Historique

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 improving the quality of the BoS.

Devoirs et responsabilités

Objective

The review of the UNDG Business Operations Strategy guidance is part of the UNDG Business Operations Working Group AWP 2016.

The objective of the guidance review is:

  • To update the UNDG BOS guidance building on the BOS independent evaluation,  lessons learned from the BOS pilot process, updates in relevant HLCM networks, and additional feedback from individual funds, programmes and agencies;
  • To develop standardized templates and instruments supporting each step of the BOS methodology, and include useful linkages to existing platforms and tools.

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 Task Force (“UNDG BoS guidance revision Task Force) that will advise the consultant and review draft deliverables prior to submission to the UNDG Business Operations WG for approval. The review process furthermore will be informed by a country level peer review group, which will provide input to the Task Force and the consultant. The peer review group will consist of five BOS countries and/or trained experts of the UNDG BOS roster that have supported at least three other countries.

The countries suggested to be part of the country level peer review group 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).

For each of these countries it is important that the feedback includes staff from different agencies to ensure the new BOS guidance meets the needs of the agencies, as well as the UNCT.

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;
  • Operations Management Teams;
  • Resident Coordinator Offices;
  • UN agencies in their roles for operationalization, management and oversight Common Business Operations;
  • UNDG Business Operations WG and relevant HLCM Networks.

Scope of the engagement

The UNDG Business Operations Strategy methodology is a, multi-year strategic planning methodology for common business operations in the United Nations system. The BOS methodology structured in 5 main segments prioritizing the:

  • Operational Analysis: Baseline analysis, Needs analysis, Cost Benefit Analysis;
  • Results framework Business Operations;
  • Monitoring and Evaluation Business Operations;
  • Governance of the BOS at country level;
  • Links to the UNDAF process.

References to existing guidelines, instruments and platform (HLCM, UNGM, HACT etc.) need to be included where relevant.

Deliverables of the engagement

The consultant, in close consultations with the parties outlined above, is required to deliver a draft UNDG guidance note to the task force consisting of:

  • Guidance outline on the BOS, outlining the BOS concept, a strategic overview of the BOS framework in relation to UN programmes and the intended impact of the BOS framework. The main user of this part of the guidance are is senior management in the UN System at the global, regional and country level (max 5 pages);
  • Technical manual providing technical step-by-step guidance in support of the development of the BOS framework. The main user of the technical guidance are mid-level managers and technical UN staff at the country level (max 30 pages);
  • Technical instruments and templates that support or enable the BoS at country level. The instrument and tools can be made available in either WORD, Excel, or the internet.

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: SWOT analysis on current BOS guidance at HQ with BOWG and BOS experts;
  • Milestone 2: Submission of draft UNDG guidance on the BOS within 4 weeks of the initiation of the engagement. This includes a presentation to the UNDG BOS guidance revision Task Force on the of the draft outline;
  • Milestone 3: Submission of draft tools and templates in support of the BOS guidance within 5 weeks of the initiation of the engagement;
  • Milestone 4: Submission of draft UNDG Business Operations Strategy Framework to the task force for approval and finalization, followed by a final presentation to the UNDG Business Operations Working Group within 6 weeks of the initiation of the engagement (29th of April 2016)

Payment for services rendered will be made upon completion of each milestone (25%).

Timeframe

Anticipated starting date: Mon 22 Feb 2016

Anticipated completion date: Friday 29th of April of April 2016

Compétences

  • 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.

Qualifications et expériences requises

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.