Individual Consultant: Long Term Agreement (LTA) for on-call Layout/Design Artist (for Filipino Consultants only)


Location : Home-based, PHILIPPINES
Application Deadline :16-Jun-20 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
17-Aug-2020
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year which may be renewed up to 3 years, subject to satisfactory performance evaluation

Background

UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. With offices in more than 170 countries and territories, we offer a global perspective and local insight to help empower lives and build resilient nations.

Working in the Philippines for over 40 years, UNDP continues to strengthen the country’s capacities at the national and local levels to promote democratic governance, sustainable management of natural resources, climate change adaptation, disaster risk reduction and management, and resilience and peacebuilding. In all its programmes, UNDP integrates human rights and gender equality, advocating that everyone should have equal access to the benefits of development.

In supporting various projects and programmes, visual products such as infographics provide the opportunity to present information in a straightforward way and make data more relevant to citizens. They are being used on and disseminated through, for example, UN websites, social media, and advocacy reports. UN plans to maximize its communication and outreach through targeted, diverse digital visual products such as: internet banners, infographics/data visualization, social media posters, animated visuals, and gifs for print and social media. In this context, UNDP Philippines is looking to contract a number of Layout/Design Artists on long term agreements to produce various print and digital visualization products to ensure UNDP requirements for publication layout and design services.

Under the Long-Term Agreements (LTA), the Layout/Design Artists may work remotely or be assigned anywhere in the Philippines, depending on the requirement. The LTAs can be availed of by other UN agencies in the Philippines under the same terms and conditions.


Duties and Responsibilities

LTA Objective and Set-up

The overall objective to set up Long-Term Agreements (LTAs) with individuals to facilitate and expedite the process by which UNDP and other UN Agencies in the Philippines, can engage the services of Layout/Design Artists, as the need arises.

 

Scope of Work

Under the guidance and direct supervision of the Project Manager of the hiring Project/UN agency, the Layout/Design Artist will be expected to provide publication layout and design services, including, but not limited to, the performance of the following tasks:

  • To develop three (3) design pitch decks or design concepts, no more than 5 pages each (A4 size), as overall design options from which one will be selected for the prospective publication layout of Manuscript.
  • Using the selected design deck, produce a digital and print-ready layout version of the Manuscript.
  • The layout file must be submitted as a packaged InDesign file folder containing the fonts, linked images and graphic files, IDML file, InDesign file, and print-ready PDF file.
  • The following guidelines must be adhered to in the development of the layout file:
  1. All photos must be print-quality high-resolution images, preferably 300 dpi high resolution with a larger pixel dimension, for example, 5000 x 4000 pixels.
  2. Photos for purchase must be under appropriate creative commons or copyright licenses and subject to the approval of Project Manager or the head of the requesting unit
  3. All images and graphic files must be processed for quality if needed and in both CMYK and RGB formats
  4. Tables, figures, diagrams, and other visualizations of technical data must be editable; if they are not editable on the manuscript (e.g., screenshots, flattened image files), they must be recreated or transposed into editable files by the layout artist.
  5. Paragraph styles and character styles must be used and assigned for various hierarchies of text (e.g., bodycopy, bullet level 1, bullet level 2, etc.)
  6. Master pages must be set for the different sections of the design brief
  7. The overall design shall follow the prescribed editorial style guide and branding of UNDP

 

Deliverable/output

Following the performance of the tasks outlined in the Scope of Work above, the Layout/Design Artist is expected to deliver the following outputs: 

  1. Design pitch deck or concepts from which one will be selected for the prospective layout template.
  2. First draft of layout as PDF.
  3. Second draft of layout reflecting any actionable feedback and/or revisions from UNDP/UN Agency as packaged InDesign file. 
  4. Finalized layout file reflecting any actionable feedback and/or revisions from UNDP/UN Agency on the second draft packaged InDesign file.

Timelines for these outputs will be agreed upon by the UNDP/other UN Agency’s project manager and selected consultant.

 

Institutional Arrangement

The Layout/Design Artist shall report to the Project Manager of the hiring unit or his/ her authorized representative/s. S/he should clear all materials with the UNDP/UN Agency Communications focal points to ensure consistency when it comes to the UN/DP branding guidelines.

All submissions for the release of payments shall have a hard and soft copy of the documents. The final report will be reviewed by the Project Manager, who will provide comments and endorsement of the report.

 

Duration of the Long Term agreement

The LTAs will be for an initial duration of 1 year, which may be renewed up to 3 years, subject to satisfactory performance evaluation of the Consultants. LTA holders are not guaranteed any contract amount during the validity of the LTA, and engagement will be on an on-call basis.

