National Coordination Support Consultant – To be seconded to the Ministry of Women, Children & Poverty Alleviation (MWCPA) and provide support coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster



Advertised on behalf of :

Location : Suva, FIJI
Application Deadline :12-Nov-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-Nov-2021
Duration of Initial Contract :Up to 220 working over 12 months’ period / work assignment.

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 

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Fiji Multi Country Office (MCO) covers 14 Pacific countries, with field offices/presence in 6 countries, and five ‘focus countries’ (Fiji, Vanuatu, Solomon Islands, Tonga and Samoa). Each field presence is led by a national Country Programme Coordinator. UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:

Within the Gender and Protection in Humanitarian Action Outcome areas (Outcome 5), UN Women Fiji MCO works on integration of gender and protection in all phases of humanitarian response, including preparedness, disaster risk reduction and management and recovery.  There are different needs and opportunities of girls, boys, women and men during humanitarian crises, and pre-existing inequality is exacerbated.   Protecting human rights and promoting equality is central to humanitarian action. UN Women supports the Pacific Humanitarian Team and Regional/National Clusters to mainstream gender and protection into humanitarian planning and action through coordination, capacity building, technical support and knowledge sharing activities.  The Fiji National Cluster system was first formed in late 2012 during the response to TC Evan. Along with other national cluster groups under the overall leadership of the National Disaster Management Office (NDMO) Clusters, the Safety and Protection Cluster functions as a coordination forum through which the protection actors prepare for and respond to disasters to ensure the protection needs of the vulnerable groups in affected areas are addressed.

The Ministry of Women, Children and Poverty Alleviation (MWCPA) leads the cluster and provides direction, coordination, planning, strategy development, quality standards and advocacy functions. As Co-Conveners of the Cluster in support of MWCPA, UN Women and UNICEF have been providing both technical and secretariat support to the Fiji Safety and Protection Cluster.

The Cluster had a review and planning meeting in July 2020. One of the lessons and recommendations was that the Cluster needs better data management system to plan and coordinate responses. A technical working group was established to focus on data and information management, and this has been identified as a key focus in the Cluster workplan.

The Safety and Protection Cluster Coordination Support Consultant will be seconded to support the Ministry of Women, Children and Poverty Alleviation (MWCPA) on coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster.


Duties and Responsibilities

Objectives of the assignment

UN Women Fiji MCO is looking for an individual to support the Ministry of Women, Children and Poverty Alleviation with the Secretariat and Information Management of the Fiji Safety and Protection Cluster.

For this purpose, the selected consultant will work under the overall leadership of the Permanent Secretary of the Ministry as the Chair of the Cluster and direct supervision of the UN Women Humanitarian and DRR Programme Analyst to coordinate and support the work of the Fiji Safety and Protection Cluster in a participatory and consultative manner.

The National Consultant is expected to support the workplan of the Fiji Safety and Protection Cluster to:

  • Carry out the Secretariat functions of the Fiji Safety and Protection Cluster for the whole year.
  • In carrying out the work of the Secretariat, the Consultant has to liase with the Permanent Secretary of MWCPA before communication with members and relevant authorities.
  • Support the information management role such as the use of Kobo for 5W to collect data on interventions and beneficiaries of cluster member organizations, linking with the GIS system with PMU Unit-Ministry and NDMO.
  • Conduct capacity building/training to cluster members on how to use the new tools
  • Support the central depository function to maintain key documents for the Fiji Safety & Protection Cluster to ensure continuity reflecting past responses including TC Winston documents; TC Sarai; TC Harold, Covid-19.

Scope of Work/Duties and Responsibilities

Under the overall guidance of the Ministry and UN Women Programme Analyst working in collaboration with the Cluster Technical Working Group on Information Management Members, the consultant will undertake the tasks as outlined in the deliverable table in Section V.

Duration of the assignment

The duration of this assignment will be up to 220 working days over a 12-months period from November 2021 to November 2022 as per suggested schedule of deliverables below.

Expected Deliverables

The National Consultant is expected to deliver, specifically, the following major tasks or outputs:

No.

Deliverables

Approximate No. of days

Timeline

 

Carry out the Secretariat functions of the Fiji Safety and Protection Cluster including writing of minutes, sharing of resources and correspondence with all members when required.

