Background

Project Title

The Strengthening the Governance of Climate Change Finance to benefit the poor and vulnerable in South Asia

Project Description

Climate change is a stark reality for millions of vulnerable people in South Asia who are battling its impacts every day. Be it extreme events or creeping changes, climate change impacts stand to slash up to 9% off the South Asian economy every year by the end of this century, and the human and financial toll could be even higher if the damage from floods, droughts and other extreme weather events is included.  This in turn will result is the loss of livelihoods and a dramatic reduction in the pace of human development across this vibrant region.

UNDP Bangkok Regional Hub (BRH) supports countries in Asia-Pacific with two complementary regional programmes, the Strengthening the Governance of Climate Change Finance to Benefit the Poor and Vulnerable in Asia Pacific (2012-17) regional programme which was supported by Swedish SIDA alongside the Strengthening the Governance of Climate Change Finance to Benefit the Poor and Vulnerable in South Asia (2013-2019) funded by UK AID or DFID.  The overall objective is to improve the governance of international and domestic climate change finance, particularly for the poor and vulnerable in Asia & the Pacific by integrating and mainstreaming climate change into national planning and budgeting process.

By March 2019, the programme is coming to an end, and a Climate Finance Learning Network (CFLN) will be established from April 2019 for a period of three years, with the aim to accelerate reforms and increase resources for countries to more effectively end equitably combat climate change. An integral part of the network will include successful activities that have been tested and have shown positive impact throughout the programme implementation. A large component of the regional knowledge learning network will focus around transparency and accountability stream of the climate finance. The closing conference (showcasing the key activities during the programme implementation) and a launch of CFLN will take place at the end of February 2019.

Objective of this assignment

This assignment’s objectives are to assist and maximise the efficient preparation and facilitation of the regional event and the launching of the Climate Finance Learning Network (CFLN) in March

The workshop coordinator will also assist the BRH Governance of Climate Change Finance team in efficiently supporting other relevant aspects of Climate Change Finance for Asia-Pacific countries, UNDP COs in Asia-Pacific as well as other development partners.

Duties and Responsibilities

Scope of work:

The workshop coordinator will be working closely with Governance of Climate Change Finance team of UNDP BRH with main responsibilities as follows:

Preparation period

• Work with Governance of Climate Change Finance team to regularly update workshop concept note and session concept notes and Agenda and attend weekly organizer meeting (by Skype)
• Assist in knowledge management of workshop materials including preparation of materials to be used (research studies; case studies; reports);
• Contribute to drafting documents for and reports of the workshop;
• Overall logistical and administrative (including finance) aspects of the workshop, ensuring that the substantive and logistical planning for the workshop are well-managed and complementary, leading to the orderly and successful conduct of the workshop;
• Ensure the invitations are sent properly with all relevant attachments to the invitees and follow up for their participation confirmation through email or phone calls if needed.
• Process travel requests of participants (tickets, DSA and support on visa arrangements), reimbursements/liquidations, hotel reservations, etc., as may be necessary in close collaboration with UNDP Country offices from where participants are. In case of external participants, the consultant may need to work closely with UNDP BRH team on their travel arrangements.
• Communicating with speakers, panelists, resource persons, and participants, to provide guidance on session details, administrative, and logistical requirements in preparation for and during the workshop;
• Communicating with UNDP Country Offices, and with participants and invitees to the workshop, to facilitate participation, answer questions, and ensure proactive communication with key constituencies about the workshop;
• Produce a summary of at least weekly list of participants with updated logistics details as well as to identify actions need for ATLAS process for UNDP BRH Team.
• Develop the event evaluation form.
• Other duties related to the workshop planning and follow-up may also be assigned at the discretion of UNDP teams.

