Background

Micro-, small-, and medium-sized enterprises (MSMEs) provide work for over 4 million people in Ukraine and generate about 20% of the country’s GDP. The Government of Ukraine has been increasing its efforts to undertake economic reforms and create the enabling business environment for enterprises, strengthen the position of MSMEs in the economy. Business membership organizations (BMOs), an essential component of the business support infrastructure, face several challenges due to the weaknesses of the BMO sector and low capacity, sustainability, and maturity of BMOs in terms of the service provision strategy alignment and low level of awareness and understanding of existing and/or potential benefits of BMOs among current and potential member businesses.

During the period 2015-2018, in cooperation with the Ministry of Economic Development and Trade and with the financial support from Switzerland, UNDP supported BMOs through the Strengthening SME Business Membership Organizations project.

Building on the experience and lessons learned, a key focus of the Project’s Phase II is to ensure the sustainability and scaling-up of the positive results achieved during the First Phase, in particular to enhance the growth and competitiveness and strengthen the voice of MSMEs in Ukraine through more professional, demand-driven, and client-oriented Business Membership Organizations. The Project aims to expand BMO coverage throughout Ukraine and is expected to positively impact their ability to attract members, to promote constructive cooperation with governmental structures, and to contribute to the policy development leading to the MSMEs sector’s growth.

The partner BMOs have been selected as a result of a competitive process based on clear and transparent criteria and will be delivered tailored support to improve their institutional, organizational, financial, as well as communications capacities to represent the interests of the private sector.

In addition to 20 selected partner BMOs, the Project will provide follow-up support to 7 partner BMOs engaged under Project Phase I, which will be additionally trained to serve as hubs or platforms for cooperation of wider BMO community, thus spreading further the experience and knowledge obtained in the Phase I and contributing to MSME sector consolidation.

The COVID-19 coronavirus pandemic and its social distancing requirements have set a new challenge for BMOs – switching to remote work with members using digital tools.

To this end the Project aims to provide the training and coaching to 27 partner BMOs on the implementation of digital tools for teamwork and communication with BMOs’ members.

The incumbent will promote UNDP’s mandate as a gender-responsive organization with zero tolerance to any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation and abuse.

Duties and Responsibilities

2. MAIN OBJECTIVES OF THE ASSIGNMENT

The main objective of the assignment is to provide high quality IT-consulting advisory support to 27 partner BMOs (including 7 partner BMOs of the Project Phase I) and increase BMOs’ awareness on benefits of using the distance digital communication tools, applicable in non-profit organizations.

The objectives of the assignment are to ensure that:

• BMOs fully understand the importance of the distance digital communication policy and are committed to adopting and implementing this policy;
• BMOs increase their stability in terms of IT security and reduce the risks of losing valuable information due to staff turnover by implementing digital tools for secure remote data storage;
• Participants from selected BMOs learn and begin to use professional tools for remote work;
• BMOs benefit from obtaining the professional online platforms for mass communication at a special price for non-profit organizations, learn to use them and ensure knowledge sharing to BMOs’ members and partners.

3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

Under the direct supervision of the Project Manager, the Consultant will perform the below activities focusing on the achievement of the following objectives:

1. Review the documents provided by UNDP to obtain better understanding of the project goals, context and profiles of the targeted BMOs in Ukraine, as well as any available assessments in order to tailor the consultancy to BMO priorities.
2. Develop a workplan covering main activities and key stages of the assignment implementation;
3. Develop the teamwork and communication-management assessment toolkit, approve it with UNDP.
4. Prepare the programme of 10 webinars addressing the following topics:
   1. Special software licensing opportunities for non-profit BMOs in Ukraine.
   2. Administration of MS 365 for the organization.
   3. Google products for non-profit organizations in Ukraine.
   4. Administration of G Suite for the organization.
   5. Creation of a common cloud storage of BMO data, collaborative remote work with documents.
   6. Tools for joint planning (Google-calendar, Outlook) and communication of project teams (Slack, MS Planner).
   7. Network security tools recommended for non-profit BMOs in Ukraine.
   8. Basics of working with online communication tools: Teams, Google Meet, Zoom.
   9. Professional use of Zoom to work with a large audience.
   10. Cybersecurity basics.
5. Ensure delivery and facilitation of 10 webinars as per p.3.4 (each should be 1,5 hours long), provide recording of webinars and distribute training materials.
6. Provide individual coaching to the leaders and executives of 27 selected BMOs on using the digital tools for teamwork and communication with BMOs’ members and provide support with tailored expert advice on the following:
   1. Registration on the Techsoup Ukraine portal with the aim to obtain the software at a special price for non-profit organizations from the selected vendors (provided that the BMO meets the requirements of the vendor).
   2. Comprehensive advisory support on obtaining the software at a special price for non-profit organizations and further deployment of selected software.
      • Deployment of Microsoft 365 or G Suite working environment.
      • Setting up Bitdefender antivirus (in case this software was ordered by BMO at a special non-profit price).
      • Perform the mail and data migration (in case the corporate mail and storage are available).
      • Assist in customizing one of the selected platforms for mass communication and learning: Zoom or MS Teams (subject to purchasing by the BMO of a professional license).
7. Monitor and evaluate the implementation of recommendations by each BMO.

To ensure the delivery of the above tasks, the Consultant will:

• Liaise and ensure constant communication/coordination with UNDP project team regarding all aspects of the assignment;
• Submit all the deliverable for review, comments and approval to UNDP project team;
• Hold consultations with UNDP project team as requested;
• Ensure the mainstreaming of gender equality and women’s empowerment considerations in activities, promote a safe and enabling environment free of any kind of discrimination and abusive behaviour, and use the principles of gender-responsive communications in line with the UNDP corporate standards.

4. DELIVERABLES AND TIMEFRAME

The expected duration of the assignment is up to 80 working days within 4 months.

5. PAYMENT SCHEDULE

UNDP will pay the negotiated amount in 2 tranches according to the following payment schedule:

• first payment (80% of the contract amount) upon successful completion of the Deliverables 1-3 and approval of the Interim Report #1;
• final payment (20% of the contract amount) upon successful completion of the Deliverable 4 and approval of the Final Report and indicated tasks.

The payments will be processed upon the full completion and acceptance of contractual obligations whereupon the Project Manager (Supervisor) signs the certification of acceptance.

6. MONITORING/REPORTING REQUIREMENTS

The Consultant will work under the overall supervision of the Project Manager and in close cooperation with the Project staff.

Work-progress reporting/monitoring meetings will be held with the Consultant on a regular basis.

The consultant will interact with UNDP to receive any clarifications and guidance that may be needed. He/she will also receive all necessary informational and logistical support from the Project. The Consultant will duly inform UNDP of any problems, issues or delays arising in the course of implementation of assignment and take necessary steps to address them.

UNDP will be the final authority to control the quality and evaluate the work. The satisfactory completion of each of the deliverables shall be subject to the endorsement of the Project Manager. Each deliverable will be delivered in a draft for comments and feedback before finalization. No reports or documents should be published or distributed to third parties without the approval of UNDP.

All reports and results are to be submitted to the UNDP in electronic form (*.docx, *.xlsx, *.pptx, and *.pdf or other formats accepted by UNDP). The intermediate and Final reports should be submitted in English.

