Historique

The United Nations Development Programme (UNDP) operates under a decentralized business model, where procurement is delegated to over 170 Country Offices, Regional Bureaus, Regional Offices, and Headquarter Units within and outside of New York, who are all responsible for the results and management of procurement business processes in accordance with the established procurement policies, processes and procedures. UNDP procurement has experienced explosive growth in the past ten years, with its portfolio totaling over US$3 billion, making UNDP one of the three largest procurement organizations in the UN.

The Procurement Services (PSU), based at UNDP Headquarters under the Bureau for Management Services (BMS), provides the overall direction and guidance for UNDP’s procurement activities. PSU requires a Consultant to support various projects aimed at improving the Organization’s vendor management, and deliver the management objectives under the Procurement Strategy 2014-2017.

The purpose of this procurement exercise is to contract an individual consultant (s) who will work with the team to provide research and analytical support to various PSU initiatives, including but not limited to the addressing the backlog of cases for the Vendor Review Committee (VRC), and providing support, as needed, to address bid protests and potential breaches of contract in transactions undertaken by PSU. The consultant will work under the supervision of the Vendor Management Specialist, Procurement Services Unit.

Devoirs et responsabilités

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

 Under the direct supervision of the Vendor Management Specialist, the Consultant will:

  • Play a role in outreach efforts for the VRC Secretariat and effectively share knowledge about the VRC’s role in UNDP;
  • Review, analyze and brief investigation reports. As assigned, provide research and drafting assistance with VRC notices, determinations and memoranda;
  • Conduct research on assigned issues and liaise with other international organizations, including multilateral development banks and other agencies, funds and programs in the UN System;
  • Monitor and contribute to internal discussions regarding UNDP’s anti-corruption efforts;
  • Organize and take minutes of any and all VRC sessions;
  • Provide research and drafting assistance with VRC determinations, memos, reports and publications, as assigned;
  • Help design, document, implement, and monitor the Secretariat’s use of clear and efficient policies and procedures, including with regard to case management, communications, and membership issues. Should funding become available, liaise with relevant business units within the bureau to implement an online case management system;
  • Work closely with the Secretary on other ad hoc duties as assigned by the Chairperson, VRC;
  • Prepare and participate outreach activities, including one-on-one meetings and business seminars with the vendor community and the various trade delegations posted in New York;
  • Other duties, as required.

Expected outputs and deliverables:

The consultant shall report on progress of all deliverables, whenever significant milestones are reached or said deliverables are completed.

Participation in Procurement Forums/Business seminars entails the preparation of background documents; liaising with organizers/sponsoring organization; drafting of presentations; vetting of requests for one-on-one meetings; support to UNDP staff for one-on-one meetings with vendors; tending to follow-up requests stemming from said meetings.

Case management for VRC cases entails the review of investigation reports; background research on legal and administrative issues stemming from OAI findings; reformatting of exhibits for transmission; and assistance with drafting issuances by the Secretariat. The IC will also organize and take minutes at any and all relevant VRC meetings. The docket order may be altered at the discretion of the Chairperson, VRC.

Expected Outputs, Deliverables and Deadlines (specific dates may vary in accordance with internal processes):

February 2017:

  • Spanish translation of new templates;
  • Support for UNDP participation in the EU Procurement Forum.
  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

March 2017:

  • Spanish translation of new contracts;
  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

April 2017:

  • Support for UNDP participation in the procurement forum for the US Commercial Service
  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

May 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

June 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

July 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

August 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

September 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

October 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

November 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )
  • Support for UNDP participation in end of the year business seminars with Member States;

December 2017:

  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )
  • Support in drafting annual report, VRC
  • Support for UNDP participation in end of the year business seminars with Member States;

January 2018:

  • Support for preparation of materials concerning disciplinary circulars;
  • Support for case management for VRC cases: (Up to 4 cases, prioritized according to the docket and the decisions of the Chairperson, VRC )

Compétences

  • Demonstrates effective written and oral communication skills;
  • Demonstrates successful negotiator skills;
  • Executes day-to-day tasks systemically and efficiently;
  • Uses Information Technology effectively as a tool and resource;
  • Motivated and demonstrates a capacity to pursue personal development and learning;
  • Seeks and applies knowledge, information and best practices from within and outside UNDP ;
  • Serves and promotes the vision, mission, values and strategic goals of UNDP, PSO and the Bureau of Management;
  • Plans, prioritizes and delivers tasks on time;
  • Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
  • Responds flexibly and positively to change and client needs through active involvement; and
  • Manages sensitive and confidential information with respect and professionalism.

Qualifications et expériences requises

Academic qualifications:

  • Master’s degree in Law, Public Administration or other relevant fields; with particular focus on legal drafting and anti-corruption initiatives is required

Years of experience:

  • At least two (2) years of relevant experience at the international level in advisory assistance with a focus on procurement, including proactive engagement across large organizations is required;
  • Knowledge of UN Vendor Sanctions and Fraud and Corruption Policies;
  • Previous experience in the UN or UNDP, particularly in the field of procurement, is an advantage;
  • Knowledge and experience with legal drafting for anti-corruption efforts in procurement.

Language:

  • Fluency in English is required;
  • Excellent technical writing skills in English are required;
  • Working knowledge of French or Spanish is preferred

Application Procedure

The application package containing the following (to be uploaded as one file):

  • Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
  • Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references.

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

  • The financial proposal shall specify a total lump sum amount, and payment terms around the specific and measurable deliverables of the TOR. Payments are based upon output, i.e. upon delivery of the services specified in the TOR, and deliverables accepted and certified by the technical manager.
  • The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
  • In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
  • If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  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:

  • Being 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 where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (700 points):

  • Criteria 1. At least 2 years of experience at the international level in advisory assistance with a focus on procurement,including proactive engagement across large organizations – maximum 150 points;
  • Criteria 2. Knowledge of UNDP or other UN agencies Vendor Sanctions and Fraud and Corruption Policies – maximum 150 points;
  • Criteria 3. Knowledge and experience with legal drafting for anti-corruption efforts in procurement. maximum 150 points;
  • Criteria 4: Previous experience in the UN or UNDP, particularly in the field of procurement, is an advantage – maximum 150 points
  • Interview: Maximum Points: 100 points.

Having reviewed applications received, UNDP will invite the top three shortlisted candidates for interview. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (700 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (300 points)

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

 

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

  • The consultant will report to the Vendor Management Specialist and report progress on deliverables for inputs and guidance;
  • The review and approval of milestones will be at the discretion of the Vendor Management Specialist;
  • UNDP will provide office space, laptop, access to internet and a printer during the assignment (the cost of these facilities should not be included in the financial proposals).

Payment modality

  • Payments are based upon output, i.e. upon delivery of the services specified above and deliverables accepted and upon certification of satisfactory completion by the manager.
  • The contract price is fixed regardless of changes in the cost of components.
  • The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents):

Any request for clarification must be sent by email to cpu.bids@undp.org