International Consultant (Procurement)


Location : UNDP/UNESP, Kabul, AFGHANISTAN
Application Deadline :06-Mar-18 (Midnight New York, USA)
Additional Category :Management
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Duration of Initial Contract :12 Months with maximum 261 working days with possibility of extension if required

Background

UNDP Afghanistan Mission Statement:

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years, UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Organizational context:

The UN Electoral Support Project (UNESP) is the international community’s programming vehicle to support the next elections in Afghanistan, including the parliamentary and district council elections announced by the Independent Election Commission (IEC) for 7 July 2018. The project has two overall objectives – 1) to build the capacity of the Afghan electoral institutions (the Independent Elections Commission and the Electoral Complaints Commission) to implement elections in line with the national electoral legal framework and Afghanistan’s international commitments; 2) to allow a programming mechanism for the international community to partially finance the elections as per the request of the Government of Afghanistan. The project follows previous UN projects in support of the Afghan electoral process, most notably the Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) projects, from 2006-2011 (ELECT I) and 2012-2015 (ELECT II), and the UNDP Project Initiation Plan that is in place since July 2015 – October 2017. The UNESP places the UN’s electoral support to Afghanistan directly under the political and supervisory oversight of the UN Assistance Mission in Afghanistan (UNAMA), and reflects the growing sustainability of the Afghan electoral process, as evidenced by the Government of Afghanistan’s financial commitment to both electoral institutions, and the provision of significant in-kind support to the implementation of elections. The Project Board, under the overall political guidance of the UNAMA Deputy Special Representative of the Secretary-General for Political, will be co-chaired by UNAMA DSRSG for Political and the Chairpersons of the IEC and ECC or their delegates. It will be comprised of all key stakeholders to oversee and approve UNESP’s budget, annual work plans and policy in support of the Afghan electoral institutions. Project implementation support will be provided by the UNDP Country Office, reporting, on fiduciary and operational matters, to the UNAMA Deputy Special Representative of the Secretary-General for Development/ UN Resident Coordinator/ UNDP Resident Representative through the UNDP Country Director.

Along with support to both electoral institutions, UNESP will also support Afghan civil society’s civic and voter education and observation efforts to enhance the quality and quantity of participation in the electoral process. Overall, the project will have three outputs: (i) administration of credible elections is facilitated by the meeting of key IEC structural and planning milestones; (ii) credible electoral dispute resolution is provided by the Electoral Complaints Commission (ECC) (iii) public outreach (along with support to civil society) to encourage citizen engagement in the electoral process. Mainstreaming of gender throughout the project is evident in key output indicators related to women’s participation in all three project outputs, reflecting the importance that UNESP places on increasing the position of women in Afghan electoral and political life. The project also aims at supporting the EMBs in strengthening integrity of the electoral process by enhancing accountability of responsible actors and supporting the implementation of electoral fraud mitigation mechanisms. Assisting the EMBs to implement measures to increase public confidence in election and democracy will be mainstreamed through the electoral assistance provided.

Objective of the Assignment:

Under the direct supervision of the Head of Supply Chain Management Unit (SCMO), The International Consultant (Procurement) will be responsible for procurement of goods, works, and services required to deliver the UNESP Project.

The International Consultant (Procurement) works in close collaboration with the UNESP Project Operations Manager and UNEST technical advisors; CO and IEC and ECC relevant units staff to exchange information and ensure consistent service delivery.


Duties and Responsibilities

Scope of Work and Deliverables:

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; elaboration of the effective internal control, proper design and functioning of a client-oriented procurement management system;

  • UNDP Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in UNDP Procurement Unit, harmonization of the workflows in the office;

  • Elaboration and implementation of cost saving and reduction strategies;

  • Conceptualization, elaboration and implementation of contract strategy in the UNDP including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment, in close coordination with UNDP CO;

  • Conceptualization, elaboration and implementation of strategic procurement on behalf of UNESP including sourcing strategy,supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement;

  • Timely and proper preparation of procurement plans for UNESP, establishment of the deadlines and monitoring of the project implementation;

  • Establishment and implementation of proper monitoring system and control of procurement processes including organization of RFQ, ITBs or RFPs for goods, construction works and services, receipt and evaluation of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation, in close coordination with UNDP CO;

  • Overseeing and assisting the IEC and ECC on all facets in procurement in relation to Govt. of Afghanistan procurement law, as ensures that procurement is conducted against an approved budget, approved procurement plan, implements the use of LTA’s, and checks each step of procurement process against relevant laws and policies;

  • Certification of submissions to the Contract, Asset and Procurement Committee (CAP) and Regional Advisory Committee on Procurement (RACP);

  • Management of UNESP procurement contracts and assumes delegation of responsibility in all procurement processes undertaken;

  • Elaboration and implementation of UNESP internal control system and ensures that Purchase Orders (POs) are duly prepared and dispatched;

  • Management of the implementation of the procurement processes monitoring system and mechanisms to eliminate deficiencies in procurement;

  • Establishment and implementation of harmonized procurement services;

  • Communicates with SCMO in regards to their management of the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms;

  • Management of the e-procurement system;

  • Prepares reports on various procurement status/activities;

  • Assists UNEST in the organisation and presentation of training in procurement for the UNEST, IEC and ECC staff;

  • Provides support and capacity development programs to IEC and ECC procurement staff on Govt. of Afghanistan Procurement Laws, Policies and Procedures as required, as well as overseeing the implementation of IEC Procurement SOP’s;

  • Synthesis of lessons learned and best practices in Procurement;

  • Sound contributions to knowledge networks and communities of practice;

  • Undertake any other duties, tasks and responsibilities required to successfully implement the Project.

