Background
In UNDP, all payees in PeopleSoft (aka “Atlas”) are labelled as Vendors. Currently a vendor is defined as a potential or actual supplier or provider of goods, services and/or works to the United Nations. The current use of the label of vendors in Atlas resulted in confusing, blurred risks and need for oversight, and proper categorization of all payees’ records. In sum, there is lack of clear definition of a Payee in UNDP.
As of November 2016, UNDP has around 428,000 approved payees (currently labelled vendors) under 19 categories which needs to be reviewed and appropriately re-categorised. Some payee categories are clearly identified with the due diligence process undertaken and the information management and monitoring actions required (Staff, Suppliers), whereas other categories such as Outside Party or Meeting Participant are problematic because of the lack of correlation on the current categories with the potential risks associated with each category or the vetting processes that were undertaken (e.g. due diligence) or monitoring mechanisms.
The ownership of overseeing the Atlas Payees records needs to be clarified further, for example, differentiating between payees that are created for payments at the requests of other organizations from the ones that were vetted through UNDP procurement processes or concerning UNDP Personnel payees (Staff member, former Staff, Retirees, Beneficial family, UNV, and Service Contractors). It is also noticed that specific and/or dedicated Procedures on Payee data management, including procedures for archiving and associated roles and responsibilities are missing which need to be established accordingly as priority.
Furthermore, it is worth mentioning that UNDP has too many Atlas queries and other Dashboards that may not accurately reflect the information and reports that can be easily generated for monitoring and oversight, and maintenance purposes. Therefore, specific or analytical reports to be used for mitigating of potential risks in this regard are duly required.
Duties and Responsibilities
Under the supervision of the Director of OSO, the consultant will review and analyse the existing payee categories recorded in the payee (current day vendor) management module of Atlas, associated business processes and the relevant policies and procedures on payee data management in order to produce the specific deliverables that would contribute to further achievement of the project outputs, including proper re-categorization of payee records.
Expected Outputs, Deliverables and Deadlines (specific dates may vary in accordance with internal processes)
Re-categorization of Payees conducted:
Prepare a plan to conduct the reclassification of Payees, including change management aspects.
Conduct a Pilot exercise to experiment the new categories of payee records and present to the concerned.
Corporate oversight mechanisms improved:
Using the prototype developed in Power BI system capability and conduct market search that could provide analytics, alerts on potential duplications of payees, quality of information, and completeness of information and review of controls.
Generate oversight reports to help users identify duplicate payees by using other criteria, e.g. duplicate addresses.
Build analytical reports for mitigating risks – set parameters, analyse, high level controls for those with the biggest/most serious issues.
Monitoring and maintenance of Payees data improved:
Develop Standard Operating Procedures (SOP) on payee data monitoring and maintenance.
Internal procedures on creating and approving payees developed:
Develop SOP and update the existing one, if required, on proper payee creation and approval processes, with due consideration of the piloted clustering activities;
Make recommendations to enhance document management, including filing/storing of payee database, i.e. physical and/or electronic supporting documents that COs and other business units submit to GSSU.
Competencies
Corporate
Demonstrate integrity by modelling the UN’s values and ethical standards;
Advocates and promotes the vision, mission, and strategic goals of UNDP; and
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Technical / Functional
Knowledge of design processes and methodologies;
Understanding of interactive digital technologies, standards and industry trends and experience in designing processes and workflows leveraging these trends;and
Ability to gather and document business and functional end user requirements.
Required Skills and Experience
Education
Advanced degree in Business Administration, Public Administration, Information Technology, Finance, or relevant field is required.
Experience:
Knowledge of UNDP programme and operations policies and procedures, including internal controls’ tools and mechanisms is required;
At least7 years’ experiences where the consultant has established and maintained databases and tracking systems to provide effective support to business processes of an organization; and
At least 5 years’ experiences in handling web-based management systems, including UNDP’s ERP system Atlas functionality and its reporting tools is required.
Languages:
Fluency in written and spoken English is required.
Application Procedure
The application package containing the following (to be uploaded as one file):
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 shall specify a total lump sum amount, and payment terms around the specific and measurable deliverables of the TOR. Payments are based upon output, i.e. upon delivery of the services specified in the TOR, and deliverables accepted and certified by the technical manager.
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. At least 7 years’ experiences where the consultant has to establish and maintained databases and tracking systems to provide effective support to business processes of an organization. Maximum 300 points;
Criteria 2. At least 5 years’ experiences in handling web-based management systems, including UNDP’s ERP system Atlas system functionality, its reporting tools, etc. Maximum 200 points;
From 5 – 7 years 100 points.
More than 7 years 200 points.
Criteria 3. Sample of a recent paper/project on the relevant subject written by a consultant to verify written skills in English. Maximum 100 points; and
Criteria 5. Interview. Maximum Points: 100 points.
Having reviewed applications received, UNDP will invite the top four 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 be given access to relevant information and data necessary for execution of the tasks under this assignment, while ensuring his/her duty to protect and maintain confidentiality of information and data used.
The Consultant will be responsible for providing his/her own laptop and access to internet during the assignment.
Consultancy work will be performed on a full time on site, in close collaboration with PSU/OSO, OFRM and OIMT team under the guidance and supervision of the Project Manager at the OSO/OOLTS.
Payment modality
Payments are based upon output, i.e. upon delivery of the services specified above and deliverables accepted and upon certification of satisfactory completion by the manager in accordance with the schedule below:
- Upon submission of the Work Plan for conducting the re-classification of Payees
15 May 2017 20%
2. After the piloting of the new categories of Payees records and generation of oversight and analytical reports
15 July 2017 40%
3. Upon submission of new and revised SOPs as per deliverables # 3-4.
15 August 2017 40%
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 posting the answers in the Procurement Notice Site 36716 including an explanation of the query without identifying the source of inquiry, to all applicants