Competencies

Core Competencies:

•     Demonstrates commitment to UNDP’s mission, vision, and values

•     Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

•     Demonstrates/safeguards ethics and integrity

Competencies:

•     Demonstrates high level of professionalism and ethics

•     Focuses on result for the client and responds positively to feedback

•     Demonstrates excellent planning and organizational skills and able to produce high-quality products on tight deadlines

•     Able to work on location without any other supervision except for liaison with UNDP

•     Demonstrates excellent written and verbal communication skills, able to present information logically, clearly, and concisely

•     Able to think creatively, to develop and implement innovative solutions in a challenging environment

•     Knowledge of gender equality issues and ability to incorporate them in capacity building activities

Required Skills and Experience

7. EXPERIENCE AND QUALIFICATIONS REQUIREMENTS

The Consultant should possess the following qualifications, experience and skills:

Educational background:

• At least Master’s degree or equivalent in IT Management, Economics, Marketing, Business Administration, Social Science, Political Science, Environmental Policy or other relevant area;

Professional Experience:

• At least 10 years of working experience in IT-management and\or providing IT advisory service.
• At least 5 years in designing and providing trainings, capacity building programs, including to CSOs/NGOs/BMOs.
• At least 3 years of experience in advising and supporting non-profit organizations in obtaining the software at a special price for non-profit organizations proved by positive references from at least 10 organizations.
• Working experience with UN funded programmes or other international technical assistance projects would be an asset.

Language Skills:

• Fluency in Ukrainian and Russian and working knowledge of English is required. Fluency in English would be an asset.  

8. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS:

Applicants shall submit the following documents:

UNDP documents templates can be downloaded from the following link:

https://www.dropbox.com/sh/297e72t7i3v2969/AADDRyUo2uoNrYjuD8NLmdl0a?dl=0

Please combine your CV, financial proposal and other necessary information in one PDF file and upload the document. Incomplete applications will not be considered.

9. FINANCIAL PROPOSAL

? Lump sum contract

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). 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).  

Travel costs

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  In general, UNDP should 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 case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Logistics arrangements for the events, where participation of the Consultant is requested by UNDP as per this TOR, to be provided by UNDP and shall not be included in the financial proposal. 

10. EVALUATION CRITERIA

Technical evaluation – Total 70% (max 70 points)

Criteria A:

Education - 4 points max

At least Master’s degree or equivalent in IT Management, Economics, Marketing, Business Administration, Social Science, Political Science, Environmental Policy or other relevant area

{3 pts – Specialist/Master’s degree in the relevant field; 4 pts – PhD degree in the relevant field};

Criteria B:

Work Experience – 51 points max

1. At least 10 years of working experience in IT-management and\or providing IT advisory service – 17 pts max

{12 pts – 10 years; 15 pts – 11-14 years; 17 pts – 15 years and more);

1. At least 5 years in designing and providing trainings, capacity building programs, including to CSOs/NGOs/BMOs– 17 pts max

{12 pts – 5 years; 15 pts – 6-9 years; 17 pts – 10 years and more);

1. At least 3 years of experience in advising and supporting non-profit organizations in obtaining the software at a special price for non-profit organizations proved by positive references from at least 10 organizations – 15 pts max

{10 pts – 3 years and 10 references; 15 pts – 4 years and 15 references);

1. Working experience with UN funded programmes or other international technical assistance projects would be an asset – 2 pts max

{0 pts – no, 2 pts – yes}

Criteria C:

Language Skills – 5 points max:

Fluency in Ukrainian and Russian and working knowledge of English is required. Fluency in English would be an asset

{4 pts – fluent Ukrainian, Russian and working English, 5 pts – fluent Ukrainian, Russian and English}

Interview – 10 points max

Only those candidates obtaining minimum 41 points for Criteria A-C will be invited to the interview. During the interview the applicant will be requested to provide the relevant practical and well-elaborated examples proving their experience.

Maximum available technical score - 70 points.

11. EVALUATION METHOD

 Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative 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 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.

Additional requirements for recommended contractor:

Recommended contractors aged 62 and older shall undergo a full medical examination including x-ray, and obtain medical clearance from the UN-approved doctor prior to taking up their assignment. The medical examination shall be paid by the consultant.

The BSAFE online security training course must be successfully completed prior to commencement of contract.