Background

The QCPR 2013-2016 requests of the UN System to accelerate harmonization efforts of business operations, in particular reducing the duplication of functions, and administrative and transaction costs through the consolidation of support services at the country level.

The UNDG Business Operations Strategy (BoS) aims to enhance the cost effectiveness and quality of operations back office processes such as procurement, ICT, HR, Logistics and Admin and Finance in support of the UNDAF. It is a voluntary framework usually developed at the same time as the UNDAF, focusing on Joint Business Operations (Incl. Common Services). It enables UN Country Teams to take a strategic, results oriented approach to planning, management and implementation of Harmonized Business Operations at the country level.  The BoS model allows for flexibility to scope the BoS to country needs and capacity, allowing for a localized approach that matches specific country capacity, needs and requirements. The BoS also includes a component aimed to reinforce the links between UN programmes and operational support needs.

The BoS guidance note was submitted to the UNDG for approval in July 2012. The UNDG subsequently requested to incorporate the BoS in the Standard Operating Procedures as part of the “Operating as One” pillar of DaO. In addition the UNDG requested to pilot the BoS and evaluate the approach with the aim to use the feedback to further enhance the BOS framework based on lessons learned from the pilot programme.  Fourteen voluntary countries were included in the pilot: Afghanistan, Bosnia Herzegovina, Brazil, Copenhagen, Ethiopia, Iraq, Jamaica, Lesotho, Liberia, Malawi, Moldova, Rwanda, Tanzania and South Africa. Iraq withdrew later due to political dynamics at the country level. An independent evaluation of the BOS pilot programme was commissioned in Feb 2015 providing feedback and recommendations regarding the revision of the BOS guidance in support of further scale up of the BOS programme. The BOS evaluation also provided an initial analysis of the types of operational constraints that slow down or prevent further scaling of business operations at the country level.

Although the Independent evaluation of the BOS pilot programme provided an initial, high level overview of the constraints countries face when scaling common business operations, the evaluation report recommends a more detailed analysis into these constraints to provide input for further UNDG and HLCM and focus their respective policy and support interventions.

Ref “UNDG Independent Mid-term Evaluation BOS pilots”, 2015, section 7.3.4, page 31

Ref “UNDG Independent Mid-term Evaluation BOS pilots”, 2015, section 7.3.4, page 31

Ref “UNDG Independent Mid-Term Evaluation BOS pilots, 2015, recommendation 8.3.1 page 43

Duties and Responsibilities

Objective

The constraints analysis is part of the UNDG Business Operations Working Group AWP 2016.

 The constraints analysis aims to implement one of the recommendations of the UNDG Independent Review of BOS pilots, more specifically, recommendation 8.3.1 to “Undertake study to identify barriers to BOS implementation”.

The analysis aims to execute a more in depth analysis regarding the nature and possible solutions of the bottlenecks the UN faces at country level when implementing the BOS strategy. More specifically, the objective is to collect more information regarding the nature of the country-level constraints with the aim to inform subsequent action by UNDG and HLCM to remove bottlenecks where it is considered to be needed.

The objective of the constraints analysis is:

  • To map constraint areas with the highest frequency of appearance at country level, per BOS service line area;
  • To analyze, per service line, the individual constraints encountered at country level, aimed to identify to root cause of the constraints with the objective to focus UNDG and HLCM interventions in agreed areas;
  • To make recommendations with regards to follow-up actions to address each of the constraints, for consideration of UNDG and HLCM.

It is of critical importance the constraints analysis is as detailed as possible, in particular when it comes to identify the level and nature of the constraint, and at what level of the UN (country, regional and global) this constraint needs to be addressed.

Scope of the engagement

The constraints analysis focuses on the four most prevalent areas of common operations at the country level (BOS service lines):

Procurement:

  • LTA development and utilization;
  • Bid evaluation;
  • Use of common procurement functions (joint evaluation, joint service units);
  • General collaborative procurement policies and procedures.

Information and Communication Technology:

  • Joint infrastructure;
  • Joint service delivery for ICT (ex. Common helpdesks).
  • Human Resources:
  • Common training and learning practices;
  • Common recruitment; Joint evaluation;
  • Incentive structure for collaborative operations.

Facility services (including common premises):

  • Rental arrangements;
  • Joint capital asset management;
  • Common services related to the premises, especially maintenance, renewable energy services.
  • Other constraints that are considered relevant by UNCT or OMT that may not fall under the below.

Previous studies delivered to the HLCM have already identified similarities between the processes of different agencies in several areas and should be leveraged in the context of this analysis, including:

  • Procurement - sourcing, vendor management;
  •  Finance - accounts payable, payroll, travel claims, reporting;
  • Human Resources - benefit and entitlement administration, contract management;
  • General Services - ICT, common support services, travel services, security services.

Process

Oversight of the consultancy resorts with the UNDG Business Operations Working Group who will review and approve each milestone of the project as outlined below.

The UNDG Business Operations WG will form a time and task bound Task Force (“UNDG constraints analysis Task Force) that will advise the consultant and review draft deliverables prior to submission to the UNDG Business Operations WG for approval.

