Knowledge and Information Systems Advocate Consultancy


Location : New York, UNITED STATES OF AMERICA
Application Deadline :06-Mar-17 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
13-Mar-2017
Duration of Initial Contract :7 months
Expected Duration of Assignment :7 months (with possiblity of extension subject to availabity of funds and satisfactory perfomance)

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

The Bureau for Policy and Programme Support (BPPS) provides the foundation for UNDP’s global thematic work. BPPS provides the tools, analysis and capacities that country offices need to make a real difference in UNDP’s practice areas. Accordingly, BPPS is the corporate sponsor of Knowledge Management for UNDP and is responsible for ensuring that knowledge created at any level of the organization will be made available to all staff to enhance organizational effectiveness. It does this through the Development Impact Group (DIG) which provides a corporate service delivering a core set of knowledge sharing solutions to the entire organization. All activities of the DIG support the goals and outcomes established in UNDP’s Strategic Plan 2014-2017.

Many core elements and functionality of UNDP’s Knowledge Management are running on the enterprise version of Microsoft Office 365 applications managed by the Office of Information Management and Technology (OIMT). This package provides access for all colleagues to useful tools and services which offer great efficiency and utility to UNDP’s work. The Knowledge Management (KM) team in DIG, together with OIMT, tests and evaluates new tools to be deployed within the organization and develops strategy and governance around the promotion, support and maintenance of these tools.

Yammer, one of the Office 365 applications, was launched as UNDP’s enterprise social networking platform which provides online dialogue and knowledge sharing for colleagues across the organization globally. Yammer also provides a collaboration platform for UN inter-agency communities of practice, UN Country Teams, as well as invited external partners and stakeholders. In addition to Yammer, the larger suite of Office 365 tools offer colleagues the ability to livestream events, host webinars, create interactive newsletters and presentations, blog for an internal audience, store, share and co-author documents online, share videos internally, track team projects and make sense out of data. UNDP today intends to leverage not only Yammer, but the combination of these tools to enable UNDP and external partners to leverage the collective knowledge of communities, individuals, programmes and projects in the most useful, cost-effective manner by integrating production, sharing and collaboration of knowledge artifacts. In addition, UNDP provides staff with access to corporate accounts of knowledge and IT-related, tools offering services not covered in the Office 365 suite of applications.

The consultant is sought to develop and implement a training program and support channels on Office 365 applications and other corporate services and tools for colleagues globally to learn further about how they can best utilize these tools in their work. These in-person and online trainings and support channels will offer a more structured approach to stimulating the widespread use of these applications throughout the organization, addressing both business and technical needs. The consultant will also assist in communication and promotion efforts related to these technical service offerings. The consultant will report to the Policy Specialist, Community and Network Management in the BPPS Development Impact Group.

Objective:

The purpose of this procurement exercise is to contract one individual consultant who will assist the BPPS/DIG and BMS/OIMT in promoting user uptake for corporate knowledge and information systems and tools.


Duties and Responsibilities

Training, Support and Promotion of Microsoft Office 365 applications and enterprise knowledge management tools;

  • Develop and implement a structured end user training program, including in-person and online, for all enterprise Office 365 applications and other corporate services and tools;
  • Administer support channels (on Yammer) for corporate tools which offer up-to-date resources, answer questions posted by users and share information on roadmap of technical updates;
  • Strengthen existing and create new guidance materials (text, interactive, video) on use of corporate applications and tools available to end users;
  • Assist in developing and disseminating communication materials and promotion of Office 365 applications and enterprise knowledge management tools to end user community;
  • Market research and analysis for new tools to replace current outdated e-mail distribution and marketing product in consultation with OIMT
  • Collect, document and analyse feedback from UNDP users on knowledge-related applications, and share it with OIMT in order to reflect user feedback to the release cycle planning.;
  • Facilitate business assessment and sign off of any new applications prior to adoption by representing business community in application change management process and advise on global rollout strategy;
  • Contribute to application release cycle planning by reviewing upcoming technical updates and changes to third party enterprise applications
  • Communicate release schedule and new features included in future releases and its benefit to end users;
  • Coordinate with OIMT and IT focal points on training, support and application updates;
  • Assist teams and users in hands on use of tools and applications;
  • Maintain, log and after action review of all trainings and outreach efforts.

Expected outputs and deliverables:

  • By 15 April 2017: Development of structured training schedule and accompanying material for each session
  • By 30 Sep 2017: Delivery of 2 trainings (on-site or virtual) per week, on average.
  • By 30 Sep 2017: Completion of market research study for procurement of new corporate e-mail distribution and marketing product
  • By 30 Sep 2017: Review and enhance guidance materials for at least 5 corporate applications
  • By 30 Sep 2017: Develop at least 10 brief case studies (2-4 pages each) highlighting unique real-life usage examples where specific corporate tools added value to UNDP’s work.


Competencies

Knowledge Management

  • Proven strong experience in Knowledge Management and/or Organizational Learning;
  •  Excellent understanding of Knowledge Management concepts, principles, tools and Methodologies.

Communication and advocacy

  • Proven experience in organization-internal communication and advocacy tasks within an international organization;
  • Excellent English communication skills in face-to-face settings and in writing;
  • Ability to explain complex and abstract concepts in simple terms and adapt language and content to different target audiences;
  • Excellent interpersonal skills with a proven ability to work with cross-functional teams.

Technology

  • Demonstrates strong IT skills;
  • Strong experience in using and advocating for web applications, knowledge platforms, Web 2.0 tools and content management systems;
  • Able to learn new technologies quickly. Demonstrated willingness to keep technical skills and knowledge up-to-date;
  • Strict attention to detail;
  • Ability to think logically and analytically in a problem-solving environment.

Operational Effectiveness

  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates openness to change and ability to manage complexities;
  • Ability to effectively manage logistics of events, trainings and small-scale projects


Required Skills and Experience

Required skills and Experience

Academic Qualification:

  • Bachelor’s degree in Information Technology or related field.

Experience:

  • A minimum of 5 years of professional work experience providing technical and Programme support connecting development, knowledge management and IT management;
  • Strong hands-on experience working with and providing training and user support for Microsoft Office 365 applications and/or SharePoint and related tools;
  • At least 2 years’ experience working in a large-scale international organization;
  • Strong understanding of SharePoint ;
  • Experience working with the UN is considered an asset.

Language:

  • Fluency in written and spoken English is required;
  • Working knowledge of another UN language would be an asset

The application package containing the following :

  • 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 should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
  • 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: Demonstrable professional work experience providing technical and programme support connecting knowledge management and IT management: Weight = 21.5%; Maximum Points: 150
  • Criteria 2:Proven experience in internal communication and advocacy tasks within an international organization: Weight = 21.5%; Maximum Points: 150
  • Criteria 3: Previous experience as a power user of Microsoft Office 365 tools and/or SharePoint: Weight = 21.5%; Maximum Points: 150
  • Criteria 4: Demonstrable experience analyzing efficacy and user feedback of Knowledge and Information Management tools and services: Weight = 21.5%; Maximum Points: 150
  • Criteria 5 : Interview: Weight = 14%; Maximum Points: 100

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 work under the guidance and direct supervision of Policy Specialist, Community and Network Management in the BPPS Development Impact Group will be responsible for the fulfilment of the deliverables as specified above.The Consultant will be responsible for providing her/his own laptop.

Payment modality

  • Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
  • 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):

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

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

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.


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