UNDP Jobs - 65501- International Consultant for the Development of a

International Consultant for the Development of a Payroll Procedure / Operations Manual for the Ministry of Interior Affairs (MOIA)

Location :

UNDP/LOTFA-SPM, Kabul, AFGHANISTAN

Type of Contract :

Individual Contract

Starting Date :

Application Deadline :

19-Apr-16 (Midnight New York, USA)

Post Level :

International Consultant

Duration of Initial Contract :

6 Months with a maximum of 132 working days

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP Global Mission Statement

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

UNDP Afghanistan Mission Statement

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels.

UNDP has played a key role in the management of the Law and Order Trust Fund for Afghanistan (LOTFA), which supports the Government in developing and maintaining the national Police force and in efforts to stabilize the internal security environment. Major demobilizations, disarmaments and rehabilitations and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Organizational Context

Law and Order Trust Fund for Afghanistan (LOTFA)

The new LOTFA consists of two Projects. One Project, the Support to Payroll Management Project (SPM), provides exclusively for full MOIA payroll management until December 2016. The second LOTFA Project, MOIA and Police Development Project (MPD), is centered on developing national capacity for self-sustained reform and improvement of the MOIA as an institution, and the police services as instruments for citizen safety and maintenance of the rule of law. The two new Projects were jointly developed by GIROA, MOIA, UNDP, donors and other partners.

Support to Payroll Management Project (SPM)

The SPM is a dedicated payroll management project with approximately 40 national staff and 3 international staff working closely together with MOIA staff from the Budget & Finance, HR and ICT departments to ensure timely payment of Salaries and incentives to the Afghan National Police (ANP) and Central Prison Department (CPD) officers.

The expected outcome of the SPM project is GIROA’s (i.e. MOIA) ability to independently manage all non-fiduciary aspects of payroll for the ANP and CPD, including producing relevant reports for donors in their specified formats. MOIA should also be able to manage the full range of functions related to payroll, i.e. human resources, accounting, and information and communication technology in a seamless manner.

The project is divided into 6 outputs as follows:

Output 1 entails having in place updated legislative, policy and regulatory framework and business processes, implemented and functional in support of independent MOIA payroll management;
Output 2 entails MOIA personnel (in Payroll, Human Resources (HR), Finance and Budget as appropriate) being able to independently undertake all payroll inputs, processing and validation tasks to agreed and measurable standards, using the reliability, accuracy and timeliness of personnel data and payroll to support improved evidence-based planning, prioritization and decisions;
Output 3 covers MOIA’s payroll systems which should electronically be linked with HR systems, implemented and operational nationwide, and covers all pertinent and validated personnel. Three interconnected activity results are to be achieved for the overall achievement of this Output;
Output 4 covers the provisions of the necessary infrastructures to support the full functionality of MOIA payroll systems during and after the SPM project;
Output 5 is the core function of the SPM project as it entails the transfer of funds, on a timely and regular basis, to MOF for Police Pay;
Output 6 is the SPM Project management component which is to ensure that the rest of the outputs get implemented in accordance with the project document and in a timely, efficient, accountable and effective manner.

Background on the Payroll Procedures /Operations Manual

UNDP/LOTFA has been managing the MOIA’s payroll systems and working to build the capacity of the MOIA to manage its payroll. UNDP/LOTFA will be formally transitioning the payroll management functions, including WEPS, to the MOIA by 31 December 2016 in line with LOTFA donors’ agreement with GIROA. A number of key activities are underway to achieve the transition. For example, a payroll plan is being developed by the LOTFA SPM team to facilitate the establishment of a fully-fledged payroll management unit within the MOIA.

One of the key challenges in the processing of payroll and payment of police salaries has been the lack of clarity on HR and payroll procedures and processes within the MOIA.

Jointly the development of a comprehensive Payroll Operations Manual based on the existing payroll management procedures of the government of Afghanistan, which will contribute to the achievement of Outputs 1 and 2 outlined above.

Objective of the Assignment

The overarching objective of this assignment is to facilitate MOI’s ability to manage its payroll processes by ensuring the cataloging of the whole payroll procedures in a single payroll operations manual and have its staff fully trained in the manual’s application in their work.

