Secretariat (National Consultant) for Technical Working Group for Prisons (TWG-Prisons)


Location : Manila, PHILIPPINES
Application Deadline :05-Aug-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Duration of Initial Contract :63 person days spread over 5 months
Expected Duration of Assignment :August to January 2022

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

BACKGROUND

The UNODC is implementing the INL/US-supported project entitled “Support to COVID-19 Infection Management for People in Prison and Persons with Drug Use Disorders”.  The project seeks to strengthen the preparedness and resilience to crises and emergencies in the longer term, in South and Southeast Asian countries, including the Philippines, by providing guidance on strategies, building capacities and improving existing infrastructure. For the Philippines component, the following outcomes are aimed for:

  1. Prison systems in the Philippines are better prepared, with adequate strategies against public health emergencies, including COVID-19;
  2. Prison officers and persons deprived of liberty have increased knowledge and capacity to contribute to pandemic preparedness and response
  3. Prison systems in the Philippines are equipped with adequate facilities and infrastructure to cope with public health emergencies.

A Technical Working Group on Prisons (TWG-Prisons) was formed to provide oversight, technical advice, and support to the project.  This working group is chaired by the Dangerous Drugs Board (DDB).

 

OBJECTIVES OF THE ASSIGNMENT

The UNODC seeks a consultant to support the implementation of activities particularly for the activity indicated above. Under the supervision of the UNODC Senior Resident Policy Advisor in the Philippines, the Individual Consultant shall provide technical and administrative secretariat services to the UNODC, and directly to the Dangerous Drugs Board in its function as the Chair of the TWG-Prisons and TWG-Prevention.

 

INSTITUTIONAL ARRANGEMENT

Under the supervision of the Health and Drugs Team together with the UNOC Senior Resident Policy Advisor, the consultant is expected to constantly update the Senior National Programme Officer on the progress of his/her work related to the project, at least weekly during the contracting period, to ensure that targets are met in a timely manner.

 

DUTY STATION AND DURATION OF WORK

Duty Station: Manila, Philippines (with possible travel within the country) The Consultant is expected to work remotely and provide his/her own laptop, workspace, internet connection for the work requirement. In light of the COVID-19 pandemic and declaration of State of Public Health Emergency in the Philippines, all work and travel of the Individual consultant shall be done within the guidelines and protocols set by the local and national government and in compliance with community quarantine policies.

Duration of work:  63 person-days spread over 5.5 months (schedule of report submissions and other related documents is as indicated in the Expected Outputs and Deliverables clause). Regular updating/reporting to the designated coordinator assigned for the particular project is as stated above. 

 

SCOPE OF PRICE PROPOSAL AND SCHEDULE OF PAYMENTS

  1. The Contractor should send the financial proposal based on a lump-sum amount for the delivery of the outputs identified below. The total amount quoted shall be “all-inclusive” (professional fees X number of person-days, communications, etc.) that could possibly be incurred by the Contractor should be factored into the final amount submitted in the proposal.
  2. Travel, as deemed relevant by UNDP and compliant with government guidelines on community quarantine, will be arranged and paid for by UNDP and should not be included in the financial proposal.
  3. Medical/health insurance must be purchased by the individual at his/her own expense, and upon award of contract, the Contractor must be ready to submit proof of insurance valid during the contract duration
  4. The contract price will be a fixed output-based price.
  5. Payments will be done upon satisfactory completion of the delivery by target due dates. Outputs will be certified by the Senior Policy Advisor prior to the release of payments.

Deliverables

Target Date

Fee Basis / Percentage

Submission of Inception Report, Briefing Notes for DDB, schedule of Meetings and Activities for July-December 2021

August 2021

20%

Submission of Mid-term Report, with the following:

  • TWG Agenda, Meeting Minutes, and Activity Reports for all meetings and activities from 16 July to 30 September 2021
  • Proof of dissemination of forms, letters, etc. for meetings;
  • Activity reports for all brown bags, related activities up to 30 September 2021
  • TWG-Prisons Facebook page and other social media content for TWG-Prisons and UNODC

15 October 2021

40%

Submission of Completion Report, with the following:

  • TWG Agenda, Meeting Minutes, and Activity reports for meetings from 01 October to 23 December 2021;
  • Proof of dissemination of forms, letters, etc. for meetings;
  • Summary of social media content and reach
  • All files and documents, including a summary list
  • Consolidated initial, mid-term and final reports
  • Documentation of lessons learned, good practice in TWG-Prisons

31 December 2021

40%


Duties and Responsibilities

SCOPE OF WORK

For the period August 2021 to January 2022, the Consultant will provide lead secretariat services to the TWG-Prisons. Consultant will be directly reporting to and supervised by the Senior Policy Adviser of UNODC Manila, and shall receive guidance from the Senior National Programme Officer and the TWG Chairperson. The services shall include the following:

