Background
In 2014-2015, UNDP carried out a series of global and regional technical workshops on Intended Nationally Determined Contributions (INDCs) in the lead-up to the Paris climate change negotiations. UNDP intends to organize up to five (5) similar global and regional workshops for developing country government officials in 2016. A regional Latin America & Caribbean workshop is planned for 13-15 July. Up to three (3) additional regional workshops will be organized in Africa, Asia/Eastern Europe, and the Pacific between August and October 2016 (final dates TBD).
Services are needed to assist in organizing these workshops so that they can be completed in a timely manner. The consultant selected for this task will work in close coordination with the INDC Coordinator at UNDP HQ in New York and will also liaise with other partners such as the United Nations Framework Convention on Climate Change (UNFCCC) Secretariat, the International Partnership on Mitigation and MRV, and the UNDP Regional Hub in Istanbul, among others, in the organization of the workshops and travel- and logistics-related matters. Coordination with other relevant units at UNDP HQ and other external partners will be required. The specific tasks involved in this short listing are described in the Deliverables below.
Duties and Responsibilities
For each workshop:
- Send invitations to all workshop participants and maintain a tracking table of registrations and related information to ensure that the information provided is complete;
- Follow up with invited participants on a regular basis to secure timely registrations and inform the INDC Coordinator on a regular basis to keep him updated on changes or last-minute requests from countries;
- Assist with issues related to travel arrangements, entry visas, and other requirements for workshop participants;
- Ensure that all tickets and corresponding DSA are issued on time to all funded participants;
- Organize workshop logistics as needed, including coordination with meeting venues, hotels, and other vendors, and support other related activities;
- Keep track of expenditures related to the workshop organization, as appropriate, and ensure that all the necessary activities prior to the workshops are completed on time to secure smooth implementation; and
- Carry out other ad-hoc activities to support the organization of the workshops and follow-up tasks following the workshops.
Duty Station, Travel and Administrative Arrangements:
- The consultancy is home-based assignment;
- There is no foreseen travel for this assignment;
- The Consultant will be supervised by and report directly to the Manager of the Low Emission Capacity Building (LECB) programme;
- Irrespective of his/her location, the consultant is expected to be available for consultations and be in reliable email contact for a set number of hours that align with UNDP HQ business hours (to be agreed on upon commencing assignment);
- The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
- The Consultant will be responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
- Payments will be made upon submission of a detailed time sheet and certification of payment form, and acceptance and confirmation by the Supervisor on days worked and outputs delivered.
Competencies
Functional:
- The ability to meet deadlines and maintain high-quality of output working under pressure;
- The ability to use good judgment and experience working in a multi-cultural setting are critical;
- Excellent communication / organizational skills, attention to details;
- Ability to operate personal computers, corporate and commercial software applications and databases such as Microsoft Office, Microsoft Outlook, perfect command of Excel, Internet, ERP;
- Familiar with corporate software applications is essential and thorough knowledge of Atlas is a must.
Organizational
- The highest standards of integrity and discretion are essential;
- Demonstrates integrity in dealing with highly sensitive information.
Required Skills and Experience
Education:
- Minimum bachelor’s degree in Business, Public Administration, or related area.
Experience:
- Minimum of 3 years of relevant experience in office administration, travel or event organization
- Proven experience and/or knowledge of UNDP/UN administrative, procurement and travel procedures
- IT knowledge, specifically of Web-based applications
- Familiarity with UNDP rules and procedures as outlined in the UNDP Programme and Operations Policy and Procedures (POPP)
Language:
- Fluency in English, both oral and written, is essential. Working knowledge of other UN languages is a distinct advantage.
Application Procedures:
Failing to comply with the submission process may result in disqualifying the applications. Proposals to be received after the deadline may be rejected.
Technical proposal: Must include a CV or Personal History Form (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 (the templates can be downloaded from the link provided on the bottom of the page).
Financial Proposal: Applicants are instructed to submit their financial proposals in US Dollars for this consultancy using the financial proposal template to the following email address: cpu.bids@undp.org by the deadline of the application with the following subject heading: “LECB-Administrative and Travel Assistant”: In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a detailed breakdown. The term ‘all-inclusive’ implies that all costs (professional fees, assignment- and mission- related travel expenses – if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal.
Criteria for selection of individual consultant for award of contract
Only those candidates who meet the minimum level of education and relevant years of experience requirements will be considered for the technical evaluation. The technical evaluation will include a desk review and may also include interviews with shortlisted candidates.
Combined scoring method – where the qualifications and methodology will be weighted a maximum of 70%, and combined with the price offer which will be weighted a maximum of 30%.
Method: Cumulative analysis method will be used to evaluate proposals.
When using this weighted scoring method, the award of the contract will 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 (70% of total obtainable scores)
Financial criteria weight: 30 (30% of total obtainable scores)
Only candidates obtaining a minimum of 49 (70%) points on Technical Evaluation will be considered for the Financial Evaluation.
Technical Proposal – 70 points (70% weight)
Technical proposals will be evaluated based on the following criteria:
- Criteria 1. Minimum bachelor’s degree in Business, Public Administration, or related area – 5 points
- Criteria 2. Number of years of relevant experience in office administration – 10 points
- Criteria 3. Number of years of relevant experience in travel arrangements – 15 points
- Criteria 4. Number of years of relevant experience in event organization – 15 points
- Criteria 5. Experience and/or knowledge of UNDP/UN administrative, procurement and travel procedures– 15 points
- Criteria 6. Demonstrable experience working in an international organization, preferably UN/UNDP – 10 points
Financial evaluation – 30 points (Weight 30%)
The following formula will be used to evaluate financial proposal:
p = y (µ/z), where
p = points for the financial proposal being evaluated
y = maximum number of points for the financial proposal
µ = price of the lowest priced proposal
z = price of the proposal being evaluated
Framework Agreement
UNDP plans to enter into the Long-Term Agreement (LTA) with the TOP ranked successful Individual Contractor to assure resources availability at the required timefame and/or increased demand for services requested. The service of who will be used on an intermittent and repetitive basis when needed and based on the fixed unit price. Other prospective applicants that are not contracted, at the UNDP’s discretion, may be placed in the roster of consultants to be used based on an on-call basis for similar services.
Please note that the LTA does not form a financial obligation or commitment from UNDP at the time the LTA contract is signed, and that such an agreement is non-exclusive. When a specific need arises, the successful Individual Contractor/s will be approached and be provided with a specific TOR and deliverables (and time frame) but still within the scope of the responsibilities stated in the LTA. The successful Individual Contractor(s) is expected to provide Confirmation of Interest on the specific services required at the agreed LTA Daily Rate Consultancy Fee. Financial commitments will only be established each time a Purchase Order for the specific services/TOR for Individual Contractor is committed.
This LTA has a cumulative ceiling amount that may accrue to the individual contractor during the life of the LTA, but said amount shall remain as an upper limit, and must not and cannot be interpreted nor understood as neither a financial commitment nor guarantee of business volume.
Annexes:
- Annex 1 - IC Contract Template;
- Annex 2 - Individual Consultant General Terms and Conditions;
- Annex 3 - UNDP P-11 Form for ICs
- Annex 4 - Financial Proposal Template;
These forms and templates can be found on the UNDP Procurement Notice website using the following link: UNDP Procurement notice # 30854.