Background
Dominica is one of the most disaster-prone regions in the world, and continues to be vulnerable to tropical storms and hurricanes. Fifteen Caribbean islands are among the top 25 countries affected by tropical cyclone disasters. The probability of a hurricane hitting seven of them, including Dominica, is above 10% in any given year. The warming of the Atlantic Ocean and Caribbean Sea means that this size of disaster could be of increasing frequency and hence, is uninsurable.
In October 2017 Hurricane Maria caused damage and loss of 226% of Dominica’s GDP. The Hurricane destroyed 100% of crops, hundreds of fishing boats, and decimated the rainforest threatening the livelihoods of those working in agriculture, fishing and eco-tourism. The Post Disaster Needs Assessment (PDNA) has estimated recovery needs for reconstruction and resilience at US$1.35 billion. Full and national climate resiliency will cost even more.
After Hurricane Maria, The Government of the Commonwealth of Dominica (GoCD), like other countries in a similar situation, concluded that it needs a dedicated agency to lead the recovery. The Climate Resilience Execution Agency of Dominica (CREAD) is designed to ensure fast paced, comprehensive recovery and prevention. The Agency will be tasked to coordinate the reconstruction efforts, fast-track implementation of reconstruction projects and lead on establishing climate resilient systems. CREAD will focus not just on physical reconstruction but also on establishing climate resilient systems, for example, in the energy, food production and transport sectors.
The GoCD has already taken some concrete steps in establishing CREAD. With UK support through the National School of Governance, a framework document for establishing CREAD has been prepared and agreed with donors. The GoCD Cabinet has approved the framework document. The Framework Document has proposed to establish a CREAD Transition Office to help prepare for the establishment of CREAD as an executive agency, including preparing its legislation. This needs to happen quickly before the next hurricane season.
UNDP has been tasked with the establishment of the CREAD Transition Office within the Office of the Prime Minister, in advance of CREAD becoming a statutory agency. The mandate of the Transition office will include:
- Support the rapid establishment of CREAD
- Identify priority climate resilient recovery initiatives and coordinate their implementation
- Support the GoCD efforts to develop an evidenced based climate resilience and recovery plan
- Undertake the recruitment of CREAD senior staff
The transition team will continue to function until CREAD is formally established by legislation and its senior, technical and operational staff are recruited.
Duties and Responsibilities
Expected Outputs/ Deliverables:
Administration and programme support:
- Provide inputs into progress and financial reports for review by relevant stakeholders
- Provide operational support to all recruitment processes in support of the establishment of the CREAD
- Prepare briefing and presentation materials, background information and documentation for meetings
- Programmatic support to the Head of Office in achieving agreed unit targets and milestones
- Proper control and supervision of inventory items and supplies
- Maintain filing system and ensure safekeeping of confidential information
- Support and brief Transition Team on all general administrative matters; provision of advice and administrative support
Implementation of procurement processes:
- Implement and promote the use of internal control systems and Standard Operations Procedures (SOPs) to ensure efficient operations;
- Provide input to the procurement plan for the Transition Unit and projects which they undertake
- Procure goods and services as needed to achieve the objectives of the Unit
- Organize and execute procurement processes including preparation of solicitation documents, evaluation of bids for proposals, and review of quotations utilizing transparent and accountable processes
- Prepare purchase orders and contracts as required
Provide Support for effective financial management:
- Monitor and report on utilization of financial resources
- Undertake timely disbursement of approved payments
- Maintains internal expenditure control systems to ensure efficient processing of payments and effective use of resources
- Manage petty cash funds assigned to the Unit in accordance with established procedures
Provide support to proper supply and assets management:
- Coordination of assets management in the Project Office, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
- Coordination of the provision of reliable and quality office supplies
Competencies
Functional Competencies:
- Development and Operational Effectiveness
- Ability to provide inputs to strategic planning and implement agreed plans effectively
- Prepares timely, well researched inputs to reports
- Knowledge and experience in programme management, financial management and procurement
- Ability to contribute to the establishment of businesses processes
Management and Leadership
- Ability to identify problems and propose feasible solutions
- Makes recommendations related to work procedures and implementation of management processes
- Builds and sustains relationships within internal and external clients
- Consistently approaches work with energy and a positive, constructive attitude
- Responds to clients’ needs efficiently
- Acts as a team player and facilitates the achievement of unit objectives
- Ability to take initiative and work with minimal supervision
- Demonstrates strong oral and written communication skills
Required Skills and Experience
The candidate should be highly motivated and capable of working independently. Possess the capacity to consistently contribute to a professional high performance team. Capable of effectively implementing and applying establishment operational procedures and processes.
Education:
- Undergraduate Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field.
Experience:
- 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and standard office software packages
Language:
- Fluency in written and spoken English
Selection Process
Received applications will be assessed based on technical competency and financial submissions. The weight distribution shall be 70% technical and 30% financial.
Evaluation
- Individual consultants will be evaluated based on the following methodology
- Preliminary Evaluation - Step I: Screening
- Technical Evaluation Weight - 70% x (Step II: 20 Points + Step III: 80 Points = 100 Points)
- Financial Evaluation Weight - 30% = Step IV
Step I: Screening
- Applications will be screened and only applicants meeting the following minimum criteria (listed under education and experience) will progress to the pool for shortlisting.
Step II: Shortlisting by Desk Review
- UNDP will conduct a desk review to produce a shortlist of candidates and technically evaluate them.
- As applicable, only the first top three to four ranked applicants achieving 70% of the points at this stage shall be invited for an interview.
Step III: Interview
- A competency-based Interview shall be conducted for the top three to four shortlisted candidates.
- Only candidates obtaining a minimum of 70% on the total of Steps II (20 points) +III (80 points) will be considered as technically qualified and will be reviewed further for financial evaluation.
Step IV: Financial Evaluation
- The following formula will be used to evaluate financial proposal: Lowest priced proposal/price of the proposal being evaluated x 30%.
Award Criteria
The contact shall be awarded to the best applicant whose offer have been evaluated and determined as: responsive/compliant/acceptable and having received the highest combined weight (technical proposal & Interview) 70% + financial 30%= 100%.
Payment
- Payment will be made on periodical basis in accordance with number of days worked and upon satisfactorily achieved deliverables. All payments are subject to the clearance and approval of the direct supervisor;
- Final payment shall require a signed performance evaluation of the consultant.
Application Guidelines
Interested candidate should submit the following information as part of the application package:
- When applying for this consultancy position, please apply with your official name as shown in the government issued identification document (e.g. passport and/or driver license). Contract award is subject to this verification;
- Detailed updated CV including past experience in similar projects or P11 link: http://sas.undp.org/documents/P11_Personal_history_form.doc;
- Cover letter explaining why you are the most suitable candidate for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application;
- Confirmation of availability to take up assignments for the whole period;
- Three professional references including name, affiliation and email addresses;
- Financial proposals by completing this form [Click here to download].
Individual Consultants are responsible for ensuring they have vaccinations/inoculations when traveling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org
References:
UNDP’s Individual Consultant’s General Terms and Conditions are provided here:
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