The process should at least contain the following two elements (i) desk review of documentation and (ii) interviews by phone calls and Skype. Using a country survey should be considered as an additional instrument for data gathering.

To ensure that all the above aspects are covered and carefully considered, it is important that all parties involved in the operationalization, management of and benefiting from the BOS approach are duly consulted and their views on the BOS are sought.

These include:

  • UN Country Teams (list below);
  • Operations Management Teams of selected countries (list below);
  • Resident Coordinator Offices of selected countries (list below);
  • UN agencies involved in the UNDG Business Operations WG in their roles for operationalization, management and oversight Common Business Operations;
  • Relevant UNDG and HLCM Networks, in particular related to the scope of the engagement (UNDG Business Operations WG, Common Premises Task team, HLCM Procurement Network, Human Resources Network and ICT Network).

The countries suggested to be part of the interviews are countries that have their BOS completed and under implementation:

  • Ethiopia (LIC, African region);
  • Tanzania (LIC, African region);
  • Brazil (MIC, Latin American region);
  • Moldova (MIC, Common Wealth of Independent States region);
  • Pakistan (MIC, Asia Pacific region).

Final selection of countries TBC

Deliverables of the engagement

The consultant, in close consultations with the parties outlined below, is required to deliver a constraints analysis report including:

  • Mapping of identified country level constraints to common operations, in particular with regards to Procurement, ICT, Human Resources and facility services;
  • Constraints modeled into function categories reflecting the nature of the constraint (management, communication, technical guidance, capacity etc.);
  • Detailed analysis describing the nature and root cause of the constraint as it pertains to common business operations;
  • Recommendation for each type of the constraint reported;
  • Evaluation of each recommendation comparing the impact of resolving the constraint relative to the resource needed to resolve the constraint.

The consultant is requested to develop the most appropriate methodology and work plan in line with the deliverables outlined below and submit it to DOCO as part of the proposal submission.

  • Milestone 1: Submission of draft UNDG country level business operations constraint analysis within 3 weeks of the initiation of the engagement. This includes a presentation to the UNDG Task Force on the of the draft outline;
  • Milestone 2: Submission of final constraints analysis report , including a final presentation to the UNDG Business Operations Working Group (1st of April).

Payment for services rendered will be made upon completion of each milestone (50%).

Timeframe

Anticipated starting date: Mon 22nd Feb 2016

Anticipated completion date: Friday 15th of April 2016

Competencies

  • Expert level understanding of the BOS, Monitoring and Evaluation concepts, RBM and reporting processes, preferably BOS trained and/or with working experience supporting BOS efforts of UN Country Teams;
  • Strong technical knowledge and understanding of UN Business Processes and determinants of process quality;
  • Proven understanding of the UN System, including knowledge of the mandates of UN agencies, UNDG and HLCM;
  • Strong analytical skills with conceptual understanding;
  • Strong, proven functional skills in analytical writing, and producing reports and, research and assessments;
  • Excellent demonstrated ability to be flexible and work under tight deadlines in an independent working environment;
  • High level of communication and interpersonal skills and experience in working effectively in a multi- cultural environment;
  • Proven capacity to conduct interviews;
  •  Excellent technical writing skills;
  • Computer literacy.

Required Skills and Experience

Education:

  • Post graduate degree or equivalent in a relevant discipline.

Experience:

  • At least 15 years of professional development related work experience at the international level;
  • Good understanding of UN common system and policies, including Delivering as One principles and functioning.

Language:

  • Fluency in written and spoken English.

Application Documents/Submission

Interested Offerors must include the following documents in their application:

Please upload the Offer Letter and CV in a single Adobe PDF file during electronic application process.

Evaluation

Individual consultants will be evaluated on the cumulative analysis method – combination of the weighted technical and financial score - to obtain the total score. The candidate scoring the highest combined weighted score will be recommended for the award of contract. The designated weights for the technical and financial criteria are 70% and 30% respectively. The maximum score is 100 points.

Step 1: Technical evaluation of the Offerors CVs and Proposals. The minimum score required to pass the technical assessment is 70%. Aspects of the technical evaluation will include but is not limited to the following:

  • Responsiveness to the terms of reference;
  • Knowledge of, and exposure to, the BOS process;
  • Knowledge of Monitoring and Evaluation concepts, RBM and reporting processes in the context of UN Operations;
  • Work experience with the UN;
  • Experience in developing Policy Frameworks and UN guidance documents;
  • Experience in analytical writing and producing reports and research assessments;
  • Ability/availability to complete the assignment within the prescribed timeline.

Step 2:  Financial evaluation of those Offerors that pass the technical assessment. Offerors must submit the financial offer, as a lump sum amount covering the entire assignment, including the itemized costs. The lowest financial offer will receive the assigned maximum financial points (100). All other financial offers will receive points in inverse proportion.

The contract will be awarded to the candidate with the highest weighted total score subject to the financial cost being within the hiring unit’s budget allocation.

UNDG 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.