Up to 25 days

November 2021- November 2022

 

Organize meetings whenever required for the Fiji Safety and Protection Cluster including logistical arrangements for all activities set out in the workplan.

Up to 20 days

November 2021-November 2022

  1.  

Carry out the Information Management role of the Fiji S&P Cluster, analyse contributions from the stakeholders and ensure quality inputs to the Fiji S&P 3Ws inputs (Develop situational reports for the Cluster and submit to the national emergency operations centre; liaise with all members on inputs.

Up to 35 days

December 2021- May 2022 (depends on the emergency period)

  1.  

Documentation and record keeping of all the processes, meetings, and correspondences.

Up to 35 days

December 2021– November 2022

  1.  

Provide direct support to the Permanent Secretary to manage workplans in relation to the 3 phases of the Cluster (Preparedness, Response and Recovery).

Up to 35 days

January – July 2022

  1.  

Coordinate with all the members of the Fiji S&P Cluster on submissions required during preparedness, response, and recovery periods.

Up to 30 days

January – July 2022

  1.  

Coordinate and communicate with the 5 Technical Working Groups of the Cluster on inputs/submissions/updates.

Up to 20 days

December 2021 – November 2022

  1.  

Build and maintain strong relationships with key inter-agency and partner stakeholders at national levels; apart from regional level where necessary.

Up to 20 days

November 2021-November 2022

 

TOTAL

Up to 220 days

October – November 2022

The assignment should be carried out within a period of 12 months, not exceeding 220 working days, with the National Consultant being responsible for delivering the following outputs:

  1. Monthly reports on major tasks performed and the results, including related to support provided to MWCPA in relation to the Fiji Safety and Protection Cluster and Coordination, inputs collection and other as per above description of tasks;
  2. Final report on carried out activities, achievements, and challenges.
  3. Secretariat functions, Information management, relevant to the assignment.  

Upon receipt of the final deliverables, related reports and documents will be reviewed and approved by UN Women within one week.

All the deliverables should be agreed with the UN Women’s counterpart at the MWCPA and UN Women and be provided in English hard and electronic copy.  Note that all materials, including any video footage and images, will remain property of UN Women and cannot be used without UN Women’s permission.

Inputs

  • The Ministry and the UN Women/UNICEF and other Cluster members will provide the Consultant with background materials.
  • UN Women will only cover Consultant’s travel and within Suva should the need arises and upon prior approval by the Ministry and UN Women.
  • The Consultant is expected to work remotely with frequent meetings with UN Women and the Ministry using her/his own computer provided by UN Women. 
  • The Consultant may access the either the Ministry or the UN Women Office for printing of relevant documents or should he/she be required to work on-site at any point during the assignment.

Management Arrangements

  • The National Consultant will work under the overall coordination of the Permanent Secretary and Director Women, Ministry of Women, Children and Poverty Alleviation and direct supervision of the UN Women, Gender and Humanitarian Affairs Programme Analyst.
  • The National Consultant workspace will be provided by the MWCPA with the necessary information, materials, and logistics, as well as office space.
  • The selected candidate will be provided with a laptop, while MWCPA will provide access to other equipment for the fulfilment of his/her tasks (such as printer, copier).

Performance evaluation

The Consultant’s performance will be evaluated based on timeliness, responsibility, initiative, communication, and quality of the products delivered.

Financial Arrangements

Payments will be disbursed to the consultant in instalments, upon submission and approval of deliverables set forth in Section “Expected Outputs and Deliverables” above, timesheets with actual days worked and certification by the UN Women Programme Analyst for the Humanitarian Programme that the services have been satisfactorily performed.

Travel

UN Women will not cover transportation cost within Suva.  Travel costs outside Suva are not envisaged and if needed will be covered separately by UN Women with prior approval.  During the consultancy assignment’s related missions, UN Women will cover travel cost for the Consultant for the agreed upon routing and in conformity with UN Women applicable rules and regulations.  The position is based at the MWCPA, Suva.  No outside Suva travels are envisaged under the current assignment.  The Consultant will be responsible for all administrative and travel expenses associated with undertaking this assignment to be based in Suva.  

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between MWCPA and UN Women and the National Consultant, prior to travel and will be reimbursed.


