Background
The Bureau of External Relations and Advocacy (BERA) is responsible for UNDP’s external relations, advocacy and communications functions. The Bureau leads and supports the organization in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP.
The Japan Unit handles the partnership with Japan which is one of the biggest contributors to UNDP and ensures an integrated, networked and coordinated approach to promote partnership with Japan across the organization in support of UNDP’s development mandate to empower lives and build resilient nations.
In the process of the on-going structural review of the organization in line with the Strategic Plan 2014-2017, there should be change for UNDP to deliver programmes effectively, responsibly and with greater cost efficiency. The Strategic Plan 2014-2017 envisages higher quality programmes through better project planning, design, monitoring and evaluation, underpinned by stronger results-based management.
Responding to the Strategic Plan 2014-2017 and the structural review process which is expected to last until the end of 2015, the work of Japan Unit needs to be aligned and improved to secure the higher quality delivery. In order to implement the alignment during this transition, the certain functions of fund/project portfolio management are envisaged to be transferred from the Japan Unit to the Bureau of Management (BOM) and respected Regional Bureaus. As stated in the Strategic Plan, Regional Bureaus are tasked to play a critical role in overseeing all programme delivery and performance for stronger institutional effectiveness. Hence, the Japan Unit will set up a new business model of effective fund/project portfolio management in collaboration with BOM and Regional Bureaus.
Duties and Responsibilities
Scope of work:
Under the direct supervision and guidance of the UNDP-JICA/Japan Collaboration Advisor, Japan Unit, the Consultant performs the following tasks during the assignment period:
- Under the supervision of the UNDP-JICA/Japan Collaboration Advisor, establish a new business model of the fund management in line with the Strategic Plan 2014-2017 and reflecting structural review outcome for effective project portfolio management, especially projects funded by the Japan-UNDP Partnership Fund;
- Under the supervision of the UNDP-JICA/Japan Collaboration Advisor, design and implement a new information/database management system that alerts timelines and reporting requirements in a user friendly manner.
- Establish a new business model of the fund management in line with the Strategic Plan 2014-2017 and reflecting structural review outcome for effective project portfolio management, especially projects funded by the Japan-UNDP Partnership Fund.
Assess the current business model of the Japan Unit/PRG/BERA for project portfolio management working with relevant Country Offices and HQ Regional Bureaus.
Assist Country Offices and HQ’s implementing units to work with the Bureau of Management in administrating incoming contribution, making fund transfer from HQ to Country Offices and HQ’s implementing units, finalizing the remained balance, and making refund to donor, envisaging transfer of these works to the Bureau of Management through implementing a new business model.
Setup a new business model of the fund management by reviewing the current workflow in order to transfer the function of the fund management from the Japan Unit to the Bureau of Management.
Ensure smooth implementation of the new business model of the fund management in coordination with the Japan Unit, the Bureau of Management and regional bureaux.
Assess the current database of projects by reviewing its function and usefulness.
Design a database that alerts timelines and reporting requirements.
Develop and implement a new management system for effective and easy use of the database of Japan’s non-core contribution projects.
The Consultantwill report to the Japan Unit/BERA and his/her performance will be assessed against deliverables. The Consultantwill also interact with the Japan Unit/RPG/BERA and RPG/BERA staff on a regular basis, and meet with senior managers and key line staff, as required. The Head of the Japan Unit/BERA (or the UNDP-JICA/Japan Collaboration Advisor) to whom the Consultant is accountable will hold inception, mid-term and conclusion meetings to assess the quality of the deliverables and make necessary adjustments to ensure expected outputs and deliverables are met.
The Consultant will work over an uninterrupted period of eleven months and be based in New York, USA. The assignment is expected to commence by 4 August 2014 and will be concluded by 3 July 2015, at which time all deliverables will have been produced.
Scope of Price Proposal and Schedule of Payments
- An all-inclusive Daily fee. All-inclusive implies that all costs (professional fees, travel costs, living allowances, and communications) that are incurred by the Contractor are factored into the final amount submitted in the proposal.
Interested candidates are requested to please submit the following to demonstrate your interest and qualifications. Please note that all the documents below must be submitted as one PDF file.
- Duly accomplished Letter of Confirmation of Interest and Availability using template provided by UNDP;
- Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the consultant and at least three (3) professional references;
- Brief description of why the individual considers him/herself as the most suitable for the assignment, and a methodology, if applicable, on how they will approach and complete the assignment;
- Financial Proposal that indicates the all-inclusive fixed total contract price (stated either on a lump sum basis or a daily consultant fee), supported by a breakdown of costs, as per template provided.
Link to the procurement site, which contains the letter of confirmation of interest and availability and the financial proposal in one document:
http://procurement-notices.undp.org/view_notice.cfm?notice_id=16459
Criteria for Selection of the Best Offer
Combined Scoring method – where the technical evaluation will be weighed a maximum of 70%, and combined with the financial evaluation which will be weighed a maximum of 30%.
The Individual Consultant will be evaluated based on the following methodology:
Technical criteria, weight: 70%
Criteria A:
Demonstrated research and analytical skills (Weight 50%)
Strong language proficiency of both English and Japanese (oral and written) (Weight 30%)
Experience in working/interning within the UN system and for Japan’s ODA related activities (Weight 20%)
Financial: weight 30%
General Terms and Conditions of Individual Consultant
Competencies
Functional Competencies:- Excellent research and analytical skills;
- Excellent organizational, general administrative, and time management skills;
- Strong language proficiency of both English and Japanese (oral and written);
- Strong computer skills and ability to produce information visually;
- Ability for problem-solving, multi-tasking, meet deadlines and work under pressure;
- Ability to work as part of a team in a constantly evolving work environment.
Required Skills and Experience
Education:
- A master’s degree in social sciences;
- Strong language proficiency of both English and Japanese (oral and written).
- One-two years of experience in development project management, database management, or related field;
- Experience of work/internship in the UN system will be an asset;
- Experience of work/internship for Japan’s ODA related activities will be an asset.
- Knowledge of the Japanese administrative and fiscal system is a plus.