Project Preparation Coordination Team Lead

Location : home based
Application Deadline :02-Jul-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :15 July 2019 – 14 July 2020
Expected Duration of Assignment :(up to 170 days)


UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.

Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas.  BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response.  BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

UNDP-GEF is seeking to fast track internal processes for the preparation of projects in line UNDP and donor requirements. A target of 12 months is established to design, prepare, and submit a UNDP and donor requirement compliant project design. To improve the effectiveness of UNDP-GEF support to countries to access environment and climate finance, a project development coordination team has been established. A Project Preparation Coordination Team Lead is sought to support this unit in ensuring the 12-month target is achieved.

Duties and Responsibilities

Scope of Work

The consultant is expected to carry out the following functions:

  • Manage the process for identifying, sourcing, and contracting specialists to support project development in consultation with staff from the Global Environmental Finance Unit (at regional and HQ level), as well as, relevant UNDP Country offices and UNDP Regional Hub based staff;
  • Provide support to relevant teams for preparing Terms of Reference for specialists needed to support project design;
  • Provide support to relevant teams to develop project workplans, as well as, tracking deliverables according to the agreed workplans, highlighting any delays to the respective Regional Technical Advisor and Principal Technical Advisor;
  • Provide support to a team of specialists to facilitate the completion of tasks as per agreed work plans, including responding to questions in coordination with Task Team leads;
  • Based on continuous workload analysis and in consultation and approval from the Supervisor, identify and assign support to new projects as they emerge;
  • Act as a bridge between internal and external project teams ensuring smooth flow of information, Key Performance Indicator are met based project progress tracking, and performance reporting to management;
  • Follow up with respective procurement focal points on contractual matters pertaining to the team of consultants hired;
  • Establish and manage a centralized documentation shared point for maintaining up-to-date information such as selection process, consultant rosters, funding tracking, etc.

Expected Outputs and Deliverables

The expected outputs from this assignment are as follow:


Approximate number of days

Due date

Development of Guidelines/Standard Operating Procedures (SOP) for centralized and non-centralized Project Preparation Coordination

2 days

By 31 July 2019

Submission of Monthly work plan and progress report on the status of all projects, including engagement of necessary specialists

2 days/month

(24 days)

By 25th of each month

Review of new technical and operational support requests by project teams and supporting with deploying the support needed

3 days/month

By 20th of each month

Inputs to day-to-day coordination to support project design phase

7 days/month

(84 days)

By 30th of each month

Online SharePoint document management creation and maintenance

2 days/month

(24 days)

By 30th of each month


Institutional ArrangementInstitutional Arrangement

  • The consultant will be under the supervision of the UNDP-GEF Executive Coordinator or his designee.  S/he will work closely with other staff at UNDP Country Offices, Regional Hubs, and Headquarters, as well as, client government counterparts, as appropriate.
  • The Consultant will be given access to relevant information necessary for the execution of the tasks under this assignment;
  • The consultant will engage with the Supervisor by email and Skype on an as-needed basis;
  • The Consultant will be responsible for providing her/his working station (i.e., laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
  • Given the regional consultations to be undertaken during this assignment, the consultant is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones.

Duration of the Work

15 July 2019 – 14 July 2020 (up to 170 days).

Duty Station

Home-based with possible travel. Destinations shall be determined upon supervisor’s approval.


  • 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;  
  • The consultant will be responsible for making his/her own mission travel arrangements in line with UNDP travel policies;
  • All travel expenses related to mission travel will be supported by the project travel fund and will be reimbursed as per UNDP rules and regulations for consultants. Costs for mission airfares, terminal expenses, and living allowances should not be included in financial proposal.




  • Demonstrates integrity by modeling 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 favoritism.



  • Demonstrated entrepreneurial abilities and demonstrated ability to work in an independent manner;

  • Ability to establish and maintain effective working relations;

  • Good interpersonal and networking skills;

  • Ability to work under minimum supervision;

  • Ability to work with multiple stakeholders from a wide range of disciplines and fields, from both developed and developing countries,


  • Effective written and oral communication skills;

  • Supports and encourages open communication in the team and facilitates team work;

Development and Operational Effectiveness:

  • Results-driven and initiative-taking;
  • Ability to work under pressure and to meet deadlines;
  • Ability to plan and organise work and establish priorities;
  • Remains calm and in control even under pressure, and consistently approaches work with energy and a positive, constructive attitude;
  • Informed, sound, and transparent decision-making;
  • Thoroughly and methodically collects, verifies and records data, demonstrating attention to detail and identifying and correcting errors on own initiative.

Required Skills and Experience

Education Qualifications:

  • Bachelor’s degree in Business or Public Administration, Liberal Arts, Economics, Humanities, Social Sciences, Environment, or other closely related fields;
  • Certification in Project Management desired.


  • At least 7 years’ work experience in project/programme management;

  • Experience in business strategies development or improvement preferable;

  • Experience in environmental management issues, mitigation, adaptation, vulnerability and impacts of climate change and other related sustainable human development issues would be an asset;

  • Experience with the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.);

  • Experience working in development organizations including bilateral institutions, NGOs.UN-specific experience an added advantage.

Language requirement:

  • Excellent oral and written communication skills in English;

  • Knowledge of other UN languages would be an asset.

Price Proposal and Schedule of Payments

The contract will be based on Daily Fee

Consultant shall quote an all-inclusive Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, etc.) that could be incurred by the IC in completing the assignment are already factored into the daily fee submitted in the proposal. If applicable, travel or daily allowance cost (if any work is to be done outside the IC’s duty station) should be identified separately. Payments shall be done on a monthly basis based on actual days worked, upon verification of completion of deliverables and approval by the IC’s supervisor of a Time Sheet indicating the days worked in the period.

In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Travel costs shall be reimbursed at actual but not exceeding the quotation from UNDP approved travel agent. 

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 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 qualified proposal received by UNDP for the assignment.

  • Only those applications which are responsive and compliant will be evaluated;

Technical Criteria for Evaluation (Maximum 70 points)

  • Criteria 1: Education - Max 15 points;

  • Criteria 2: Experience in project/ programme management- Max 15 points

  • Criteria 3: Experience in business strategies development or improvement preferable - Max 15 points;

  • Criteria 4: Experience in environmental management issues, mitigation, adaptation, vulnerability and impacts of climate change and other related sustainable human development issues - Max 5 points;

  • Criteria 4: Experience with the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.) - Max 5 points;

  • Criteria 5: Experience working in development organizations including bilateral institutions, NGOs.  UN-specific experience an added advantage - Max 10 points;

  • Criteria 6: Knowledge of other UN languages- Max 5 points.

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

Documentation required

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:

  • Letter of Confirmation of Interest and Availability using the template provided in Annex II.

  • Personal CV 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, as per template provided in Annex II. Note: Applicant must quote price in U.S. Dollar that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

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

To download related documents and templates, please click the link below:

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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