Background

The South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and Light Weapons (SEESAC) is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons (SALW), and thus contribute to enhanced stability, security and development in South East and Eastern Europe. SEESAC also has a distinguished record working closely with national Ministries to mainstream gender equality and this aspect will remain central to the programme.

Going forward, SEESAC will maintain its long-standing work in South-Eastern Europe the small arms and light weapons and gender equality in security sector reform fields, under the framework of the RCC. The programme will continue and, where possible, scale up the innovative work it has pioneered in fostering confidence between rule of law providers within southeast Europe, as well as in the fields of innovation, security and technology. In addition, SEESAC will increasingly focus on sharing the capacity it has developed over the years through line ministries and UNDP offices in order to address community and other security needs beyond the sub-region and provide guidance on introducing gender equality into the security sector.

The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW Strategy, EU Strategy Against Illicit Firearms, Small Arms & Light Weapons & Their Ammunition , the Arms Trade Treaty, the UN Programme of Action, the International Tracing Instrument, UN Firearms Protocol, UN Security Council Resolution 1325 and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of Small Arms and Light Weapons (SALW) and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1 (Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows).

SEESAC is currently implementing the Council Decision 2016/2356 in support of SEESAC disarmament and arms control activities in South-East Europe in the framework of the EU Strategy to combat illicit accumulation and trafficking of SALW and their ammunition, and amended by  EU Council Decision 2019/2113; the Council Decision 2018/1788 in support of the implementation of the Regional Roadmap on combating illicit arms trafficking in the Western Balkans; and the Council Decision 2019/2111 in support of SEESAC disarmament and arms control activities in South-East Europe in reducing the threat of illicit small arms and light weapons and their ammunition.

Since 2003, SEESAC has been assisting the authorities of Republic of Albania on development and implementation of SALW control activities. The recent examples are the security upgrade of the Albanian Armed Forces (AF) permanent SALW and ammunition storage location “Qafe Molle”[1] upgraded in 2016, and the 2018 upgrade of the Albanian State Police SALW and ammunition Main Supply Centre “Mullet” storage.

Furthermore, SEESAC secured funding from the Government of United States for the security upgrade of Ministry of Defence and Ministry of Interior (MoI) SALW and ammunition storage locations, and the procurement of seventy weapons racks for the MoD in Albania, based on the request of the Government of the Republic of Albania.  Through this funding, SEESAC assisted the MoD in improving the security and safety of the SALW and ammunition storage location “Mirake”, as well as provision and supply of 70 weapons racks required for the “Zall-Herr” Garrison in 2020.

The most important security features addressed through comprehensive infrastructure improvements were the installation of a perimeter security fence with an entrance gate, upgrade of the electrical installation and improvement of the exterior lighting, and introduction of a Closed-Circuit TV (CCTV) system in “Mirake”, and purchasing of 70 specialized weapons racks to properly secure the stocked formation SALW for the “Zall – Herr” Garrison.

SEESAC support to the Ministry of Interior of Republic of Albania is provided through the comprehensive assistance to the Albanian State Police in advancing the security of the Main Supply Centre “Mullet” - Small Arms Light Weapons and ammunition storage location with the joint EU and US funding. The initial intervention in 2018 funded by the EU, included infrastructure upgrade of the “Mullet” storage masonry building restricted area fencing, installation of an entry gate and CCTV cameras. In 2019, with the US funding, a nearby ammunition tunnel was refurbished and secured, and a tailored national Physical Security and Stockpile Management (PSSM) Course for 20 ASP practitioners and experts delivered. By the end of 2019, the US provided supplementary funding for the “Mullet” perimeter security upgrade (2nd phase) which will be implemented by March 2021.  

SEESAC’s work directly contributes to the Outcome 3 of the UNDP Regional programme document for Europe and the Commonwealth of Independent States (2018-2021), namely to building resilience to shock and crisis by reducing the proliferation of small arms and light weapons. The project will also contribute to the respective targets of the Sustainable Development Goals 5 and 16, the UN Program of Action, Firearms Protocol, International Tracing Instrument, and the EU Strategy to combat the illicit accumulation and trafficking of SALW and their ammunition.

[1] In 2016, with the USD 239,000 provided by the European Union, UNDP SEESAC performed the comprehensive security upgrade of the Albanian Armed Forces (AF) and the Ministry of Defence of the Republic of Albania (MoD) permanent SALW and ammunition storage location “Qafe Molle”. The upgrades included building of a new perimeter fence in accordance with international security standards, installation of new entrance gate, installation of exterior/outdoor lighting and procurement and installation of a full high-technology perimeter video surveillance with security cameras.

Duties and Responsibilities

Objectives

UNDP SEESAC requires the services of the CE to provide local technical expertise and assistance liaise and provide quality assurance from various relevant local stakeholders involved in the implementation of the infrastructure component in Albania. The CE is expected to ensure that works are carried out in accordance with the project expectations and to the satisfaction of UNDP SEESAC. In this context, the CE is required to carry out the hereunder described duties, in accordance with the responsibilities that might be delegated by UNDP SEESAC.