Competencies

Core Values

  • Respect for Diversity;
  • Integrity;
  • Professionalism.

Core Competencies

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies

  • Ability to think conceptually, strategically and analytically;
  • Demonstrates strong oral and written communication skills;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Results oriented, flexible and problem-solving skills.


Required Skills and Experience

The Consultant should fulfil the following requirements:

Education:

  • Master’s degree or equivalent in Information Management System, Management and Public Administration, Gender Studies, Development Studies, Social Science or other related field is required. 
  • A first-level University Degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience and Skills:

  • A minimum of five (5) years (with Masters’ Degree), or minimum of seven (7) years (with first-level University Degree) of progressively responsible experience in the field of information management.
  • Demonstrating ability to support development of communication products and with good communication skills.
  • Demonstrated ability to support and contribute to the development of reports (cluster or assessment reports, etc) required for the cluster.
  • Experience in working with stakeholders, civil societies organisations, donor agencies, and international organizations.
  • Experience in the Fiji Islands.
  • Experience in Geographical Information System is an asset.
  • Computer literacy and ability to effectively use office technology equipment, IT tools, ability to use Internet and email.
  • Experience of relevant work in the field of disaster risk reduction maybe considered.

Language and other skills:

  • Excellent skills and fluency in verbal and written English is required. 
  • Fluency in Fijian language is an asset.

Evaluation

Initially, individual consultants will be short-listed based on the following minimum qualification criteria:

  • Master’s degree or equivalent in Information Management System, Management and Public Administration, Gender Studies, Development Studies, Social Science or other related field is required. 
  • A first-level University Degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.
  • A minimum of five (5) years (with Masters’ Degree), or minimum of seven (7) years (with first-level University Degree) of progressively responsible experience in the field of information management.

The short-listed individual consultants will be further evaluated based on a cumulative analysis scheme, with a total score being obtained upon the combination of weighted technical and financial attributes.  Cost under this method of analysis is rendered as an award criterion, which will be 30% out of a total score of 100 points.

Evaluation of submitted offers will be done based on the following formula:

where:

T

is the total technical score awarded to the evaluated proposal (only to those proposals that pass 70% of 70 points obtainable under technical evaluation);

C

is the price of the evaluated proposal;

Clow

is the lowest of all evaluated proposal prices among responsive proposals; and

X

is the maximum financial points obtainable (30 points)

Technical evaluation will be represented through desk review of applications. Interviews and/or written tests will be organized if needed only, depending on the short-listed candidates’ qualifications.

Technical Qualification Evaluation Criteria: The technical part is evaluated on the basis of its responsiveness to the Terms of Reference (TOR).

No.

Criteria

 

Maximum points

 

Master’s degree or equivalent in Information Management System, Management and Public Administration, Gender Studies, Development Studies, Social Science or other related field is required. 

A first-level University degree – 7pts,

Masters or equivalent – 10pts

10

  1.  

A minimum of five (5) years (with Masters’ Degree), or minimum of seven (7) years (with first-level University Degree) of progressively responsible experience in the field of information management.

5yrs (Master’s Degree) or 7yrs (First-level University degree) – 10pts,

Each year over 5 (or 7) yrs – 1pts up to a max 12pts

12

  1.  

Demonstrating ability to support development of communication products and with good communication skills.

up to 10 pts

10

  1.  

Ability to support and contribute to the development of reports (cluster or assessment reports) required for the cluster.

up to 10 pts

10

  1.  

Experience in working with other stakeholders, Civil Societies, Non-Governmental Organisations, and international organizations.

 Up to 5 points

5

  1.  

Experience in the Fiji Islands.

Up to 5 points

5

  1.  

Experience in Geographical Information System is an asset.

Up to 5 points

5

  1.  

Computer literary and ability to effectively use office technology equipment, IT tools, ability to use internet and email.

Up to 5 points

5

  1.  

Experience of relevant work in the field of disaster risk reduction maybe considered.

Up to 3 points

3

  1.  
  • Excellent skills and fluency in verbal and written English is required. 
  • Fluency in Fijian language is an asset.

Up to 5 points

5

 

Maximum Total Technical Scoring

 

70

Financial Evaluation Criteria: In this Second Stage, the financial proposal of candidates, who have attained minimum 70% score in the technical evaluation (at least 49 points), will be compared.