 

Duty Station and Travel

  • The consultants (Layout / Design artists) will be required to work from their own homes/offices unless requested by UN/DP to travel to different locations within Philippines.
  • For completion of the activities/deliverables under these LTAs, the consultant will be responsible for her/his own equipment, tools or software (i.e. laptop, internet, phone, scanner/printer etc) and must have access to reliable internet connection.
  • The consultant might be required to travel outside their duty station for specific events and would make their own arrangements for travel and lodging. Payment of travel costs including tickets, lodging, etc. should be agreed upon, between the Hiring Unit of UN/UNDP and the Layout/Design Artist prior to travel. 
  • All travel related expenses will be reimbursed on actuals, upon submission of original receipts.

 

LTA Contracting modality and Call-off mechanism: 

  • The LTA to be signed for one year will an all-inclusive daily fee (based on an 8-hour working day – lunch time is not included) and an all-inclusive hourly fee rates.
  • The payment method for secondary assignments linked to the resulting LTA will be adapted to the nature of the specific assignments; however, UNDP does not warrant any quantity of services will be purchased during the term of the LTA as this will depend on forthcoming needs. 
  • Once the LTA is signed, if there is a specific requirement to be done in terms of Layout/Design, the focal person in the UN/UNDP hiring unit would contact the top-ranking LTA holder (ranking to be set up as per evaluation method and criteria section below). Should this Layout/Design Artist not be available for the event, UNDP will contact the second ranked Layout/Design Artist and so on.
  • Upon receipt of this communication, the LTA Layout/Design Artist would have to confirm their availability for the assignment. If positive, s/he would inform UNDP of the expected travel/lodging costs (if applicable or required). Upon review of the same, UNDP will send the Layout/Design Artist a written communication confirming the requirement in the form of a work order or purchase order sent by email. The order will include details on the location of the event, number of hours/days for work and other practical details. Price in the order will be based on daily fee included in the LTA contract and on the agreed travel costs.
  • After the work order has been sent, no further costs would be reimbursed by UNDP (increased number of work days/hours, or increased travel costs) unless there is prior written authorization by UNDP.
  • Once the services are completed and have been approved by the hiring unit, the Layout/Design Artist will send the following for payment purposes: a) complete invoice indicating number of hours/days worked and travel costs (if any); b) supporting documentation (bills/vouchers) for reimbursements of travel costs if applicable; c) copy of the UNDP order for the assignment.
  • A percentage increase on the daily fee would, if justified, be agreed at the end of each year at the time of extension of the LTA for up to a maximum of three years.

 

Contract management:

UNDP will regularly monitor the performance of these LTA holders, based on the following Key Performance Indicators (KPIs):

  • KPI 1: Responsiveness: Layout/Design Artist should respond and confirm their availability for the event within 1 day of UNDP’s notification by email.
  • KPI 2: Timeliness of submission of reports to UNDP
  • KPI 3: Quality of reports are as per work order submitted.
  • KPI 4: Accuracy of payment documentation. Layout/Design Artist shall provide complete payment documentation including accurate invoices with correct quantities, unit price, complete travel bills/vouchers for reimbursement, etc.
  • KPI 5: Communication and Reporting. Layout/Design Artist shall communicate and provide reports in a timely and professional manner

UNDP would conduct performance reviews of these LTAs every six (6) months, which might include meetings with the LTA holders and feedback from other stakeholders.

If the Layout/Design Artist fails to meet UNDP’s performance requirements detailed above, s/he will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result in termination of the LTA.

 

Scope of Price Proposal and Schedule of Payments

The Layout/Design Artist must send a financial proposal based on an all-inclusive  daily fee (based on an 8-hour working day – lunch time is not included) and an all-inclusive hourly fee in Philippine Peso.

Note:

  1. The half-day or daily fee should be all-inclusive of time spent during the event and time required for travel, consultation and preparation of reports.
  2. UNDP will pay to the Consultants based on the number of days or Number of hours worked
  3. Payment will be made upon submission of a timesheet and completion of assignment and submission and acceptance of the final report by the UNDP.

For contract purposes “daily” would be understood as 8 hours of work, and “half day” as 4 hours of work.  In instances where half-days are necessary, UNDP will pay the half-day rate which is 60% of the daily fee.


Competencies

Corporate

  • Demonstrates integrity by modelling UN mission, vision, values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity, and adaptability; and,
  • Promotes UNDP’s agenda.