  • Provide administrative and clerical support to the TWG and its secretariat;
  • Organize, attend and document TWG Meetings, roundtable discussions, brownbag sessions, etc, including: prepare logistics for meetings; document minutes or summary notes/action item lists; maintain a schedule of meetings and list of contacts for the TWG; review draft agendas /and background materials prior to meetings and brief the TWG Chair, to ensure best use of meeting time; and, receive, record, forward and track all issues identified in the TWG meetings and other side meetings, and communicate these to the TWG members as necessary, upon clearance of the TWG Chair;
  • Distribute documents to all interested parties;
  • Ensure that agreed-upon schedules applying to the TWG are met;
  • Coordinate the requests for technical advice and assistance;
  • Liaise with the relevant DDB and/or UNODC staff to faciltate access to specific expertise in the DDB and/or UNODC as required;
  • Facilitate the creation of a TWG webpage in the DDB website, and manage this webpage;
  • Prepare reports/documentation at the request of the TWG Chair, including TWG progress and outcome reports for the use of the TWG Chair in reporting to the Board.
  • Coordinate and liaise with the designated representatives of the TWG member agencies regarding the TWG’s activities and communication.
  • Maintain the records and files of the TWG, including the minutes of TWG meetings and the smaller group meetings
  • Communicate the decisions of the TWG to the relevant UNODC projects, and other parties;
  • Working with the NPO-Prisons and the Senior National Programme Officer, communicate updated workplans and relevant project activity schedules to the TWG members

 

EXPECTED OUTPUTS AND DELIVERABLES

The following task and deliverables table shall guide the Consultant’s work:

Deliverables/ Outputs

Estimated Duration to Complete

Target Due Dates

Review and Approvals Required

Inception Report;

Briefing Notes on Meeting with TWG Chair and UNODC

2 days

August 2021

 

 

 

 

National Programme Officer - Prisons

 

With consultation from

TWG Chair (DDB)

Schedule of meetings, mailing list/ database of contacts

5 days

August  2021

Organize meetings, draft and finalized agenda and minutes of all TWG meetings and other activities (about 12 meetings/activities);

24 days

After every meeting/ activity

Setting up and initial content on TWG-Prisons Facebook page; social media content for DDB and UNODC.

7 days

August to 31 December 2021

Mid-term report

2 days

15 October 2021

Organize, coordinate, document and submit reports for up to 3 webinars, brownbag sessions, focus group discussions, etc.,

15 days

August to 23 December  2021

Submission of other reports, communication materials, etc. instructed by TWG Chair or UNODC.

5 days

August  2021 to 31 December 2021

End of Activity Report

3 days

28 December 2021

Total Number of Days

 63 days

 

 


Competencies

Corporate competencies

  • Must have strong leadership and project management skills
  • Must have an extensive background and understanding of the Philippine DRR, recovery, and resilience policies, programmes, and activities
  • Must be detail-oriented
  • Has excellent analytic skills especially in understanding complex information to produce evidence-based comparisons and conclusions.
  • Excellent written and spoken English is required.
  • Demonstrates integrity by modeling the UN's values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.

Functional and technical competencies

  • Ability to work in a diverse and multi-cultural environment;
  • Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
  • Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner;
  • Demonstrates openness to change and ability to manage complexities


Required Skills and Experience

Offers will be evaluated based on the combined scoring method :

  • Technical qualifications = 70%
  • Financial Proposal = 30%

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based on the following qualifications (with the appropriate obtainable points).

Qualification

Points Obtainable (100 points)

Education

  • Bachelor's Degree in Social Science and other related courses.
  • Training in project cycle management and completed staff work, or the equivalent is a prerequisite.

(28 points for Bachelors’ degree, additional 12 points for training in project cycle management)

 

40

Experience

  • At least 6 years’ experience in providing administrative and coordination secretariat services to a Philippine government or intergovernmental body.

(42 points for 6 years, additional point per additional year up to a maximum of 50 points)

  • Experience working in  law enforcement, prison reforms and/or drugs and health sector is an advantage

(Plus 10 points)

60

Language

  • Above-average English technical writing skills;
  • Above-average conversational English and Tagalog skills

pass/fail

TOTAL

100

Only applications that will obtain a minimum of 70 out of 100 obtainable points will be qualified for the financial evaluation.

 

Recommended Presentation of Offer

Interested applicants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload of a maximum of one document.

  1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
  2. UNDP Personal History Form (P11) or Curriculum Vitae (following the template attached) indicating all past experiences from similar projects or requirements, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  3. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided, and clearly stating the payment percentage as indicated in this TOR. If an 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 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. 

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

 

Interested applicants to note that personal Medical/health insurance (to be purchased by the individual at his/her own expense) is mandatory for the issuance of contracts. Upon award of the contract, the consultant must be ready to submit proof of insurance valid during the contract duration.

The following templates / Annexes and IC General Terms & Conditions can be downloaded from http://gofile.me/6xdJm/bE9TCw8fU:

  • General Terms and Conditions for Individual Contract
  • Letter of Confirmation of Interest and Availability
  • P-11 form

 

In view of the volume of applications, UNDP receives, only shortlisted offerors will be notified.



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