UNDP Jobs - 74549- Proceedings Writing and Rapporteuring Service Prov

Proceedings Writing and Rapporteuring Service Provider

Location :

Country Office, MALAYSIA

Type of Contract :

Individual Contract

Starting Date :

02-Oct-2017

Application Deadline :

27-Sep-17 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

2 October 2017- 31 December 2017

Languages Required :

English

Expected Duration of Assignment :

30 working days over 3 months

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 PA Financing Project is a national project executed by the Ministry of Natural Resources and Environment (NRE) and implemented by the Department of Wildlife and National Parks, Malaysia. It is supported by the United Nations Development Programme (UNDP) with Global Environment Facility (GEF) grant financing. The project aims to establish a performance-based financing structure to support an effective protected area system in Malaysia. You can find out more about the project from this website: www.protectedareasmalaysia.my.

The Regional Forum on Financing on Protected Areas

As sustainable conservation finance is becoming an important complement to public finance, UNDP in collaboration with Sarawak State Government and Department of Wildlife and National Parks Malaysia is organizing a regional forum entitled: Innovation, Inclusiveness and Impact: “Strengthening and Diversifying Financing for Protected Areas. The goal is to facilitate exchange of best practices between PA personnel (policy-makers, managers and rangers etc.) and to address some of the common barriers in developing financing means for biodiversity and protected areas management.

The objectives of this workshop are:

Highlight common challenges of on constraints and opportunities in developing and scaling-up finance for biodiversity, and the pre-requisite required;
Facilitate exchange of best practices in financing mechanism and biodiversity management;
Showcase various tools and methodology for quantifying biodiversity worth and conveying to policy-makers;
Foster a network of experts and practitioners in conservation finance, from the government sector, civil society organisation, multi-lateral organisations, investment banks and institutions for opportunities of future partnership and collaboration.

Participants:

The conference will bring together policy-makers, practitioners from private sector and non-profit entities from Asia-Pacific region, and subject experts from around the world. In addition, recognising the need for to court non-governmental body, the Forum also aim to foster collaborative partnerships for sustainable and innovative financing options.

Speakers and presentations:

The Forum will be structured into two days with a mix of plenary session (30 minutes presentation), concurrent sessions (Each presentation: 20-minute presentation, 10 minutes Question and Answer). Day 3 is dedicated for a site visit to the Bako National Park. There will be international and local speakers presenting at the regional forum.

Duties and Responsibilities

To ensure that the proceedings of the Regional Forum which is planned for 10-11 October 2017 is properly documented and drafted for publication, UNDP Malaysia seeks to engage suitably qualified service providers to:

Be part of a three-member proceedings writing and rapporteuring service team comprising a team leader and two rapporteurs to record the presentations, discussions and outcomes of the conference;
Develop a standard template to record inputs, and to familiarize team members with the methodology for documenting the proceedings prior to the forum;
Collate all presentations and supplementary materials provided by the presenters, record Q& A sessions and panel discussions;
Collate any other information generated from forum sessions;
Collate and analyze participant evaluation and feedback forms gathered by the project team;
Utilize the information gathered and video footage of the conference to prepare the proceedings of the forum in an agreed format/outline with the project team.

Expected Output:

A complete final draft Proceedings of the Regional Forum: Innovation, Inclusiveness, and Impact – Strengthening and Diversifying Financing for Protected Areas.

Deliverables and timeline:

The consultant will be responsible for the delivery, content, technical quality and accuracy of the deliverables. All deliverables shall be submitted to the Project Management Unit and UNDP Malaysia in accordance with the following timeline.

1st Deliverable: First draft of the conference proceedings by 31 October 2017;
2nd Deliverable: Final draft of the proceedings incorporating comments and corrections received during the review process by 24 November 2017;
Final Deliverable: Final proceedings by 15 December 2017.

Handling of Data, Information and Documents:

All data, information and documents obtained under this assignment is the property of the Government of Malaysia and United Nations Development Programme, and be treated as strictly confidential. No such information shall be used and cited by the expert for any other purpose other than for the preparation of the Proceedings of the 2nd National Protected Area Managers Conference. All soft and hard copies of the data, information and documents must be returned to the Department of Wildlife and National Parks, and UNDP Malaysia upon completion of this assignment.