Schedule of Payment:

Payments shall be done monthly based on actual days worked, upon verification of completion of specific reports and approval by the consultant’s supervisor and a timesheet according to UNDP procurement formats for individual contractors.


Competencies

Functional Competencies:

Building Strategic Partnerships

  • Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments;

  • Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.

Promoting Organizational Learning and Knowledge Sharing

  • Makes the case for innovative ideas documenting successes and building them into the design of new approaches;

  • Identifies new approaches and strategies that promote the use of tools and mechanisms;

  • Develops and/or participates in the development of tools and mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

  • Understands more advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;

  • Serves as internal consultant in the area of expertise and shares knowledge with staff;

  • Continues to seek new and improved methods and systems for accomplishing the work of the unit;

  • Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;

  • Demonstrates comprehensive knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

  • Provides counseling and coaching to colleagues who are dealing with change Assists in the development of policies, communications, and change strategies;

  • Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Design and Implementation of Management Systems

  • Makes recommendations regarding design or operation of systems or programmes within organizational units;

  • Identifies and recommends remedial measures to address problems in systems design or implementation.

Client Orientation

  • Anticipates client needs;
  • Works towards creating an enabling environment for a smooth relationship between the clients and service provideAnticipates client needs;
  • Demonstrates understanding of client’s perspective;

  • Keeps the client informed of problems or delays in the provision of services;

  • Uses discretion and flexibility in interpreting rules in order to meet client needs and achieve organizational goals more effectively;

  • Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management

  • Provides inputs to the development of organizational standards for accountability and results-based management.

Core Competencies:

  • Promoting ethics and integrity, creating organizational precedents;
  • Building support and political acumen;
  • Building staff competence, creating an environment of creativity and innovation;
  • Building and promoting effective teams;
  • Creating and promoting enabling environment for open communication;
  • Creating an emotionally intelligent organization;
  • Leveraging conflict in the interests of UNDP & setting standards;
  • Sharing knowledge across the organization and building a culture of knowledge sharing and learning;
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member;
  • Fair and transparent decision making; calculated risk-taking.


Required Skills and Experience

Education:

  • Master’s Degree in Business Administration, Public Administration or Supply Chain Management, or Bachelor’s Degree in the same area with 7 years experience.

Experience:

  •    5 years (Master’s) or 7 years (Bachelor’s) of relevant experience at the national or international level in procurement, management of procurement team;
  • Experience in UN / UNDP election projects as a Procurement Specialist;
  • High knowledge of election projects, election operation timelines, election material specifications including security features etc;
  •    Experience in Afghanistan or other conflict countries will be an asset;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web based management systems.

Language Requirements:

  • Fluency in written and spoken English is essential; knowledge of Dari/Pashto is desirable.

Work Arrangement

Institutional Arrangements:

  • Under the guidance and direct supervision of Head of SCMO, the Consultant is responsible for effective delivery of procurement services in order to obtain the best value for money for UNESP. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Consultant promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
  • UNDP will provide office space and internet facility, logistical and other support service. Costs to arrange meetings, workshops, travel costs to and DSA during field visits (if any), etc. shall be covered by UNDP/UNESP.

Duration of the Work:

  • 12 months with maximum 261 working days from 01 April 2018 to 31 March 2019 with possibility of extension if required.

Duty Station:

  • Kabul, Afghanistan.

Price proposal and Schedule of Payments:

The contractor shall submit a price proposal as below:

  • Daily Fee – The contractor shall propose a daily fee, which should be inclusive of his professional fee, local communication cost and insurance (inclusive of medical health insurance and evacuation). The number of working days for which the daily fee shall be payable under the contract is approximately 261 working days;
  • The contractor is NOT allowed to stay in a place of his choice other than the UNDSS approved places. UNDP will provide MORSS compliant accommodation in UNOCA to the contractor;
  • Travel & Visa – The contractor shall propose an estimated lump-sum for home-kabul-home travel (economy most direct route) and Afghanistan visa expenses;
  • The contractor shall be entitled for R&R - 7 calendar days (USD 2,170) for every six weeks during the assignment. After the last R&R, the contract should mandatorily stay in country for minimum of 30 calendar days.

The payment will be daily based and shall be paid on monthly basis through signed timesheet and certification of key deliverables by the supervisor as stipulated in the Terms of Reference (ToR).

Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology:

  • Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:

  • 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.

* Technical Criteria: weight 70%

* Financial Criteria weight 30%

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Technical Criteria 70 points

Technical Proposal (30 marks)

  • Technical Approach & Methodology (15 marks) – This explains the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach;

  • Work Plan (15 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (40 marks) [evaluation of CV for shortlisting]

  • Relevant education (10 marks);

  • Work experience within public sector institutions in fragile states, such as in Afghanistan (25 marks);

  • Experience of working for projects funded by UNDP (5 marks).

Documents to be included when submitting the proposals:

Interested international consultants (Procurement) must submit the following documents/information to demonstrate their qualifications in one single PDF document:

  • Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II);

  • Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.

Technical Proposal:

  • Brief description of why the individual considers him/herself as the most suitable candidate for the assignment;

  • A methodology, on how they will approach and complete the assignment and work plan as indicated above.


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.


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