Roster / Long Term Agreement (LTA) for on-call Copy Editors (For Filipino Nationals only)


Location : Home-based, PHILIPPINES
Application Deadline :24-Oct-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Duration of Initial Contract :One (1) Year
Expected Duration of Assignment :Three (3) Years

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 partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. With offices in more than 170 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations.

Working in the Philippines for over 40 years, UNDP continues to strengthen the country’s capacities at the national and local levels to promote democratic governance, sustainable management of natural resources, climate change adaptation, disaster risk reduction and management, and resilience and peacebuilding. In all its programmes, UNDP integrates human rights and gender equality, advocating that everyone should have equal access to the benefits of development.

In supporting various projects and programs, UNDP Philippines is seeking to engage professional copy editors to provide copy and editing services.  Copy editors begin the editing process by fixing any grammatical, punctuation, and spelling errors. They also ensure that names, places, and organizations are spelled properly, and facts, dates, and statistics are accurate. This may involve contacting writers' sources and conducting online research. Copy editors also write headlines and subheads for articles and, depending on the publication, may create page layouts that consist of the placement of articles, photographs, and advertisements.

Each publication employs its own style guide that dictates writing standards, such as tense, voice or the spelling of certain words. Copy editors ensure that articles are written in accordance with the style guide. They work closely with writers, suggesting changes to enhance articles' readability, conciseness, and style. Copy editors also help writers research topics and locate and contact sources throughout the development of articles. 

UThe Copy Editors (referred to as consultants) may work remotely or be assigned anywhere in the Philippines, depending on the requirement. The services of the copy editors can be availed of by other UN agencies in the Philippines under same terms and conditions.

 

Institutional Arrangement

The Copyeditor shall report to the Project Manager of the hiring unit or his/ her authorized representative/s, in close coordination with the UN/UNDP Communications focal points.

All submissions for the release of payments shall have a hard and soft copy of the documents. The final report will be reviewed by the Project Manager, who will provide comments and endorsement of the report.

 

Validity of the Roster / LTA

The initial contract would be for one year an option for renewal in the subsequent years which is contingent on a satisfactory performance evaluation. The roster / LTA will be valid for maximum period of 3 years. UNDP may issue long term agreements (IC contracts) for selected consultants or National Professional Services Agreement (NPSA) depending upon the need of various projects.LTA holders are not guaranteed any contract amount during the validity of the LTA, and engagement will be on an on-call basis.

 

Duty Station and Travel

  • The consultants will be required to work either from their own homes or UNDP required location depending on specific requirement offices. 
  • For completion of the activities/deliverables, the consultant will be responsible for her/his own equipment, tools or software (i.e. laptop, internet, phone, scanner/printer etc.) and must have access to reliable internet connection.
  • There is no expectation of any travel, however if require/requested by UNDP, the consultants would make their own arrangements for travel and lodging.
  • Payment of travel costs including tickets (based on economy class ticket only), lodging, etc. should be agreed upon, between UN/UNDP and the consultant prior to travel. 
  • All travel related expenses, including allowances should be within the UN DSA rate, will be reimbursed on actuals, upon submission of original receipts.

 

Roster / LTA Contracting modality and Call-off mechanism: 

  • All the selected candidates will be put on a roster, valid for 3 years.
  • The LTA to be signed will be an all-inclusive fixed fee per page; the recommended output is a standard letter-size sheet with 1” margins all around using a typical font such as Times New Roman at 12pt type will hold about 500 words. And a half-page of text in the same scenario would be about 250 words.
  • The payment method linked to the resulting LTA will be adapted to the nature of the specific assignment/ToRs.
  • UNDP does not warrant any quantity of services will be purchased during the term of the LTA as this will depend on forthcoming needs.
  • Once the LTA is signed, if there is a specific requirement to be copied and edited, the focal person in the UN/UNDP hiring unit would contact the top-ranking LTA holder (ranking to be set up as per evaluation method and criteria section below). Should this Copy Editor not be available for the event, UNDP will contact the second ranked Copy Editor and so on.
  • Upon receipt of this communication, the LTA Copy Editor would have to confirm their availability for the assignment. Upon review of the same, UNDP will send the Copy Editor a written communication confirming the requirement in the form of a work order or purchase order sent by email.  The order will include details on the location of the event, total costs and other practical details
  • After the work order has been sent, no further costs would be reimbursed by UNDP (increased outputs, or increased travel costs) unless there is prior written authorization by UNDP.
  • Once the services are completed and have been approved by the hiring unit, the consultant will send the following for payment purposes: a) complete invoice indicating number of pages and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP order for the assignment.
  • The roster may also be used by UNDP HR team to select consultants on National Professional Service Agreements (NPSA). Those contracts will be based on the time-input provided by the selected consultants. The fee under NPSA modality will follow the pre-defined remuneration scale prescribed by NPSA policy.