Duties and Responsibilities

Scope of Work

The specific activities for this assignment are as follows:

Analyze and review the procedures, schedules and all other relevant information related to the procedures and systems/processes for Payrollin a participatory manner, including personnel of the SPM project and personnel of directorate of Finance and Budget of the MOIA;
Conduct walk through sessions at least 5 provincial payroll stations to observe and converse with relevant officers for a better practical appreciation of the way work is carried out in the field;
Prepare a draft payroll operations manual which should capture all aspects of the payroll processes, from initiations (time and attendance) to reporting and shows linkages with relevant operations/systems, etc., in the light of existing payroll management policies and procedures;
Conduct at least 3sessions for at least 10 persons, including with personnel from SPM and MOIA (possibly including provincial officers), and a final session to discuss the draft payroll procedures/operations manual; prepare a final report including all the results of the consultancy;
Prepare materials for on-the-job training of staff to implement the procedures and conduct training of trainers for MOIA personnel on these materials (a minimum of 15 officers);
Recommend modalities for dissemination of the finalizedpayroll procedures/operations manual within the MOIA, including at provincial levels.

Expected Outputs and Deliverables; Estimated Duration to Complete; Payment:

Deliverable 1: Prepare inception report with the detailed activities and proposed schedule of work. The inception report will be vetted by the SPM Project Manager, UNDP RoLHS Unit and CSTC-A; Mid of month #1 (11 working days);

Deliverable 2: Analyze and review the procedures, schedules and all other relevant information related to the procedures and systems/processes for HR and Payroll in a participatory manner, including personnel of the SPM project and personnel of directorate of Finance and Budget of the MOIA; End of month #1 (11 working days); 16%

Deliverable 3: Conduct walk through sessions at least 5 provincial payroll stations to observe and converse with relevant officers for a better practical appreciation of the way work is carried out in the field; End of month #2 (22 working days); 16%

Deliverable 4: Prepare a draft table of content and payroll operations manual structure for approval of SPM Project Manager and ROLHSU; First week of month #3 (5 working days);

Deliverable 5: Prepare a zero draft payroll operations manual which should capture all aspects of the payroll processes, from initiations to reporting and shows linkages with relevant operations/systems, etc. End of month #3 (17 working days); 16%

Deliverable 6: Conduct at least 3 consultation sessions for at least 10 persons in each session, with personnel from SPM and MOIA, possibly including provincial officers, on the draft Payroll Operations Manual and a final session to discuss the draft payroll operations manual; End of month #4 (22 working days); 17%

Deliverable 7: Prepare materials for on-the-job training of staff to implement the procedures and conduct training of trainers for MOIA personnel on these materials (a minimum of 15 officers); End of month #5 (22 working days); 17%

Deliverable 8: Submission and Acceptance of Final Payroll Operations Manual in electronic version and four (4) hard copies;

Submission of final report summarizing results achieved during the consultancy and recommendations for further consideration;

Recommend modalities for dissemination of the finalized payroll operations manual within the MOIA, including at provincial levels; End of month #6 (22 working days); 18%

Payment Modality

Payments under the contract shall be delivery based and be made on receipt of the specific milestone reports indicated above, and including a timesheet according to UNDP procurement formats for individual contractors. These shall be as indicated in the table above, and shall be made upon approval by the LOTFA/SPM Project Manager. Upon receipt of final comments, the consultant shall finalize the report for formal acceptance by UNDP at which point the final payment shall be released.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning:

In-depth practical knowledge of inter-disciplinary development issues;
Seeks and applies knowledge, information, and best practices from within and outside of UNDP.

Development and Operational Effectiveness:

Ability to lead strategic planning, change processes, results-based management and reporting;
Ability to lead formulation, oversight of implementation, monitoring and evaluation of development projects;
Ability to apply development theory to the specific country context to identify creative, practical approaches to overcome challenging situations.

Management and Leadership:

Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Demonstrates openness to change and ability to manage complexities;
Ability to lead effectively, mentoring as well as conflict resolution skills;
Demonstrates strong oral and written communication skills;
Remains calm, in control and good humored even under pressure;
Proven networking, team-building, organizational and communication skills.