Workshop period

• Provide overall secretariat support during the workshop making sure that all the requirements of the speakers and participants are fully met;
• Collect final digital files compilation including presentations, background documents and other related documents from the workshop for distribution to participants and to be uploaded to the workshop’s webpage;
• Produce final list of participants with photos (Who’s Who) to be distributed to participants at the end of the workshop;
• Distribute the evaluation form and collect the information for further analysis.
• Other duties related to the workshop planning and follow-up may also be assigned at the discretion of UNDP teams.

After workshop

• Develop the workshop report and analyze the evaluation findings for further dissemination.
• Coordinate with country offices to liquidate the speakers and participants’ allowance.

Expected Outputs and Deliverables

Institutional Arrangement:

The consultant will work under the joint supervision of UNDP BRH’s Regional Communications and Programme Analyst of Governance of Climate Change Finance team.

Duration of the Assignment:

The period of the assignment will be from 7 January 2019 – 15 April 2019 The total number of working days is 50 days.

Duty Station:

This assignment is Bangkok based basis. The Consultant’s presence required at UNDP Bangkok Regional Hub. No travel is required

Competencies

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

 Technical Competencies:

• Analytic capacity and demonstrated ability to process, analyse and synthesise complex, technical information;
• Proven ability to support the development of high quality knowledge and training materials, and to train technical teams;
• Proven experience in the developing country context and working in different cultural settings.

Communication:

• Communicate effectively in writing to a varied and broad audience in a simple and concise manner.

Professionalism:

• Capable of working in a high pressure environment with sharp and frequent deadlines, managing many tasks simultaneously;
• Excellent analytical and organizational skills.

 Teamwork:

• Projects a positive image and is ready to take on a wide range of tasks;
• Focuses on results for the client;
• Welcomes constructive feedback.

Required Skills and Experience

The consultant should possess the following expertise and qualification;

Qualifications:

• University degree in Business Administration, Finance, Development or Mass Communication, Behavioral Sciences, International Studies or any related field.

Competencies and Experience:

• At least 5 years of experience in organizing and process documentation of over-100-participants workshop and conferences participated in by multi-sectoral groups and/or organized by international organizations;
• Knowledge of UNDP’s operational practice is desired.

• Knowledge of development issues, climate change finance and sustainable development is an asset.
• Experience working in Asia-Pacific region is an asset
• Ability to work independently, against tight deadlines;
• Experience working with UNDP and/or UN system an asset

 Skills: 

• Excellent written and verbal communication skills;
• Excellent report packaging skills and/or publication software skills;
• Ability to work well in a multidisciplinary team;
• Ability to relate well with a diverse range of stakeholders at local and national levels;
• Strong planning and management skills;
• Strong initiative and can work with minimum supervision.

 Language:

• Fluency in written and spoken English

Price Proposal and Schedule of Payment:

The method of payment is output-based lump-sum scheme. The payments shall be released upon submitting the required deliverables with satisfactory by or before the due dates agreed with the Governance of Climate Change Finance team.

Criteria for Selection of the Best Offer:

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 a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%) and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

 Technical Criteria for Evaluation (Maximum 70 points)

• Criteria 1: Relevance of the Education – Max 10 points
• Criteria 2: Experience in organizing and process documentation of over-100-participants workshop and conferences participated in by multi-sectoral groups and/or organized by international organizations – Max 25 Points
• Criteria 3: Knowledge of UNDP’s operational practice – Max 15 points
• Criteria 4: Availability – Max 20 points

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

Documents to Be Included When Submitting the Proposals:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document:

• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided in Annex III.;
• 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;
• Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided (in USD currency)

 Incomplete proposals may not be considered. The short listed candidates may be contacted and the successful candidate will be notified

ANNEXES

Annex I – TOR for Individual Consultant – Workshop Coordinator

Annex II – Individual IC General Terms and Conditions

Annex III - Offeror’s Letter to UNDP Confirming Interest and Availability for the Individual IC, including Financial Proposal Template

Annex IV – Procurement notice – Workshop Coordinator

Annex V – P11 for ICs_optional

All documents can be downloaded at: http://procurement-notices.undp.org/view_notice.cfm?notice_id=52216