Responsibilities of the CE

The CE will work under the overall supervision by the Head of SEESAC and SEESAC SALW Control Project Specialist and under daily supervision by the SEESAC SALW Control Project Officer. The CE shall exercise all reasonable care to protect the interests of UNDP SEESAC, to ensure the timely support, supervision and control of the infrastructure upgrades in Albania.

The CE is fully acquainted with and will perform his/her tasks in accordance with UNDP’s procurement rules and procedures. As per the context described earlier, the CE’s responsibilities will include the following tasks and sub-tasks:

3.1 Implementation of infrastructure works

3.1.1 Pre-qualification of potential works contractors (if applicable)

1. Prepare necessary documentation for launching a pre-qualification exercise for potential bidders relevant to the nature of identified infrastructure priorities.
2. Manage the pre-qualification process up to the compilation of shortlists of pre-qualified companies for each category of works required.

3.1.2 Works tendering

1. Participate in development of full tender dossiers for infrastructure works based on specific technical designs provided by the selected technical design contractor and reviewed as per Section 3.1.1. Above.
2. Participate and provide all necessary assistance during the tendering process, inclusive of necessary UNDP internal review processes and submissions (Procurement Review Committees CAP, RACP, ACP), until awarding of the successful bidder for each of the infrastructure works.

3.1.3 Works implementation and monitoring

Although a specialized supervision company will be contracted as the primary supervisory body for the supervision of the works progress in accordance with the specifications contained in each works contract, the CE will provide independent quality assurance by communicating at appropriate occurrences with the works contractor, the supervision company and the direct local beneficiaries. In this context, the CE shall:

1. Undertake independent on-site observations/inspections of the work in progress to determine if the work is proceeding in accordance with the construction contract schedule, and that completed work conforms to the construction contract drawings and specifications.
2. Inform through the supervision company the works contractor when work is to be corrected or rejected or to be uncovered for observation, or special testing, inspection or approval
3. Provide advice to UNDP SEESAC on all matters concerning claims from the works contractor and/or the supervision company and make recommendations thereon.
4. Render, upon internal agreement, written decisions within a reasonable time, on all claims, disputes and other matters in question relating to the execution or progress of work or the interpretation of the construction contract documents.
5. Consider and evaluate requests for changes requested by the contractor, through the supervision company, with such request submitted to the latter and considered relevant for escalating the change request to the CE.
6. Report such requests to UNDP SEESAC and provide recommendations to UNDP SEESAC for approval when changes affect cost. Such changes shall be effected by written Work Orders issued by the CE solely after obtaining written UNDP SEESAC approval to such changes. For changes which do not affect cost or quality, approval may be granted on-site and recorded in the monthly progress reports.
7. Review and certify applications for payment made by the works contractor and certified by the supervision company, ensuring that each application details the actual quantities and value of work completed to date compared with the total billed quantity and unit rate for each item in accordance with the Conditions of Contract.
8. In case of positive outcome of such review, recommend to UNDP SEESAC to process payment and request payment approval.

3.1.4 Selection of testing and commissioning company

1. Participate in preparation of a tender package/secondary bidding request for the selection of a testing and commissioning company for the necessary testing and commissioning of the completed works as required by the valid Albanian legislation. 
2. Participate and provide all necessary assistance during the tendering/secondary bidding process, inclusive of necessary UNDP internal review processes and submissions (CAP), until awarding of the successful bidder as testing and commissioning company.

3.1.5 Handover

1. Inspect the works in the presence of representatives of beneficiaries, works contractor and supervision company prior to the handing over of any section of works;
2. Prepare a final list of items to be completed, or replaced together with a time schedule for the remedying of the same;
3. Prior to the commencement of the Defects Liability Period for any section, ensure that the supervision company issues written confirmation that the works have been completed in accordance with the requirements of the contract, plans and specifications, and issue a Certificate of Completion of the Works for that section to be endorsed by UNDP SEESAC.
4. During the remainder of the Defects Liability Period corresponding to the project accepted as substantially completed, the CE, supported by the supervision company will be required to inspect and report on the completed works prior to the final handing over the completed works.
5. Prior to the expiration of the Defects Liability Period for any section of the works for which a Certificate of Completion of the Works has been issued, the CE shall in the presence of the beneficiary, the supervision company and the works contractor inspect the said section and ensure that the works have been completed and maintained in accordance with the contract, and issue a Defect Liability Certificate for the section.

3.2 Other duties

3.2.1 Liaison

1. To guarantee a timely implementation of the works and efficient use of financial resources, the CE shall maintain his/her presence on the site(s).
2. The CE shall arrange a schedule of progress meetings, site inspections and other means of liaison with the locally hired contractors and notify those expected to attend. In arranging these meetings, he/she is expected to maintain and circulate minutes thereof;
3. Accompany visiting representatives of UNDP SEESAC or the Albanian Ministry of Interior/ Ministry of Defense having jurisdiction over the Project, and record the outcome of these inspections and report as appropriate.