WINNING CANDIDATE

The winning candidate will be the candidate, who has accumulated the highest aggregated score (technical scoring + financial scoring).

Submission of application

Interested candidates are requested to submit fully completed application on the UNDP Vacancy Site

Submission Package:

  1. Cover letter explaining the suitability of the consultant: applicants are encouraged to address experience and qualifications listed in the ‘criteria for technical evaluation’.
  2. Duly filled Personal History Form (P11) and/or Curriculum Vitae (CV) of consultant including records of past experience in similar assignments and specific outputs obtained; P11 can be downloaded at: https://www.unwomen.org/en/about-us/employment
  3. Financial proposal – specifying a total lump sum amount for the tasks specified in this Terms of Reference.  The financial proposal shall include a breakdown of this lump sum amount (daily rate and number of anticipate working days and any other possible costs).
  4. Please read, use and complete ANNEX I and ANNEX II below to provide your financial proposal.

Applications without a complete financial proposal will be treated as incomplete and will not be considered for further assessment.  UN Women reserves the right to accept or reject any bid.

The consultancy recruitment process will be governed by the rules and regulations of the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women).

Deadline of all submission: 12 November 2021

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided?on the basis of?qualifications, competence, integrity and organizational need.? 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.? 

UN Women?has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.? All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history.

Selected candidates may be required to provide additional information to conduct a background check.

Annex I

Price Proposal Guideline and Template

The prospective Individual Consultant should take the following explanations into account during submission of his/her price proposal.

1.Daily fee

The daily price proposal should indicate a "lump sum amount" which is "all-inclusive".  All costs (professional fees, communications, consumables during field related missions, etc.) that could possibly be incurred by the Contractor needs to be factored into the proposed price.

UN Women will not withhold any amount of the payments for tax and/or social security related payments. UN Women shall have no liability for taxes, duties or other similar charges payable by the Individual Contractor in respect of any amounts paid to the Individual Contractor under this Contract, and the Contractor acknowledges that UN Women will not issue any statements of earnings to the Individual contractor in respect of any such payments.

2.Travel costs

All travel costs in relation to the candidate movement from home to the duty station must be included in the total contract amount of the contractor.  UN Women will not cover transportation cost within Suva, Fiji.  Travel costs outside Suva, Fiji are not envisaged and if needed will be covered separately by UN Women with prior approval.

3.Daily Subsistence Allowance

Not applicable.

4.Currency of the price proposal

The applicants are requested to submit their price proposals in FJD.

In case of proposals in other currency, these shall be converted into FJD using the official UN exchange rate for currency conversion to FJI at the date of applications’ submission deadline.

Annex II

Price Proposal Submission Form

[ Mandatory document for the Consultant to complete and submit]

To:          United Nations Entity for Gender Equality and the Empowerment of Women

Ref:         National Coordination Support Consultant – To be seconded to the Ministry of Women, Children and Poverty Alleviation (MWCPA) and provide support coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster

Dear Sir / Madam,

I, the undersigned, offer to provide professional consulting services to UN Women within the scope of the referred Assignment.  Having examined, understood, and agreed to the Terms of Reference and its annexes, the receipt of which are hereby duly acknowledged, I, the undersigned, offer to deliver professional services, in conformity with the Terms of Reference.

My maximum total price proposal for the assignment is given below:

Estimated Costs (in FJD)

 

Unit of Measure (e.g., Day, Month, etc)

Unit Price (FJD)

No. of Units

Total Price FJD

Consultancy Fee

Daily Fee

 

 

$

Other Related Costs (please specify)

 

 

 

$

Total FJD

 

 

 

$

*** Please be informed that for shorter assignments than a full day, the daily rate will be pro-rated into hourly rate.

I confirm that my financial proposal will remain unchanged.  I also confirm that the price that I quote is gross, and is inclusive of all legal expenses, including but not limited to social security, income tax, pension, etc., which shall be required applicable laws.

I agree that my proposal shall remain binding upon me for _______________ days.

I understand that you are not bound to accept any proposal you may receive.

[ Signature]

Date:

Name:

Address:

Telephone / Fax:

Email:

 



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