Background

ADMINISTRATION

To apply, interested persons should upload the combined* Technical Proposal/Methodology (if applicable), CV and Offeror’s Letter to “UNDP Jobs” by navigating to the link below and clicking “APPLY NOW”, no later than the date indicated on the “UNDP Jobs” website. Applications submitted via email will not be accepted**: -

UNDP Job Site – https://jobs.undp.org/cj_view_job.cfm?cur_job_id=78460 (cut and paste into browser address bar if the link does not work)

* PLEASE NOTE: The system allows the upload of one (1) document ONLY – if you are required to submit a Technical Proposal/Methodology, this document along with your CV/P11 and Offeror’s Letter, MUST be combined and uploaded as one.

NOTE: The Financial Proposal should not be uploaded to “UNDP Jobs”.

<IMPORTANT>

**Please email the password-protected Financial Proposal to procurement.bb@intranet.undp.org. The subject line of your email must only contain the following reference number: BBRSO46000

No other text, words, names, spaces, quotation marks, punctuation, or numbers should be included in the subject of your email.

If the password for your Financial Proposal is required, it will be requested by the Procurement Unit.

Any request for clarification must be sent in writing to procurement.bb@undp.org within three (3) days of the publication of this notice, ensuring that the reference number above is included in the subject line. The UNDP Barbados & the OECS Procurement Unit will post the responses*** two (2) days later, including an explanation of the query without identifying the source of inquiry, to: -

http://procurement-notices.undp.org/view_notice.cfm?notice_id=45738 (cut and paste into browser address bar if the link does not work)

A detailed Procurement Notice, TOR, and all annexes can be found by clicking the above link.

*** UNDP shall endeavour to provide such responses to clarifications in an expeditious manner, but any delay in such response shall not cause an obligation on the part of UNDP to extend the submission date of the Proposals, unless UNDP deems that such an extension is justified and necessary

BACKGROUND

The 2017 Hurricanes Season in the Atlantic was particularly active. Of the 13 named tropical storms that year, eight were hurricanes; and of those, four were major hurricanes. The season has been marked not only by the high frequency of the hurricanes, but also for their increased intensity.  Of the five category 3 and greater hurricanes, three made landfall in the Caribbean and two on continental USA causing tragic loss of life and widespread devastation. Hurricanes Irma and Maria, both category 5 when they made landfall, were the most devastating hurricanes for the Caribbean for the 2017 hurricane season. 

Irma, the most powerful hurricane recorded over the Atlantic, made landfall as a category 5, hitting Anguilla, Antigua and Barbuda, British Virgin Islands, Cuba, Saint Martin, Bahamas, Sint Maarten, Saint Barthelemy, and Turks and Caicos Islands most severely. It generated winds in excess of 290km/h. At least 37 people were reported dead.

UNDP wishes to engage a Project Associate with a strong financial and project administration background and who can quickly and effectively.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

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

1. Personal CV including past experience in similar projects and at least 3 references
2. Financial proposal

FINANCIAL PROPOSAL

• Lump sum contracts

The financial proposal shall specify a total lump sum (monthly) amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the Terms Of Reference.

TRAVEL

***IMPORTANT***

UNDP Will only cover daily professional fees. Per diem, travel related costs, and any other ancilliary cost

such as insurance etc. will not be covered by UNDP.

If your financial proposal is not submitted as per directions, your CV will not be considered

EVALUATION

Individual consultants will be evaluated based on the following methodologies:

• Lowest price and technically compliant offer

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

1. responsive/compliant/acceptable*, and
2. offering the lowest price/cost

*responsive/compliant/acceptable” can be defined as fully meeting the TOR provided

Only candidates obtaining a minimum of 70 points would be considered for the Financial Evaluation –

ANNEXES

ANNEX I – TERMS OF REFERENCES (TOR) – separate TOR only provided for complex procurement; otherwise, see above

ANNEX II – GENERAL TERMS AND CONDITIONS

ANNEX III – OFFEROR’S LETTER

ANNEX IV – FINANCIAL PROPOSAL TEMPLATE

ANNEX V – SAMPLE INDIVIDUAL CONTRACT

ANNEX VI – P11 FORM

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Under the direction of the UNDP Head of Project Office, the Project Associate will be primarily responsible for providing high quality project and administrative, coordination and monitoring support for the implementation of the project. S/he will work with the UNDP Head of Project Office to maintain key strategic and monitoring functions with government and other partners, to coordinate project implementation in line with the objective and outcomes of the recovery programme’s respective projects. These functions include:

Administration and coordination

• Set up and maintain project files
• Collect project related information and data
• Update work plans and budgets in the UNDP Corporate ERP system (Atlas)
• Administer the quality review process

Project documentation management

• Administer project revision control
• Establish document control procedures
• Compile and distribute project reports

Project development and implementation

• Participate in the development and implementation of national activities related to the recovery programme; reviews relevant documents and reports.
• Provide coordination and organisational support to consultations and other activities in-country and regionally, including logistics and travel
• Support procurement and contract management
• Facilitate the activities of consultants e.g. identifying and coordinating with relevant stakeholders

Financial management, monitoring and reporting

• Assist in the financial management tasks in accordance with UNDP procedures, including processing approved payments
• Provide support in the use of Atlas for monitoring and reporting, including updating of the project management module
• Support budget planning and monitoring

Other activities

Performs other duties related to the work of the recovery programme as required.

DELIVERABLES

Expected deliverables and deadlines

Competencies

REQUIREMENTS FOR EXPERIENCE AND COMPETENCIES

I. YEARS OF EXPERIENCE:

• Experience in project or programme management highly desirable
• Experience in the Caribbean region desired
• An appreciation of disaster risk, social and physical vulnerability and impact, and other related sustainable human development issues
• Demonstrated evidence of research and reporting skills
• Demonstrable computer skills including Word processing, spreadsheets, PowerPoint

II. COMPETENCIES:

Professionalism:

• Ability to identify issues, analyse and participate in the resolution of issues/problems
• Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work

Teamwork:

• Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others
• Places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning and organising:

• Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required
• Allocates appropriate amount of time and resources for completing work
• Foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

Other:

• Fluency in written and spoken English
• Legal status to work within British Virgin Island

Required Skills and Experience

III. ACADEMIC QUALIFICATIONS:

• Undergraduate university degree (Bachelor’s degree or equivalent) in accounting, finance, or related field and a minimum of 2 years of work experience in financial management OR
• Associate degree in accounting, finance, or related field and a minimum of 5 years of work experience in financial management
• Certification in project management is desirable