International Consultant to Develop INLS Internal Control Framework and Operations Procedures Manual


Location : Luanda, Based in INLS, ANGOLA
Application Deadline :25-May-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English   Portuguese
Duration of Initial Contract :4th of June 2018
Expected Duration of Assignment :30 days

Background

In Angola, UNDP is acting as Global Fund Principal Recipient for the HIV Grant over the July 2016.June 20018 period. Under that capacity, it manages a total of 11 Sub Recipients including the National HIV/aids Institute, INLS (Instituto Nacional de Luta contra sida). A government entity with administrative and financial autonomy, INLS leads the national response to HIV/aids within the framework of the country’s Fifth National HIV/aids Strategic Plan (2015-2018). INLS is also UNDP’s largest Sub Recipient in terms of volume of activities and resources.
An essential part of UNDP’s role as Principal Recipient is the development of national capacity for Global Fund grant management. To that end, existing programme and operational management capacities within INLS have been assessed by UNDP. Training has been provided in the areas of financial management and procurement and supply management. Additional human resources have been recruited to strengthen INLS capacity to execute its mandate while at the same time responding to the demands of grant management. These include a Sub Grant Coordinator, 4 M&E Supervisors and 1 Finance Assistant.

Rationale
The need for a financial management software has been repeatedly raised by INLS as an urgent area for capacity development. This has also been identified as a priority area by successive capacity assessments of INLS facilitated by UNDP. Resources have been allocated for the purchase of such a software. However, in order for the software to be useful, there is first a need to identify, articulate, document, and if necessary, improve, the operating systems currently used within the organisation. The software is a technological solution which requires well designed and well understood ways of working for it to be meaningful. Otherwise there is a risk that significant investments will have been made and yet the software is not being used. Instead, parallel, informal or “business as usual” ways of working will continue to prevail.

Purpose
The purpose of the Consultancy is to help INLS achieve institutional growth by strengthening its internal management systems.

Objectives
The Objectives of the Consultancy are:

  • To re-engineer key INLS workflows, including with its decentralised unit in a participatory manner, taking into account the headings to the to-be-developed INLS Procedures Manual;
  • To design and build consensus on an INLS Internal Control Framework, based on agreed job descriptions and segregation of duties;
  • To produce an INLS Procedures Manual which will encompass programme management; monitoring & evaluation; financial management; travel management; procurement of goods and services; human resources management including performance management and appraisal; communication and use of Information Technology;
  • To identify and install the INLS Financial Management Software.

Building ownership of these objectives among INLS leadership, middle management and staff will be critical at every step of the Consultancy.


Duties and Responsibilities

In consultation with INLS leadership and middle management, the Consultant will be responsible for the successful completion of the following activities.

Under Objective 1 : To re-engineer key INLS workflows, including with its decentralised unit, in a participatory manner, ensuring their alignment with existing Government rules and regulations, and taking into account the headings of the to-be-developed INLS Procedures Manual
Hold initial one-to-one or group based consultation meetings on key internal workflows
Organise and document participatory process re-engineering workshops with INLS staff
Present newly designed processes to staff
Advise INLS management on ways to support staff commitment to newly designed processes

Under Objective 2: To design and develop consensus on an INLS Internal Control Framework, based on agreed job descriptions and segregation of duties.
Review and compare existing job descriptions and segregation of duties
Propose adjustments to job descriptions to define roles and responsibilities of each position, if necessary
Draft INLS Internal Control Framework and share with INLS leadership and middle management for validation
Advise INLS management on ways to support staff commitment to newly designed Internal Control Framework

Under Objective 3: To produce an INLS Procedures Manual which will encompass programme management; monitoring & evaluation; financial management; travel management; procurement of goods and services; human resources management including performance management and appraisal; communication and use of Information Technology
Based on outcomes of the process re-engineering exercise as well as the Internal Control Framework, describe in writing the procedures to be followed under the headings mentioned above
Present draft Manual to INLS leadership and middle management for validation
Advise INLS management on ways to support staff commitment to new Procedures Manual

Under Objective 4 : To identify and support the installation of the most appropriate software for the financial management of funding from INLS donors, excluding funding from Government
To advise and support INLS and UNDP for the procurement of the software
To accompany the installation of the software so that its functionalities reflect the INLS Internal Control Framework
Travel within Luanda is expected from Consultants during the assignment.

Expected outputs:

The Consultant will be responsible for delivering the following outputs:

Under Objective 1:

  • Newly designed workflows or process in key areas of INLS operations, and aligned with Government rules and regulations.

Under Objective 2:

  • Adjusted job descriptions;
  • Validated INLS Control Framework.

Under Objective 3:

  • Validated Procedures Manual.

Under Objective 4:

  • Operational Financial Management Software.


Competencies

Functional competencies    

  • Solid competencies in financial management, workflow development, process re-engineering in a public administration setting
  • Strong group facilitation skills;
  • Skilled in tools development including procedures manual;
  • Excellent writing skills for the purposes of manual development;
  • Extensive knowledge of most appropriate IT solutions for financial management in resource poor settings and in public. administration

 Core competencies    

  • Ability to produce high quality results in a timely manner;
  • Ability to understand, interpret and anticipate client needs;
  • Excellent organisational skills; ability to manage conflicting priorities and meet tight deadlines;
  • Ability to work independently in a fast-paced environment;
  • Ability to exercise judgement and think strategically.

Compliance with UN values    

  • Ability to promote UN vision, mission and strategic objectives;
  • Demonstrates ability to comply with UN values and ethical norms including integrity, competence and professionalism;
  • Demonstrates sensitivity and adaptability to differences in relation to culture, gender, religion, race, nationality and age;
  • Treats all persons in a just manner, without favoritism;
  • Carries out obligations in a gender sensitive manner, and with a zero tolerance for sexual harassment and exploitation.


Required Skills and Experience

Education  

  • University degree in areas related to Management, Finance and/or Public administration.

Experience    

  • A minimum of 10 years of relevant professional experience in Sub-Saharan Africa
  • Capacity building experience with Government entities including development of tools, systems and mechanisms
  • Functional competencies    
  • Solid competencies in financial management, workflow development, process re-engineering in a public administration setting
  • Strong group facilitation skills
  • Skilled in tools development including procedures manual
  • Excellent writing skills for the purposes of manual development
  • Extensive knowledge of most appropriate IT solutions for financial management in resource poor settings and in public administration

Language required:

  • Written and verbal fluency in English and Portuguese.

Evaluation

Candidates will be evaluated using a combined scoring method with the qualifications and methodology weighted at 70% and the price offer weighted at 30%.  Only candidates obtaining a minimum of 49% (out of 70%) points on the technical qualifications part will be considered for the Financial Evaluation.

Criteria for technical evaluation (70%)

Criteria for financial evaluation (30 points maximum)
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.


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.


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