Institutional Arrangement:

Reporting Structure:

The service providers will report to the Programme Manager of UNDP Malaysia, and work under the guidance of the Project Management Unit led by the National Project Director, Department of Wildlife and National Parks, Peninsular Malaysia (PERHILITAN).

Duty Station:

The service providers will be based at his/her home office unless meetings are scheduled with the PA Financing project team, UNDP Malaysia, and Department of Wildlife and National Parks. Scheduling of meetings will be arranged and fixed based on discussion between the consultant and the PA Financing project team. The consultant is responsible for his/her own travel arrangement.

Upon appointment, the consultant will receive a detailed briefing by UNDP Malaysia and the PA Financing project team on the required scope of work and work plan.

Duration:

The assignment will require 30 working days starting from 01 October 2017 to 31 December 2017. It will be necessary to travel to attend the forum which will be held at Hilton Hotel, Kuching Sarawak from 9-13 October 2017.

Terms of Payment:

The contract and payments will be performance-based and assessed by PA Financing Project Management Unit and UNDP Malaysia. For payment in installments, certification of satisfactory performance at each phase is required.

20% upon submission and acceptance of a standard rapporteuring template by UNDP Malaysia Country Office in consultation with PA Financing PMU;
50% upon submission and acceptance of the first draft of the forum proceedings by UNDP Malaysia Country Office in consultation with PA Financing PMU;
30% upon submission and acceptance of final draft of the forum proceedings by UNDP Malaysia Country Office in consultation with PA Financing PMU.

Competencies

Corporate Competencies:

Demonstrates high moral integrity by modelling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Demonstrated capacity of team-orientation work, excellent planning and organizational skills;
Sensitivity and respect for human rights and gender equality.

Functional competencies:

Excellent organizational skills;
Strong analytical, writing and communication skills;
Ability to prepare and deliver reports and presentations in a timely manner;
Ability to manage and work with a multidisciplinary and multicultural team;
Strong motivation and ability to work and deliver under short deadlines;
Focuses on impact and result for the client and responds positively to critical feedback;
Able to work independently with little or no supervision;
Familiarity with UNDP, government, academics and civil society strongly desired.

Required Skills and Experience

Bachelor’s degree in mass communication, journalism, conservation biology, ecology, environmental studies or related discipline.

This assignment is open to Malaysian nationals and residents only.

Experience:

Minimum 3 years of professional experience in proceedings/ reporting and rapporteuring services at international and national conference/forum/seminar (please provide evidence/records/references);
Good working knowledge of biodiversity and/or protected area conservation and management in Malaysia;
Proficiency in computer especially Microsoft Office suite applications;
Experience in working with government agencies and UNDP is an advantage.

Language:

English and Malay.

Documents to be included when submitting proposals:

Interested individual applicants must submit the following documents/information to demonstrate their qualifications:

Completed Letter of Confirmation of Interest and Availability (Annex 1) provided by UNDP;
Technical Proposal on how your qualifications and experience can lead towards the successful deliverable of this assignment within the required timeframe, and provide a brief methodology on how you will approach and conduct the assignment;
Financial Proposal should specify a total lump sum amount including a breakdown of working days, travel and relevant costs using the financial proposal template in Annex II;
Personal CV including areas of expertise and past experience in similar projects and at least three (3) references in the format of UN Personal History Form (P11 form). The UN Personal History Form (P11) can be downloaded from the link below.

Scan all documents into 1 pdf folder and then upload;

For clarification question, please email to procurement.my@undp.org. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2017/035" as the subject matter;

Forms and General terms & conditions to be downloaded:

The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download
Letter of Confirmation of Interest and Availability at http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?download
The Financial Proposal Template at http://www.my.undp.org/content/dam/malaysia/docs/Procurement/MyIC_2017_035%20Financial%20Proposal%20Template.docx?download
The General Terms & Conditions for Individual contract is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/General%20Conditions%20of%20Contract%20for%20IC.pdf?download
The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download

Criteria for selection of the best offer:

The award of the contract will be made to the Individual Consultant who has obtained the highest Combined Score and has accepted UNDP’s General Terms and Conditions. Only those applications which are responsive and compliant will be evaluated. The offers will be evaluated using the “Combined Scoring method” where:

The technical proposal including educational background and experience on similar assignments will be weighted a max. of 70%;
The financial proposal will weigh as 30% of the total scoring.