Required Skills and Experience

Education:

Masters or Bachelor’s Degree in Business Administration or similar field from an accredited college or university.

Experience:

With masters at least 7 years of practical experience in financial management, including at least 5 years in public sector institutions;
With bachelor at least 10 years of practical experience in financial management, including at least 7 years in public sector institutions;
Previous experience of developing Payroll procedures and manuals in a public sector organization is required;
Previous experience working with Ministries of Interior or police services is a distinct advantage;
Past experience working in conflict affected countries desirable;
Prior work experience in Afghanistan is an advantage.

Language:

Excellent written and oral English skills a necessary requirement;
Competence in Dari and/or Pashtu is an asset.

Work Arrangements

Institutional Arrangements

The International Consultant (IC) will work under the overall supervision of the LOTFA/SPM Project Manager and under direct supervision of the HR and Payroll Specialist. The Consultant shall work in close collaboration with LOTFA staff in both SPM and MPD and MOIA Finance and Budget team and will liaise with relevant ministerial authorities as and when required.

LOTFA project office will provide office space and internet facility, logistical and other support service including transport and security applicable to UNDP international personnel. The Consultant however is expected to bring his/her own laptop and mobile phone and meet local communications costs (LOTFA will provide a local pre-paid SIM card). Costs to arrange meetings, workshops, travel costs to and DSA during field visits (if any), etc. shall be covered by LOTFA/SPM project.

Duration of the Work

The performance under the contract shall take place over total contract duration of 132 working days over six (6) months period, excluding joining and repatriation travel days. The target date for the start of work will be around 1st May 2015 depending on the availability of the appropriate Consultant.

Duty Station

The duty station for the contractor is Kabul, Afghanistan for the entire duration of the contract. Some field visits outside Kabul are envisaged under the contract and therefore the IC will undergo a 3 days SSAFE training. The Contractor will be required to report regularly and be present at LOTFA project office (MOIA and/or UNOCA) during the working hours, security conditions permitting. The contractor will follow the working hours and weekends as applicable to LOTFA staff. Contractor’s movement for meetings and consultations shall be coordinated by LOTFA project office. The contractor is at all times required to observe UNDP security rules and regulations.

Price Proposal and Schedule of Payments:

The contractor shall submit a price proposal as below:

Daily Fee – The contractor shall propose a daily fee which should be inclusive of his professional fee, local communication cost and insurance (inclusive of medical health and medical evacuation). The number of working days for which the daily fee shall be payable under the contract is 132 working days;
Living Allowance (LA) – The contractor shall propose a LA at the Kabul applicable rate of USD 162 per night for his/her stay at the duty station. The number of nights for which the LA shall be payable under the contract is 183 nights. The contractor is NOT allowed to stay in a place of his/her choice other than the UNDSS approved places. UNDP will provide MORSS compliant accommodation in Green Village (GV) to the contractor. The payment of GV accommodation shall be made directly to GV by the contractor;
Travel & Visa – The contractor shall propose an estimated lump sum for home-Kabul-home travel and Afghanistan visa expenses;
The contractor shall be entitled for R&R - 7 calendar days (USD 2,170) for every six weeks during the course of the assignment. After the last R&R, the contractor should mandatorily stay in country for minimum of 30 calendar days.

The total professional fee, shall be converted into a lump sum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the abovementioned schedule of payment.

Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology:

Cumulative analysis

The award of the contract shall 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%.

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Technical Criteria 70 points

Technical Proposal (30 marks)

Technical Approach & Methodology (20 marks) – Explain the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach;
Work Plan (10 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (40 marks) [evaluation of CV]:

Written Assessment & Work Sample (10 marks) – The short-listed applicants shall submit (upon request) a written sample of their work that is relevant to the assignment. The applicant shall also be requested to participate in a virtual written assignment to assess their technical aptitude for the assignment;
Interview the shortlisted candidates (10 marks);
General Qualification (10 marks);
Experience relevant to the assignment (10 marks).

Documents to be included when submitting the proposals:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II);
Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.

Technical proposal:

Brief description of why the individual considers him/herself as the most suitable for the assignment;
A methodology, on how they will approach and complete the assignment and work plan as indicated above.