 

Contract management:

UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):

  • KPI 1: Responsiveness: Copy Editor should respond and confirm their availability for the requirement within 1 day of UNDP’s notification by email.
  • KPI 2: Timeliness of submission of reports to UNDP
  • KPI 3: Quality of reports are as per work order submitted.
  • KPI 4: Accuracy of payment documentation. Copy Editor shall provide complete payment documentation including accurate invoices with correct quantities, unit price, complete travel bills/vouchers for reimbursement, etc.
  • KPI 5: Communication and Reporting. Copy Editor shall communicate and provide reports in a timely and professional manner

UNDP would conduct performance reviews of these LTAs every six (6) months, which might include meetings with the LTA holders and feedback from other stakeholders.

If the consultant fails to meet UNDP’s performance requirements detailed above, s/he will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result in termination of the LTA.

 

Scope of Price Proposal and Schedule of Payments

  • The Copyeditor must send a financial proposal based on all-inclusive fixed per page fee (500 words/page and 250 words/page) in Philippine Peso.
  • Payment will be made upon completion of assignment and submission and acceptance of the final report by the UNDP.

In the event that the hiring unit requires the services of Photographer on a daily basis, the hiring unit may select any two LTA holders to be submitted to HR for processing of short term NPSA. The all-inclusive daily fee under NPSA modality will follow the rates prescribed in the NPSA portal.


Duties and Responsibilities

Objective and Set-up

The overall objective of setting up the roster / LTA isto facilitate and expedite the process by which UNDP and other UN Agencies in the Philippines engage the services of a Copy Editor, as the need arises.

 

Duties and Responsibilities

Scope of Work

Under the guidance and direct supervision of the Project Manager of the hiring Project, the Copy Editor is expected to provide copyediting services, including, but not limited to, the performance of the following tasks:

First review round:

  • Check against plagiarism (e.g. use of  online plagiarism checker such as https://www.scanmyessay.com)
  • Edit for grammar, spelling (preferably American spelling; e.g., “color,” not “colour), and proper punctuation using a globally recognized editorial style guide approved  
  • A good general rule is a standard letter-size sheet with 1” margins all around using a typical font such as Times New Roman at 12pt type will hold about 500 words. A half-page of text in the same scenario would be about 250 words.
  • Check for consistency in terms or various forms of the same word. E.g., resilience vs. resiliency. There is a preference for the more commonly used variant (in this case, “resilience”). Exceptions, however, include references to other publications like titles, chapter heads. (E.g., “The chapter in the Philippine New Urban Agenda titled ‘Urban Resiliency in the 21st Century’”)
  • Suggest, using the comment tool, recast of text or syntax where needed for clarity or elimination of ambiguity
  • Ensure that all sections or chapters are complete (all front matter and all chapters are present and in the right order)
  • Titles (chapter heads, headers, subheads) must be checked against the table of contents and any discrepancy should be queried.
  • Citation references are complete and conform to a globally recognized editorial style guide (e.g., Chicago Manual, Associated Press)
  • Appendixes, if any, are complete
  • Footnotes are complete
  • Tables, charts, graphs, figures, boxes are complete
  • Tables, charts, graphs, figures, and boxes format confirm to the editorial style guide
  • Abbreviations protocol is complied with (fully spelled at first mention, acronym or abbreviation used in subsequent mentions, fully spelled again if not mentioned after five consecutive pages or at first mention in a new chapter)
  • Check tables not only for internal consistency but for conformity with the text and other relevant tables in the same work. Totals should be checked, and any discrepancies queried
  • Subheads should be checked for uniformity of style as well as consistency with the text in spelling, hyphenation, and italics.
  • All references to tables, figures, appendixes, bibliographies, or other parts of the work should be checked. Any discrepancy should be queried.
  • Prepare the front matter as necessary, including a title page, table of contents, and list of tables and figures. Copyright and citation page text will be provided by UNDP.
  • Prepare a completed style sheet highlighting an alphabetized list of words or terms to be capitalized, italicized, hyphenated, spelled, or otherwise treated in a way unique to the manuscript.


