analysis When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

1. responsive/compliant/acceptable, and 2. Having received the highest score out of a pre-determined set of weighted technical and

financial criteria specific to the solicitation.

a) Motivation/Technical Criteria weight; 60%

b) Financial Criteria weight; 40%

Only candidates meeting the technical requirements would be considered for the Financial Evaluation

Contract will be awarded to the best qualified consultant who obtains the highest combined score (financial and technical).

ANNEX

ANNEX 1 - TERMS OF REFERENCES (TOR)

ANNEX 2 - OFFEROR’S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY FOR THE INDIVIDUAL

CONTRACTOR (IC) ASSIGNMENT

ANNEX 3 – P11 / PERSONAL HISTORY FORM (for Service Contracts and Individual Contracts)

ANNEX 4 - GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF INDIVIDUAL CONSULTANT

ANNEX 1 - TERMS OF REFERENCES (TOR)

Terms of Reference (TOR)

UNDP OIMT/CIAS Unit Individual Contractor (IC)

Project Title

Administrative & Finance support to Service Delivery of Managed ICT & Green Energy Services Project.

A. Project Description

The United Nations Development Programme (UNDP) Office of Information Management and Technology (OIMT)

is the organizations primary provider of ICT and Green Energy services to a global network of 155+ country offices

worldwide. Noting the large volume of service delivery, the finance and administrative duties in the OIMT/CIAS

unit requires two full time dedicated individuals in order to sufficiently meet requirements of Country Offices and

expectations of vendors in a timely manner, to not a strain on the individual and adversely impacts on timely

service delivery to Country Offices and invoice payments to vendors. Engagement of extra assistance through the

IC modality will help alleviate the pressure and ensure OIMT/CIAS operates at its optimal capacity in line with

Country Office Support vision and mission statements. Administrative duties may be spelt out to the IC in an ad-

hoc manner but largely encompass interacting with third parties on behalf of the unit in financial, administrative

and procurement operations as well as other logistics, HR matters and facilitating organized events/functions,

drafting correspondences, and similar as may be assigned by the supervisor.

B. Scope of Work

The contractor is required to play a significant role and assist the work as directed by the Finance & Administrative Assistant in achieving, among other assignments, the following tasks:

• Assist cost recovery, reconciliation and budgeting: support and coordinate all CO requests, prepare and maintain 250+ GLJEs per year (155 for each Country Office and oversea business unit + ad-hoc transactions) amounting to a total of around $10 million;

• Support the procurement efforts, processing Purchase Orders (PO) and invoice settlement related to acquisition of ICT, OneICTbox and Green Energy solutions amounting to $3 million per year. This includes the process of Request For Quotation (RFQ), placing orders, coordinate procurement, shipment and delivery, receipt and subsequent invoice payment;

• Assist in production of financial reports of Managed ICT and Green Energy Services Projects, for financial service reconciliation and also management of the CIAS direct cost budget amounting to US$486,492, which involves payment to the Regional Bureaus for the 50% share of the cost of the Regional ICT Coordinators;

• Support verification and invoice payment to Service Providers: which includes quarterly invoices from Marlink, Ultisat and Open Systems, requiring detailed examination and scrutiny. The invoices contain details on each business unit receiving services (above 100 for VSAT services and 155 for Managed Security Services) and the annual cost regarding Marlink and Ultisat services is $3,3 million whereas for Managed security the annual amount is $911,000;

• Assist the business development and Customer base expansion for managed services, particularly VSAT, Network Equipment (OneICTbox), Green Energy, Managed Security Service (MSS-3) & Polycom.

• Support the administrative efforts; prepare documentation and organization of meetings and events, assist

the full recruitment process of interns and IC contractors, travel related issues, improve unit IT tools and resources, update promotional documentation and marketing strategies to advance unit standards and best practices as per the ISO 9001 certification. Additionally, continuous enhancement of the ICT strategic framework with proper Knowledge management efforts.

Importance: Failure to achieve 100% cost recovery implies that the difference needs to be covered by OIMT

regular budget and even a 1% rate fluctuation would be highly detrimental to OIMT operations. Failure to pay

invoices on a timely basis may lead to service interruption.

