Background

UNDP provides policy and technical advisory support to the Government of Malaysia in accordance to the Country Programme Action Plan 2016 - 2020 approved by the Cabinet in March 2018. The Country Programme Action Plan is aligned to the development priorities of the 11th Malaysia Plan with sustainable human development agenda at the forefront, underpinned by three priority areas: (a) inclusive development and growth; (b) sustainable and resilient development; and (c) governance.

 

Currently, UNDP Malaysia Country Office is supporting the design and implementation of a portfolio of sustainable and resilient development projects in Malaysia focusing on environmental governance, biodiversity and ecosystems, climate change, energy, disaster risk reduction & resilient, environmental finance and nature-based development solutions. Details may be referred on UNDP website at http://www.my.undp.org/.   

 

External communication is critical to help UNDP Malaysia achieve its new Strategic Plan goals, contributing to raising the organization’s profile, influencing policy, engaging stakeholders, mobilizing resources and increasing impact for governments and communities.

 

An outstanding writer to provide communications support to the Country Office Communications team is a vital part of amplifying UNDP’s thought leadership and elevating UNDP’s profile in global dialogues on sustainable human development and Agenda 2030, eradicating poverty and reducing inequalities, and fighting climate change.

 

With directions from the Communications Associate(s), the Copy Editor/Writer is responsible for developing high-impact communications for the organization. This position requires strategic thinking, political judgment and intense intellectual curiosity and rigor, with the ability to write consistently sparky, creatively expressed, thought-provoking materials on a variety of topics in a range of formats under pressure and tight deadlines.

Duties and Responsibilities

SCOPE OF WORK

Under the Long-Term Agreement (LTA), the Copy Editor/Writer would require rapporteuring, writing and/or editing factsheets, press release and other publications as assigned.

Additionally, s/he may be required to travel to the meeting venue to report on meetings and complete tasks including editing, formatting, and proofreading of communication materials as assigned. Required travel and associated costs will be covered by UNDP.

General responsibilities include:

  • Discussion of core messages and target audience with the team
  • Brainstorming visual and copy ideas with the team
  • Conducting research on related topics and provide sources throughout the development of the product
  • Preparing well-structured drafts and present few context outlines options
  • Write and revise drafted copies multiple times until satisfactory level is achieved

 

The Copy Editor/Writer will need to make sure that the text is easy to read, accurate and ready for publication by:

  • Checking and proofreading the text to ensure it is well written and logically structured
  • Correcting grammar and spelling errors
  • Ensure copy is in line with UNDP’s Editorial Style
  • Check facts and raise queries, if any, with the team
  • Look out for potential legal problems and raise them

 

EXPECTED OUTPUT AND DELIVERABLES

 

FINAL PRODUCTS

The final products will be of a variety of typology.

Examples of final products expected will be:

  • Discussion papers
  • Policy and issue briefs
  • Press releases and news articles
  • Blogs and/or Op-eds
  • Talking points and/or speeches
  • Fact sheets
  • Research reports
  • Meeting reports
  • The products will include:
  • Writing
  • Research
  • Editorial comments
  • Editing
  • Proofreading

The final products will meet UNDP standards and requirements, including following the UNDP editorial style manual and publications policy.  The products may be solely authored by the Writer, be a collaboration with other consultants or UNDP staff, or be primarily edited with additional services such as drafting of executive summaries.

An example of the type of final reports required could be a 40-50 page report on human rights issues in an Asia-Pacific country, a regional overview or a comparison between countries. Accompanying a report like this may be 1-2 page press releases, short policy and issue briefs based on the report, and PowerPoint presentations on the report for meetings.

 

INSTITUTIONAL ARRANGEMENTS: 

  • The overall objective of setting up these Framework Agreements is to facilitate and expedite the process by which UNDP will hire the services of Copy Editor/Writer once there are specific assignments over the next 3 years;
  • Estimated volume of services: maximum of US$24,000 over the 2-year duration of the Framework Agreement; 
  • UNDP does not warrant that any quantity of services will be purchased during the term of the Framework Agreement as this will depend on forthcoming needs;
  • The initial Framework Agreement would be for one year with an option for renewal in subsequent years dependent on demand for service. satisfactory performance evaluation and availability of funding;
  • The Framework Agreements to be signed with the consultants will be for a fixed all-inclusive daily fee;
  • Retention of the same rates as agreed with the UNDP during the Contract validity, except when the rates will be reduced without a reduction in the scope and quality of services;
  • Once the Framework Agreement is signed, if there is a specific assignment, the focal person at UNDP Communications team and/or Programme team would contact the Consultant by email informing them of the assignment specific deliverables, and timeline;
  • Assignments will be assigned based on technical scores ,availability and specific expertise for the assignment
  • The consultant must advise within 48 hours whether they are available to deliver the requested service;
  • Thereafter a Purchase Order will be raised. Financial commitments will only be established each time the services are requested within the scope of the Framework Agreement through the transmitted email and purchase order;
  • IC as a Framework agreement is non-exclusive (i.e. it does not prohibit UNDP from entering into another such framework agreement with another individuals or entities);
  • The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
  • The Consultant will be responsible for providing their own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
  • Payments will be made upon submission of certification of payment form, and acceptance and confirmation by the Supervisor of outputs delivered

 

Financial proposal

The consultant must send a financial proposal based on a Daily Rate.