Second review round

  • Revise manuscript accordingly to address/reflect any feedback from the Project Manager on the first edit.


Third review round (laid out manuscript):

  • Check that all accepted revisions, annotations, and changes from the second review round are reflected in the layout file
  • Photographs, if any, are complete
  • Photographs have grammatically sound and appropriate captions
  • Photographs are properly cited/credited
  • Running heads/feet are present
  • Page number in Contents match the actual pages in the publication
  • Titles and numbers of chapters, figures, tables, boxes, etc. in the Contents page match those in the actual pages of the publication
  • Pull quotes checked against the body copy from which they are extrapolated to ensure consistency

 

Deliverable/output

Following the performance of the tasks outlined in the Scope of Work above, the Copy Editor is expected to deliver all outputs per call: 

•    Output A (First Review Round): Submission and approval of the Annotated Word file of the manuscript.

Deadline: Date to be agreed upon or 10 working days upon receipt of the manuscript, whichever is earlier; or a pre-agreed deadline should special circumstances necessitate it

•    Output B (Second Review Round): Approval of the Clean Word file of the manuscript addressing/reflecting any feedback from UNDP

Deadline: Date to be agreed upon or 3 working days upon receipt of feedback from UN Agency, whichever is earlier; or a pre-agreed deadline should special circumstances necessitate it

•    Output C (Third Review Round): Submission and approval of the Annotated PDF file of the laid-out manuscript. 

Deadline: Date to be agreed upon or 3 working days upon receipt of the laid-out version of the manuscript, whichever is earlier; or a pre-agreed deadline should special circumstances necessitate it.


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

Evaluation Method and Criteria

Proposers will be evaluated based on the Combined Rating (technical score of 70% + financial score 30%) methodology. The ranking of Copyeditor shall be made based on proposals that are

  1. responsive/ compliant/ acceptable; and
  2. having received the highest cumulative score out of set of weighted technical criteria
  3. Financial criteria as per below weightages (technical-financial): 70%-30%

Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

It is anticipated that UNDP will sign LTA agreements with multiple Copyeditors to take care of various ongoing requirements at the same time.

To obtain the over-all financial quotation, UNDP will sum the cost components above (refer to the Financial proposal form – total cost). 

 

Technical Criteria for Evaluation

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

Requirements

Maximum Points

Educational:

 

  • University degree in journalism, communications, English literature or similar fields with strong background on communications, editing, and/or publishing; 'Master’s an advantage

(14 points for University degree; 20 points for Master’s)

20

Work experience

 

  • A minimum of 5 years of experience in communications, editing, and/or publishing

(14 points for 5 years; 1 additional point per additional year)

20

  • Has minimum 2 years’ experience in editorial work for development publications; preferably with experience in international organizations, multilateral institutions, global nonprofits, foundations, or UN agencies an asset

(7 points for 2 years editorial work in development publication, additional 1 point for experience in international organizations, multilateral institutions, global nonprofits, foundations, or UN Agencies)

10

  • High proficiency in written English required

(evaluation based on the two (2) non-confidential sample works from previous copy and editing work)

10 pts for each sample

20

TOTAL

70

 

Documentation required

Interested individual consultants 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 maximum one document:

  • Letter of Confirmation of Interest and Availability.
  • 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.
  • Past Experience : Two (2) non-confidential sample works from previous copy and editing work, preferably with UN, Bilateral/ Multi-laterals, International NGOs or government agencies
  • Financial proposal,  stating the fixed per page fee (250 words/page and 500 words/page) in Pesos (PHP) required to complete the assignment. Travel and other unforeseen cost should NOT be included in the financial proposal, at this stage.
  • Medical/health insurance must be purchased by the individual at his/her own expense, and upon award of 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
  • P-11 form
  • Offerors Letter to UNDP Confirming Interest and Availability for the Individual IC Assignment, including Financial Proposal template

 

For any clarification, please write to procurement.ph@undp.org. Please note that only applications submitted to UNDP Jobs (on-line) will be accepted.

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



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