Expected Outputs and Deliverables

Deliverables/ Outputs Estimated Duration

Target Due Dates

Review and Approvals

Assisting in the order process handling; corresponding, cost recovery, deliver and reconcile COs orders for managed services

6 months May 2018 Finance & Admin Assistant

Prepare for approval and verification of orders in the eStore 6 months May 2018 Finance & Admin Assistant

Assist in invoice processing and verification from vendors 6 months May 2018 Finance & Admin Assistant

Collect & manage required statistics from Atlas & eStore, to assist with managed services reconciliation and drafting of Annual report


Maintenance of records on assets management, inventory and preparation of reports, support in relevant certification processes.


Support financial actions/transactions in ERP Atlas as required; either as Buyer (vendor creation/preparation of POs) or Finance User (creation of AP Vouchers). Also including creation of GLJEs in ATLAS for managed services cost recovery.


Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation.


Support the logistics and shipments of unit projects; liaison with CO and service provider, arrange shipment notification document for customs clearance


Assist the coordination of the human resource management procedures; recruitment, learning and onboarding/out bounding


Assisting procurement of office supplies and maintenance of stock list of equipment and log of distribution to staff.


Support the update of CIAS tools & procedures for administrative and operational duties to enhance strategic framework and ensure best practice and quality delivery as per ISO certification

6 months May 2018 Global ICT Advisor

Assist CIAS operational and administrative duties to enhance strategic framework through creating branding documentation etc. Assist in coordinating events, workshops and annual meetings.

6 months May 2018 Global ICT Advisor

Note: Deliverables listed above are not necessarily in sequential order but spread over contract duration E. Institutional Arrangement

• On a day to day basis, the contractor will be working with and directly reporting to the Finance Administrative Assistant;

• The Global ICT Advisor has the overall responsibility to guide the both the Finance Administrative Assistant and the Contractor;

• Progress reporting will be done every Tuesday in the OIMT/CIAS unit weekly meetings.

F. Duration of the Work1 The duration of the contract is 6 months with full services and tasks should be implemented through 120 days, with a possibility of extension. G. Duty Station The duty station for this contract is Copenhagen and duties will be carried out in office. H. Qualifications of the Successful Individual Contractor

• Secondary education. University Degree in International Business, Economics, Management or Public Administration is desirable, but it is not a requirement;

• 1-2 years UN experience and exposure to ICT working environment will be an added advantage;

• Knowledge as user of UNDP ERP system (Atlas) would be a definite advantage.

• PRINCE2 certification will be an added advantage;

• Fluency in oral and written English. Knowledge of Danish is an advantage

I. Scope of Price Proposal and Schedule of Payments

• Daily Fee.

• The assignment should be implemented during working days, except weekends and official UN holidays.

J. Criteria for Selection of the Best Offer In addition to minimum requirements, the following will be used to select the best candidate for the consultancy:

• Brief description of approach to the assignment (Motivation letter) and meeting qualification criteria, 60%;

• Proposed price level (daily fee), 40%.

Apply by: send completed & signed documents to [email protected], of: a) CV and Duly signed P11 Form, b) Brief Description of Approach to Work (Motivation) and c) Confirmation of Interest & financial proposal

L. Approval This TOR is approved by: Signature ___________________

Name and Designation Gerald Demeules – Global ICT Advisor____

Date of Signing _17 October 2017_________________________________

1 The IC modality is expected to be used only for short-term consultancy engagements. If the duration of the IC for the same TOR exceeds

twelve (12) months, the duration must be justified and be subjected to the approval of the Director of the Regional Bureau, or a different

contract modality must be considered. This policy applies regardless of the delegated procurement authority of the Head of the Business

Unit.



Annex 2. OFFEROR’S LETTER TO UNDP CONFIRMING INTEREST AND

AVAILABILITY FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT

OFFEROR’S LETTER TO UNDP CONFIRMING INTEREST AND AVAILABILITY

FOR THE INDIVIDUAL CONTRACTOR (IC) ASSIGNMENT

Date Global ICT Advisor CIAS OIMT United Nations Development Programme Dear Sir/Madam: I hereby declare that:

a) I have read, understood and hereby accept the Terms of Reference describing the duties and

responsibilities of Administrative and Finance Assistance under the Managed ICT Services Project; b) I have also read, understood and hereby accept UNDP’s General Conditions of Contract for the Services

of the Individual Contractors; c) I hereby propose my services and I confirm my interest in performing the assignment through the

submission of my CV or Personal History Form (P11) which I have duly signed and attached hereto as Annex 1;

d) I hereby propose to complete the services based on the following payment rate:

☐ An all-inclusive daily fee of [state amount in words and in numbers indicating currency]

e) I recognize that the payment of the abovementioned amounts due to me shall be based on my delivery of

outputs within the timeframe specified in the TOR, which shall be subject to UNDP's review, acceptance and payment certification procedures;

f) This offer shall remain valid for a total period of ___________ days [minimum of 90 days] after the submission deadline;

g) I confirm that I have no first degree relative (mother, father, son, daughter, spouse/partner, brother or sister)

currently employed with any UN agency or office [disclose the name of the relative, the UN office employing the relative, and the relationship if, any such relationship exists];

h) If I am selected for this assignment, I shall [pls. check the appropriate box]:

☐ Sign an Individual Contract with UNDP;

i) I hereby confirm that [check all that applies]:

☐ At the time of this submission, I have no active Individual Contract or any form of engagement

with any Business Unit of UNDP;

☐ I am currently engaged with UNDP and/or other entities for the following work :

Assignment

Contract Type UNDP Business Unit / Name of

Institution/Company

Contract Duration

Contract Amount

☐ I am also anticipating conclusion of the following work from UNDP and/or other entities for

which I have submitted a proposal :

Assignment

Contract Type

Name of Institution/ Company

Contract Duration

Contract Amount

j) I fully understand and recognize that UNDP is not bound to accept this proposal, and I also understand and

accept that I shall bear all costs associated with its preparation and submission and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the selection process.

k) If you are a former staff member of the United Nations recently separated, pls. add this section to

your letter: I hereby confirm that I have complied with the minimum break in service required before I can be eligible for an Individual Contract.

l) I also fully understand that, if I am engaged as an Individual Contractor, I have no expectations nor entitlements whatsoever to be re-instated or re-employed as a staff member.

Full Name and Signature: Date Signed: Annexes [pls. check all that applies]:

☐ CV or Duly signed P11 Form

☐ Brief Description of Approach to Work (Motivation Letter)

Annex 3. P11 Form for Individual Contracts INSTRUCTIONS

Please answer each question clearly

and completely. Type or print in ink.

Read carefully and follow all directions.

UNITED NATIONS DEVELOPMENT

PROGRAMME

PERSONAL HISTORY FORM

(for Service Contracts and Individual Contracts)

1. Family Name

First Name

Middle name

Maiden name, if any

2. Date

of Birth

Da

Mo

Yr

3. Place of Birth

4. Nationality (ies) at birth

5. Present nationality (ies)

6. Sexe

7. Height

8. Weight

9. Marital status

Single Married Separated Widow Divorced

10. Permanent address

Telephone No.

Fax No.

11. Present Address (if different)

Telephone No.

Fax No.

12. Office Telephone No.

Office Fax No.

Office E-mail No.

13. Do you have a spouse and/or children? YES NO if the answer is "yes", give the following information:

NAME Date of birth Relationship NAME Date of birth Relationship

14. Have you taken up any legal permanent status in any country other than that of your nationality? YES NO

If the answer is "yes", which country?

15. Have you taken any legal steps towards changing your present nationality? YES NO

If answer is "yes", explain fully:

16. Are any of your relatives employed by UNDP, any other UN organization or any other public international organization? YES NO If the answer is "yes", give the following information:

NAME Relationship Name of International Organization

17. What is your preferred field of work?

18. KNOWLEDGE OF LANGUAGES. What is your mother tongue?

READ WRITE SPEAK UNDERSTAND

OTHER LANGUAGES Easily Not Easily Easily Not Easily Fluently Not Fluently Easily Not Easily

