Background

The Agenda for Change (AOC), which was launched by the UNDP Administrator in 2011, aims to support the creation of a more productive, flexible and results-oriented organization within a culture of excellence and accountability for achieving results. It is for this purpose that human resources management has been identified for reform, with simplicity, streamlined business processes, transparency of policies and timeliness of services as the common threads.

The Streamlining Recruitment Project (SRP) was launched in November 2011. The SRP launched an eRecruit Blueprint and based on the workflow of the blueprint a new eRecruit module/function will be developed in UNDP. Under the guidance and direct supervision of the eRecruit Project Manager the Training and Implementation Consultant will be instrumental in the development of training materials, user-guides, and on-demand materials to support the smooth roll out of eRecruit in UNDP. In addition the Training and Implementation Consultant will support the establishment of a Helpdesk and execute virtual training based on the material developed.

Duties and Responsibilities

Under the guidance and supervision of the Project Manager (PM) for eRecruit, the Individual Contractor (IC) will contribute to and deliver business analysis, knowledge transfer, training and implementation support to the eRecruit project.

Summary of key functions:

  • Develop and update the training strategy for HR administrators, which incorporate training material, user guides, helpdesk scripts and any other relevant eRecuit/eHire knowledge-based materials.
  • Based on the Training strategy, develop and update Training materials (user manual, onDemand scenarios, workflows, jobaids and user guides) for the end-to-end eRecruit/eHire business process: 1) Job approver’s setup; 2) Vacancy Creation; 3) Screening including Pre-Longlisting, Long-listing and Short-Listing; 4) Interview; 5) CRB/CRP; 6) Job establishment, 7) Hire; 8) Roster recruitment;
  • In line with the training strategy, develop a Training of Trainer’s strategy that includes training scenario-based modules to be used for future releases of eRecruit/eHire.
  • Provide guidance and advice on project and system design requirements, page descriptions, labels and fields (VA creation, candidate gateway, screening, interview, CRB/CRP, hire etc.).
  • Participate in User Acceptance Testing for scheduled milestone 1 and 2 releases of the eRecruit/eHire project.
  • Conduct a series of webinar training sessions as outlined in the agreed Training Strategy. The training material will be created in English (and French) where appropriate.
  • Provide support to e-Recruit users (as defined by the service delivery module) by means of a tier 2 support helpdesk service and respond to incoming inquiries from external applicants. 
  • Perform as the project webmaster for the project Sharepoint site (update the site with new content/documents, facilitate theme-based discussion forums, respond to questions, mange the eRecruit/eHire blog).
  • Provide business analysis support for the requirement specifications and development of a roster in eRecruit.
  • Support other areas within the scope of the project as identified by the project manager.

Impact of Results

  • The key tasks will have significant impact on the success of the global implementation of eRecruit/eHire and contribute to build capacity, support implementation and contribute to the organizations efficiency, and effectiveness.

Competencies

Functional competencies:

  • Extensive knowledge of PeopleSoft eRecruit/eHire systems;
  • Good knowledge of recruitment/selection related policies and procedures in UNDP;
  • Extensive experience in knowledge sharing, website administration, training of colleagues and support (helpdesk)
  • Innovative and creative in identifying new and better approaches to work processes and incorporates same in own work;
  • Atlas experience and knowledge of how to use the Oracle OnDemand tool is a significant advantage.
  • Ability to analyze and utilize data;
  • Excellent organizational and time management skills;
  • Ability to establish and maintain harmonious relationships with clients and colleagues;
  • Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary;
  • Communicating clearly and effectively.

Core Competencies include ability to:

  • Demonstrate/safeguard ethics and integrity; 
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Demonstrates Client orientation;
  • Managing conflict;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Informed and transparent decision making.

Required Skills and Experience

Mandatory education:

  • Master’s degree or equivalent in the area of Educational science, Business Administration and/or Human Resources management, or related discipline is a requirement.

Mandatory experience: 

  • Minimum 5 years of related work experience in the area of professional Human Resources management preferably in UN and with focus on implementing and roll-out eRecruitment systems;
  • Previous experiences in implementing ERP systems is mandatory;
  • Previous experience in preparing and conducting similar training courses is mandatory.

Desired experience:

  • Excellent knowledge of and familiarity with UN recruitment policies, practices and processes;
  • Good working knowledge of Peoplesoft HCM (Atlas) and MS Office applications;
  • Project management certifications i.e. Prince I or Prince II is an advantage.

Mandatory language:

  • Fluency in English is required;

Desired languages:

  • Knowledge in French and/or Spanish is considered a significant advantage.

Reporting requirements:

  • The consultant will report to the Project Manager of eRecruit.

Timeline and location:

  • The consultancy is for a total period/duration of maximum 132 working days spanning a period of 12 months with effect from 1 June 2014 to end by no later than 31 May 2015; i.e. the consultant/contractor is expected to work 11 days per months. The assignment will be home-based with two one-week missions to Copenhagen.