3.2.2 Records

1. Maintain orderly files for correspondence, reports of site meetings, product and material submissions, reproductions of original construction contract documents including all addenda, variation orders, site instructions, information and drawings issued subsequent to the start of works contract, as well as CE’s clarifications and interpretations of the contract documents, progress reports and other related documents;
2. Keep a log book, recording data relative to questions of extras or deductions, list of visiting officials, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and
3. Maintain a set of drawings (“as-built” drawings) recording all details of the work as actually executed. Upon works completion and handover, the designs will be officially transferred from UNDP SEESAC to the Ministry of Interior/Ministry of Defence for permanent possession.
4. Any plans, drawings, specifications, designs, reports, other documents and software prepared by the CE shall become and remain property of UNDP SEESAC and the CE shall, deliver all such documents to the UNDP SEESAC together with an inventory thereof.

3.2.3 Reporting

The CE shall prepare and submit the following reports for UNDP SEESAC:

Weekly Brief – The brief shall include:

• An overview of progress of all to-be-tendered, tendered and ongoing contracts.
• An updated estimation of time and costs necessary to complete the tasks under this component.
• A summary of eventual problems encountered and solution measures taken or to be taken.

Then, for each ongoing contract, the information on:

• Background.
• Brief description of actual versus planned progress.
• Problems encountered and solutions.
• Comments on the quality of work and performance.
• Data regarding the current financial status of the contract including appraisal of actual versus estimated quantities and unit prices as amended.
• Assessment of the impact of accumulated delays, if any, in the execution of works.
• Projected date for compliance with quality standards if this has not already been achieved.
• Evaluation of eventual contractor-proposed plan for corrective measures to be implemented to increase the rate of progress and meet the required targets.
• Description of eventual additional work accepted and Work Orders issued to the Contractor, detailing dates of notification and subsequent actions and the time and cost effects as assessed.

Final Brief - Following substantial completion of the Works, the CE shall prepare a final brief which shall highlight all major points of interest that arose during the implementation, the chronology of actions, problems encountered and solutions employed; changes made in design and specifications and the reasons therefore; a breakdown of the final costs item by item, etc. The completed as-built drawings shall form an integral part of the Final Report.

Electronic copy of briefs shall be submitted to UNDP SEESAC within seven days after the end of each reporting period.

Deliverables and Timelines

The Consultant will submit brief updates on achievement of deliverables, according to which the payments will be released. Briefs will be approved by the Head of SEESAC or SALW Control Project Specialist.

[1] The deliverables are inclusive of consultant’s local travel expenses to the project location Mullet near Tirana.

Competencies

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgement;
• Self-development, initiative-taking;
• Act as a team player and facilitate team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Informed and transparent decision-making.

Functional Competencies:

• Demonstrated ability to deal with and build collaboration among development stakeholders;
• Demonstrated leadership abilities and organizational capacity;
• Full computer literacy.

Required Skills and Experience

Education/Academic Qualification:

• Graduate Degree in Civil Engineering or related discipline desirable.

Work experience:

• At least 5 years of responsible supervision experience in areas related to implementation of small and medium-scale infrastructure projects;
• Proven experience with preparation and controlling of bidding documents, including FIDIC engineering contract procedures and contract administration;
• Practical experience of working with local public authorities in the implementation of infrastructure projects;
• Previous experience/familiarity with international organizations or funds would be an asset.

Language requirement:

• Fluency in both written and spoken English and ability to communicate well is required.

Evaluation 

Individual consultants will be evaluated based on the following methodologies:

1. Lowest price and technically compliant offer

When using this method, the award of a contract should be made to the individual consultant whose offer has been evaluated and determined as both:

a) responsive/compliant/acceptable, and

b) offering the lowest price/cost

“responsive/compliant/acceptable” can be defined as fully meeting the ToR provided.

2. Cumulative analysis

When using this weighted scoring method, the award of the contract should 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 a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight 70%

* Financial Criteria weight 30%

Only candidates obtaining a minimum of 49 point would be considered for the Financial Evaluation.

Application Procedure

The application should contain:

• Cover letter explaining why you are the most suitable candidate for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application.
• Latest personal Curriculum Vitae (CV) including past experience in similar projects and contact details of referees, including past experience from similar projects or completed and signed UN Personal History Form (P11) for Service Contracts (SC) and Individual Contracts (IC) – Blank form Download here.
• Letter to UNDP Confirming Interest and Availability-please fill in the attached form...  www.un.org.al/sites/default/files/IC_Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx
• Financial Proposal in ALL - specifying a total lump sum in Albanian Lek
  http://www.un.org.al/doc/Financial%20Offer%20template.doc (The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable -qualitative and quantitative- deliverables . Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount-including travel, per diems, and number of anticipated working days).- Please note that with regard to travel component you may provide an average estimated travel cost for one circuit with and without accommodation.
• Copy of Diplomas and copy of Passport. 

* Kindly note that Letter to UNDP Confirming Interest and Availability and Financial Proposal are two separate documents and should both be part of your application. Incomplete applications will not be considered. 

How to Submit the Application:

To submit your application online, please follow the steps below:

• Merge your CV or P11, Financial Proposal Letter to UNDP Confirming Interest and Availability and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

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.

Due to a large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.