Other Competencies

  • Ability to work in close collaboration with a group of national and international experts, to meet strict deadlines and plan the work according to priorities;
  • Demonstrates capacity to plan, organize and execute effectively;
  • Initiative, good analytical skills, mature judgement and ability to work under tight schedule while respecting deadlines and achievement, ethics, and honesty;
  • Ability to establish effective working relations in a diverse environment;
  • Consistently approaches work with energy and a positive, constructive attitude
  • Build strong relationships with internal and external clients;
  • Demonstrated ability to function in a team environment and to deal with complex multi-stakeholder environment;
  • Good ability to use information and communication technologies as tools and resources; and,
  • Excellent written communication and presentation/public speaking skills, focus on results, ability to interact productively in a teamwork environment.


Required Skills and Experience

REQUIRED SKILLS AND EXPERIENCE

Education

  • University Degree in Graphic Design, Multimedia, Visual Arts, Visual Communications, Arts or related field;

Work Experience

  • A minimum of 6 years of relevant professional working experience within the fields of graphic design, multimedia, visual arts, communications and outreach;
  • With Previous experiences designing highly visible products (evidenced by a substantial design portfolio) and a Proven ability to work with the latest designing software (such as: Adobe Photoshop, Adobe InDesign, and Adobe Illustrator); and to transpose layout content and/or design into more elementary software such as Microsoft Word, Pages, PowerPoint;
  • Displays a clear and mature style of design, demonstrating an understanding of the communication requirements of a UN agency; With Demonstrable experience in preparing print-ready publication files as well as proven experience in liaising with printing companies; ability in visual communications such as the transposition of technical content into infographics, icon creation, and related tasks would be an asset
  • Proven ability to work flexibly and creatively, both independently and as part of a team

Language

  • Fluency in English

 

Technical Criteria for Evaluation

Only candidates obtaining 70% of the total technical points (49 out of 70 points) would be considered for the Financial Evaluation.

Requirements

Maximum Points

Educational:

 

  • University Degree in Graphic Design, Multimedia, Visual Arts, Visual Communications, Arts or related field;

(Minimum 14 points for University Degree, 20 points for Master’s degree)

20

Work Experience

 

  • A minimum of 6 years of relevant professional working experience within the fields of graphic design, multimedia, visual arts, communications, and outreach;

(14 points for 6 years, 1 additional point per additional year)

20

Sample work evidenced by substantial design portfolio- (two designs will be reviewed):

  • Demonstrates experience designing highly visible products and working with the latest designing software (such as: Adobe Photoshop, Adobe InDesign, and Adobe Illustrator); and to transpose layout content and/or design into more elementary software such as Microsoft Word, Pages, PowerPoint;
  • Displays a clear and mature style of design, demonstrating an understanding of communication requirements;
  • Experience in preparing print-ready publication files as well as proven experience in liaising with printing companies;
  • Ability in visual communications such as the transposition of technical content into infographics, icon creation, and related tasks would be an asset

30

TOTAL

70

 

Evaluation Method and Criteria

Proposers will be evaluated based on the Combined rating (technical + financial) methodology. The ranking of Layout/Design Artist shall be made based on proposals that are

  1. responsive/ compliant/ acceptable; and
  2. having received the highest cumulative score out of the set of weighted technical criteria
  3. Financial criteria as per below weightages (technical-financial): 70%-30%

The financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

It is anticipated that UNDP will sign LTA agreements with multiple Layout/Design Artists to take care of various ongoing requirements at the same time.

 

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:

  • UNDP Personal History Form (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.
  • Past Experience: Two (2) non-confidential sample works from the previous piece, preferably with UN, Bilateral/ Multi-laterals, International NGOs or government agencies
  • Letter of Confirmation of Interest and Availability
  • Financial proposal,  stating an all-inclusive daily fee (based on an 8-hour working day – lunchtime is not included –in Philippine Peso to complete the assignment. Travel and other unforeseen costs should NOT be included in the financial proposal, at this stage. Medical/health insurance must be purchased by the individual at his/her own expense, and upon award of contract, the consultant must be ready to submit proof of insurance valid during the contract duration.

 

Note: Application will not be accepted if all the above-listed documents are not submitted.

 

The following templates / Annexes and IC General Terms & Conditions can be downloaded from http://gofile.me/6xdJm/bE9TCw8fU:

  • General Terms and Conditions for Individual Contract
  • UNDP Personal History Form (P11)
  • Offerors Letter to UNDP Confirming Interest and Availability for the Individual IC Assignment, including Financial Proposal template

For any clarification, please write to procurement.ph@undp.org (only the online applications submitted to UNDP Jobs will be accepted).

 

Please see the deadline for the submissions above. In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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