Application Procedures:

Qualified and interested candidates are hereby requested to apply. The application should contain the following:

Applicants are shortlisted based on educational background and extent of relevant working experience in the required areas. 

Evaluation of applicants:

  • Selection method: Desk review and interview, as applicable.
  • The cumulative analysis will be applied for the evaluation of proposals. Under the cumulative analysis scheme, a total score is obtained upon the combination of weighted technical (70) and financial attributes (30).
  • 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 responsive/compliant/acceptable, and having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
  • Technical Criteria weight: 70
  • Financial Criteria weight: 30.

Evaluation Criteria:

Technical:

  • Mandatory: Master’s degree or equivalent in the area of Educational science, Business Administration and/or Human Resources management, or related discipline is a requirement;
  • Mandatory: Minimum 5 years of related work experience in the area of professional Human Resources management;
  • Mandatory: Previous experience in implementing ERP systems is mandatory;
  • Mandatory: Previous experience in preparing and conducting similar training courses is mandatory;
  • Mandatory: Fluency in English is required;
  • Previous UN experience with focus on implementing and roll-out of PeopleSoft eRecruit/eHire systems = 25 points maximum;
  • Extensive experience in knowledge sharing, website administration, training of colleagues and support (helpdesk) = 15 points maximum
  • Excellent knowledge of and familiarity with UN recruitment policies, practices and processes or alternatively other relevant recruitment experience from IO/NGO) = 10 points maximum;
  • Language Skills = 10 points maximum (in addition to English, skills in French or Spanish highly desirable);
  • Experience with the PeopleSoft OnDemand tool or alternatively experience of similar training tools  = 5 points maximum;
  • Project Management Certifications, i.e. Prince I or Prince II Experience/Licenses = 5 points maximum.

Total score obtainable for Technical evaluation - 70 maximum points.

* Only candidates obtaining a minimum of 49 points under Technical evaluation would be considered for the Financial Evaluation.

Financial:

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

  • 30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal (A+B) will be considered as the most compliant offer and will be awarded a contract.

Evaluation Process:

  • The technical and financial proposals will be evaluated and those candidates who submit proposals that meet qualifying criteria will be shortlisted, desk reviewed and invited to an interview, as applicable.

Financial Proposal:

  • Candidates must submit a financial proposal. The financial proposal must indicate a daily rate based on 8-hour working day (lunch time is not included).
  • If the candidate is employed by an organization/company/institution, and he/she expects her/his employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the candidate must indicate at this point, and ensure that all such costs are duly incorporated in the Financial Proposal submitted to UNDP.

Travel:

  • Any envisaged costs related to travel to Copenhagen must be included in the financial proposal but should not be included in the daily rate;
  • In case of unforeseeable travel other than that mentioned above, payment of travel costs including tickets, per diem, etc., shall be agreed upon, between the respective business unit and individual consultant, prior to travel and will be reimbursed.

Payment method:

  • Payment will be made monthly, based on number of days worked and upon confirmation from UNDP on the satisfactory delivery of expected result by the Consultant / Contractor according to agreed deliverables/outputs.

Process:
 
The following documents must be merged in one standalone file, since the online application submission only permits one file upload per application. Incomplete submissions can be grounds for disqualification. Cover letter explaining why you are the most suitable candidate for the advertised position (please paste the letter into the "Resume and Motivation" section of the electronic application).

  • Technical Proposal;
  • CV in the required format of a Personal History Form P11 form, including past experience in similar projects/assignments;
  • Other documents confirming the work experience, expertise and skills.

Long Term Framework Agreement:

UNDP plans to enter into the Long-Term Agreement (LTA) with the successful Individual Contractor. The service of who will be used on an intermittent and repetitive basis when needed and based on the fixed unit price.  Please note that the LTA does not form a financial obligation or commitment from UNDP at the time the contract is signed, and that such an agreement is non-exclusive. Financial commitments will only be established each time the services are requested within the scope of the IC.  Other prospective applicants that are not contracted, at the UNDP discretion, will be placed in the roster of consultants to be used as back-up based on an on-call basis for similar services.   UNDP may select two applicants as back-ups for this purpose.
 
Please visit http://procurement-notices.undp.org/view_file.cfm?doc_id=22291 to view the Individual Contract's General Terms and Conditions (for Individuals/Free Lancers who will sign the UNDP contract on behalf of themselves).
 
For Individuals who will be represented on behalf of a company, a Reimbursable Loan Agreement (RLA) will be signed between UNDP and the company. To view the RLA's terms & conditions, please see http://procurement-notices.undp.org/view_file.cfm?doc_id=22292.
 
Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applicants who are shorted-listed will be contacted.
 
Any request for clarification must be sent by email to henrik.ryden@undp.org.  
 
UNDP will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.
 
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.