The consultant shall quote an “all-inclusive” Daily Fee for the contract period. The term “all-inclusive” implies that all cost (professional fees, communications, consumables, insurance etc.) that could be incurred by the IC in completing the assignment are already factored into the daily fee submitted in the proposal.

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.

If applicable, travel or daily allowance cost (if any work is to be done outside the IC’s duty station) will be arrange by UNDP Malaysia. 

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 based on UNDP Travel Policy. 

Competencies

Corporate

  • Demonstrates commitment to UNDP’s vision, mission, and values
  • Promotes the vision, mission, and strategic goals of UNDP
  • Displays cultural, gender, religion, race, nationality, age sensitivity, and adaptability
  • Demonstrates/safeguards ethics and integrity
  • Demonstrates corporate knowledge and sound judgement
  • Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment

 

Technical

  • Exceptional skills in grammar, spelling, punctuation, syntax, and vocabulary.
  • Efficiency, accuracy, organization skills, dependability, and attention to detail.
  • Strong familiarity with economics and development terminology and concepts.
  • Familiarity with the United Nations Editorial Manual and the UNDP Style Manual is an asset.
  • Demonstrated commitment to the timely delivery of projects.
  • Ability to maintain high-quality work while meeting tight deadlines and short turn-around times

 

Functional

Client orientation, Professionalism, and Communications

  • Ability to make news and useful ideas work
  • Ability to improve performance and satisfaction
  • Ability to listen, adapt, persuade, and transform
  • Capable of working in a high-pressure environment with sharp deadlines, managing many tasks simultaneously
  • Exercise the highest level of responsibility and be able to hander confidential and politically sensitive issues in a responsible and mature manner

Required Skills and Experience

Language:

  • Fluency in written and spoken English and Bahasa Malaysia

 

Education:

Bachelor’s Degree or equivalent in Communication Studies, Journalism, Mass Communications, Public Relations, Social Sciences, or related fields.

 

Experience:

  • Minimum five (5) years of relevant experience as an English-language writer and/or editor at the national and/or international level in communication and advocacy, public relations and/or journalism.
  • Demonstrated experience working on academic and technical texts in international politics, economics, development, environmental and disaster risk related issues in Malaysia is preferable.
  • Working experience with private sector is an asset;
  • Previous experience working on communications and outreach that relate to sustainable development, environmental and/or biodiversity issues is an advantage
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of presentation and graphic design software.

 

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

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

  1. Document 1 : Letter of Confirmation of Interest and Availability (Annex 1) provided by UNDP;
  2. Document 2: Cover page (max. 2 pages):
    • A brief description of why the candidate considers him/herself as the most suitable for the assignment; and
    • Sample work done (minimum 3 and maximum of 6) most relevant for the consultancy.
  3. Document 3: Personal CV / P11  including past experience in similar projects and at least 3 references.
  4. Please submit this information in one file as Document 1, 2, and 3.
  5. Candidates who fail to submit all the information requested above will be disqualified.
  6. Please do not include your financial proposal at this stage. Only shortlisted candidates will be invited to submit a financial proposal.

 

Technically qualified candidates may be invited for a competency-based interview where pass/fail of assessment will apply. 


How to Apply:

  • Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template and General Terms & Conditions mentioned below;
  • Read and agree to the General Terms & Conditions;
  • Click the ‘apply’ icon and complete what is required;
  • Scan all documents into 1 pdf folder and then upload;
  • For clarification question, please email to procurement.my@undp.org. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2020/030" as the subject matter.

 

Forms and General terms & conditions to be downloaded:

           Reimbursable Loan Agreement (RLA): A legal instrument between UNDP and a Company/institution, according to which, the latter                   makes available the services of an individual delivering time-bound and quantifiable outputs that are directly linked to payments

  • The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download 

 Kindly note that the system will only accept one attachment , please merge all documents and submit as one file.

 

CRITERIA FOR SELECTION OF THE BEST OFFER

The award of the contract will be made to the Individual Consultant who has obtained the highest Combined Score and has accepted UNDP’s General Terms and Conditions. Only those applications which are responsive and compliant will be evaluated. The offers will be evaluated using the “Combined Scoring method” where:

 

a) Technical proposal including educational background and experience on similar assignments will be weighted a max. of 70% (700 points). The evaluation criteria are:

Desk Review of Technical Criteria as Evident in the submitted application (500 points)

  • Criteria 1: Relevance of educational background (100 points)

  • Criteria 2: Possess at least five (5) years of as an English-language content writer and/or public relations at the national and/or international level in communication and advocacy, public relations and/or journalism.  (150 points)

  • Criteria 3: Native level of written English. (100 points)

  • Criteria 4: Have a working knowledge on academic and technical texts in international politics, economics, development, environmental and disaster risk related issues in Malaysia . (75 points)

  • Criteria 5: Have a working knowledge of UN communication products  (75 points)

 

Interview (200 points)

The total obtainable score on the interview is 200 points, bringing the total points for the technical evaluation to a maximum of 700 points. A minimum 140 (70% of total points obtainable during the interview) points are required to pass the interview

Only those candidates who obtain a total technical score of 490 points and above (out of 700 points)  on the technical evaluation will be considered for financial evaluation and will be asked to submit a financial proposal.

 

b) Financial evaluation will weigh as 30% of the total scoring.

The following formula will be used to evaluate financial proposal:

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

Incomplete proposals may not be considered. Only short-listed candidates may be contacted, and successful candidates will be notified.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, aboriginal groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.