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 communication capacities to represent the interests of the private sector.

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. Besides that, traditional offline forms of internal and external communication have become unacceptable or have restrictions in terms of the number of participants. Thus, nowadays, BMOs should tackle new difficulties:

  • create new digital channels of communication with members;
  • create digital logistics for provision of business services;
  • apply modern online tools for quick processing of membership and service fees;
  • ensure a full automation and digitalization of services provision in order to meet huge demand for a specialized information support for tens of thousands of small entrepreneurs who do not pay BMO membership fee or make a minimum partner financial contribution.

The barriers to respond to these challenges are as follows:

  • a variety of competitive, internationally used IT solutions which are not largely used in Ukraine;  
  • a high cost of IT consulting for development of digital strategies for an individual customer in Ukraine, due to its focus on large corporate clients;
  • high risks of working with partial/limited solutions of CRM, LMS systems, members’ interactive portals which can result in incompatibility of new solutions with earlier ones.

To overcome the mentioned-above challenges and mitigate the IT-management risks the Project will conduct a professional IT audit of partner BMOs’ digital infrastructure and provide individual recommendations on digitalization of services, which will be taken into account during the revision of organizations’ development strategies. The Project will also provide training and coaching to 27 partner BMOs to support them in development of a long-term program of transformation into digital-BMOs.  

Thus, the Project is looking for a National Consultant to provide IT-audit in selected MSME Business Membership Organizations.

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 goal of the assignment is to conduct a high-quality IT audit of 27 partner BMOs (including 7 partner BMOs of the Phase I project), increase BMOs’ awareness of a modern digital strategy, the efficiency of digital tools for managing the membership base, communicating with external users and providing business services in non-profit organizations.

The objectives of the assignment are to ensure that:

  • BMOs fully understand the importance of IT-strategy and commit to adopt and implement one; 
  • BMOs reduce the risk of losing members due to the inability to continue traditional offline communication;
  • BMOs are ready to respond to the current huge request of small businesses for online information support from business organizations;
  • BMOs understand and use the capabilities of various digital tools for integrated interaction with members, providing them with services, studying their opinions and organizing virtual interaction platforms for joint business development and conducting advocacy campaigns.

 

3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

Under the direct supervision of the Project Manager, the Consultant will closely work with 27 partner BMOs and 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 IT audit toolkit, approve it with UNDP.
  4. Ensure preparation of the programs of 3 webinars addressing the following topics:
    1. Review of digital tools for managing the BMO membership base;
    2. Review of digital tools for managing knowledge bases, education programs;
    3. Overview of digital B2B services and a possibility of integrating them into the work of BMO. Mutual integration of digital tools in the long term.
  5. Deliver 3 webinars (each should be 2 hours long), ensuring the recording of the webinar to enable the public distribution of training material online.
  6. Conduct an IT audit for 27 partner BMOs, which will cover the organization's current experience in using digital tools, give appropriate recommendations (at least 2 pages for each BMO) in the following areas:
    1. Digitalization of member relationship management;
    2. Providing free and paid services to BMO members and non-members based on digital services;
    3. Creation of communication platforms for regular study of the views of members and non-members of BMOs about problems in the development of small business and moderation of joint advocacy campaigns.
  7. Assess the risks in 27 BMOs` IT management and give short recommendations on how to mitigate them (at least 1 page for each BMO).
  8. Provide a generalized report to the Project, which, in addition to individual BMO recommendations, will contain recommendations for the project team on priority support for the implementation of certain digital tools for all 27 partners in general and for three groups separately:
  • CCI;
  • Industry BMO;
  • Universal 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

#

Key deliverables

Tentative timeline

Deliverable 1

  • Work Plan reflecting key activities and stages developed and approved by UNDP;
  • IT-audit toolkit developed and approved by UNDP

5 working days from the contract signature date

Deliverable 2

  • IT-audit (desk review) of 27 BMOs conducted;
  • Assessment of IT-management risks in the governance of 27 BMOs made;
  • Report on individual audit of 27 BMOs provided;
  • Report on risk assessment in 27 BMOs` IT management provided.

Short Interim Report summarizing the tasks completed (in English, up to 1 page), including annexes: Work plan, toolkit, presentations for the webinar, draft of Governance Assessment Report on 27 BMOs.

25 working days from the contract signature date, but not later than by 31 December 2020

 

First payment -70%

Deliverable 3

3 webinars for the leaders of selected BMOs conducted

35 working days from the contract signature date, but not later than by 31 January 2020

Deliverable 4

Final IT-audit & Assessment of IT-management risks Report on 27 BMOs, incorporating all UNDP comments, with separate annexes.

Final Report (in English, up to 3 pages) summarizing the tasks completed including all annexes.

60 working days from the contract signature date, but not later than by 31 March 2021

Final payment -30%

 

5. PAYMENT SCHEDULE

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

  • first payment (70% of the contract amount) upon successful completion of the Deliverables 1-2 and approval of the Interim Report;
  • final payment (30% of the contract amount) upon successful completion of the Deliverables 3-4 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
  • Knowledge of gender equality and women’s empowerment issues and ability to apply it to strategic and/or practical situations, e.g. integrating into the project/program cycle, including design, planning, and implementation 

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, Finance, Marketing, Social Sciences, Public Administration, Business Administration, Political Science or other relevant area; Professional Experience:

  • At least 7 years of working experience in IT management and\or providing IT advisory service.
  • At least 5 years in conducting IT audit of profit and/or non-profit organizations.
  • At least 5 years in designing and providing trainings, capacity building programs, including to CSOs/NGOs/BMOs.
  • Previous working experience with UN funded programmes or other international organizations would be an asset

Language Skills:

  • Fluency in Ukrainian and/or Russian and basic level of English is required. Competencies

 

8. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS:

Applicants shall submit the following documents:

Required

 

 

Personal CV or P11, including information about past experience in similar projects / assignments and contact details for referees.

 

Financial proposal

 

Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP

 

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 and reference daily fee).  

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

Master’s degree or equivalent in IT Management, Economics, Finance, Marketing, Social Sciences, Public Administration, Business Administration, Political Science or other relevant area

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

 

Criteria B:

Work Experience – 52 points max

  1. At least 7 years of working experience in IT management and\or providing IT advisory service – 15 pts max

{10 pts – 7 years; 12 pts – 8-9 years; 15 pts – 10 years and more);

  1. At least 5 years in conducting IT audit of profit and/or non-profit organizations – 20 pts max

{15 pts – 5 years; 17 pts – 6-9 years; 20 pts – 10 years and more);

  1. At least 5 years in designing and providing trainings, capacity building programs, including to CSOs/NGOs/BMOs – 15 pts max

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

  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 – 4 points max:

Fluency in Ukrainian and/or Russian and basic level of English is required.

{4 pts – fluent Ukrainian and/or Russian and basic level of English}

 

Interview – 10 points max

Only those candidates obtaining minimum 43 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.