19. For clerical grades only Indicate speed in words per minute

List any office machines or equipment you can use

English French Other languages

Typing

Shorthand

20. EDUCATIONAL. Give full details - N.B. Please give exact titles or degree in original language.

A. UNIVERSITY OR EQUIVALENT Please do not translate or equate to other degrees.

NAME, PLACE AND COUNTRY ATTENDED FROM/TO DEGREES and ACADEMIC MAIN COURSE

Mo./Year Mo./Year DISTINCTIONS OBTAINED OF STUDY

B. SCHOOLS OR OTHER FORMAL TRAINING OR EDUCATION FROM AGE 14 (e.g. high school, technical school or apprenticeship)

NAME, PLACE AND COUNTRY TYPE ATTENDED FROM/TO CERTIFICATES OR

Mo./Year Mo./Year DIPLOMAS OBTAINED

21. LIST PROFESSIONAL SOCIETIES AND ACTIVITIES IN CIVIC, PUBLIC OR INTERNATIONAL AFFAIRS

22. LIST ANY SIGNIFICANT PUBLICATIONS YOU HAVE WRITTEN (Do not attach)

23. EMPLOYMENT RECORD: Starting with your present function, list in reverse order every employment you have had. Use a separate block for each FUNCTION. Include also service in the armed forces and note any period during which you were not gainfully employed. If you need more space, attach

additional pages of the same size. Give both gross and net salaries per annum for your last and present FUNCTION.

A. PRESENT FUNCTION (LAST FUNCTION, IF NOT PRESENTLY IN EMPLOYMENT)

FROM TO SALARY PER ANNUM EXACT TITLE OF YOUR FUNCTION:

MONTH/YEAR MONTH/YEAR STARTING FINAL

NAME OF EMPLOYER:

TYPE OF BUSINESS:

ADDRESS OF EMPLOYER:

NAME OF SUPERVISOR:

NO AND KIND OF EMPLOYEES SUPERVISED BY YOU:

REASON FOR LEAVING:

DESCRIPTION OF YOUR DUTIES

B. PREVIOUS FUNCTION (IN REVERSE ORDER) PAGE 3



NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:

NO AND KIND OF EMPLOYEES

SUPERVISED BY YOU:

REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


SUPERVISED BY YOU:

REASON FOR LEAVING:


4



NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


SUPERVISED BY YOU:

REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


SUPERVISED BY YOU:

REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


SUPERVISED BY YOU:

REASON FOR LEAVING:




NAME OF EMPLOYER:

TYPE OF BUSINESS:


NAME OF SUPERVISOR:


SUPERVISED BY YOU:

REASON FOR LEAVING:


24. DO YOU HAVE ANY OBJECTIONS TO OUR MAKING ENQUIRIES OF YOUR PRESENT EMPLOYER? YES NO

25. ARE YOU NOW, OR HAVE YOU EVER BEEN A PERMANENT CIVIL SERVANT IN YOUR GOVERNMENT’S EMPLOY? YES NO

If answer if "yes", WHEN?

26. REFERENCES: List three persons, not related to you, who are familiar with your character and qualifications.

Do not repeat names of supervisors listed in item 24.

FULL NAME FULL ADDRESS BUSINESS OR OCCUPATION

27. STATE ANY OTHER RELEVANT FACTS IN SUPPORT OF YOUR APPLICATION. INCLUDE INFORMATION REGARDING ANY RESIDENCE

OUTSIDE THE COUNTRY OF YOUR NATIONALITY.

28. HAVE YOU BEEN ARRESTED, INDICTED, OR SUMMONED INTO COURT AS A DEFENDANT IN A CRIMINAL PROCEEDING, OR CONVICTED, FINED OR IMPRISONED FOR THE VIOLATION OF ANY LAW (excluding minor traffic violations)? YES NO

If "yes", give full particulars of each case in an attached statement.

29. I certify that the statements made by me in answer to the foregoing questions are true, complete and correct to the best of my knowledge and belief. I

understand that any misrepresentation or material omission made on a Personal History form or other document requested by the Organization may result in the termination of the service contract or special services agreement without notice.

DATE: SIGNATURE:

NB. You will be requested to supply documentary evidence which support the statements you have made above. Do not, however, send any documentary

evidence until you have been asked to do so and, in any event, do not submit the original texts of references or testimonials unless they have been obtained for the sole use of UNDP.

ANNEX 4 - GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF

INDIVIDUAL CONSULTANT

Document available in: http://procurement-notices.undp.org/view_file.cfm?doc_id=119382

http://procurement-notices.undp.org/view_file.cfm?doc_id=119382

individual consultant procurement notice -...

Documents