Background

UNDP Afghanistan Mission Statement:

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years, UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels. UNDP has played a key role in the management of the Law and Order Trust Fund, which supports the Government in developing and maintaining the national police force and in efforts to stabilize the internal security environment. Major demobilization, disarmament and rehabilitation and area-based livelihoods and reconstruction programmes have taken place nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan and the UN system as a whole to maximize the impact of its development efforts on the ground.

Organizational context:

The UN Electoral Support Project (UNESP) is the international community’s programming vehicle to support elections in Afghanistan, including the presidential, parliamentary and district council elections. The project has two overall objectives – 1) to build the capacity of the Afghan electoral institutions—the Independent Elections Commission and the Electoral Complaints Commission—to implement elections in line with the national electoral legal framework and Afghanistan’s international commitments; 2) to allow a programming mechanism for the international community to partially finance the elections as per the request of the Government of Afghanistan. The project follows previous UN projects in support of the Afghan electoral process, most notably the Enhancing Legal and Electoral Capacity for Tomorrow (ELECT) projects, from 2006-2011 (ELECT I) and 2012-2015 (ELECT II), and the UNDP Project Initiation Plan (July 2015 – October 2017). In line the UN Security Council Resolution 2489 (SCR2489), UNESP places the UN’s electoral support to Afghanistan directly under the political and supervisory oversight of the UN Assistance Mission in Afghanistan (UNAMA), and reflects the growing sustainability of the Afghan electoral process, as evidenced by the Government of Afghanistan’s financial commitment to both electoral institutions, and the provision of significant in-kind support to the implementation of elections. Project implementation support will be provided by the UNDP Country Office, reporting, on fiduciary and operational matters, to the UNAMA Deputy Special Representative of the Secretary-General for Political through the UNDP Resident Representative.

In response to the Independent Election Commission (IEC)’s request for continued electoral assistance, a desk review, led by the Electoral Assistance Division (EAD), was conducted—in July 2020—in collaboration with UNAMA, UNDP, DPPA-DPO Asia Pacific Division/Afghanistan Team and UN Women. The desk review assessed the current electoral context and parameters of support in light of a) the delayed parliamentary elections in Ghazni, b) the likelihood of holding provincial council, district council and municipal elections, c) uncertainty of electoral reforms, and d) coronavirus (COVID-19) implications. In light of uncertainties resulting from COVID-19 and other uncertainties, the desk review recommends for more focused support in the areas of further Capacity Building for the EMBs; technical support in Electoral Legal Framework; Support to Voter registration (VR); and Building confidence in elections.

Along the lines of the above-mentioned desk review recommendations, UNESP will revise/update its Project Document and Annual Work Plan (AWP) and seek donors’ approval for a No-Cost Extension to 31 December 2021. Additional funding may be requested when necessary. Project staffing is being adjusted to reflect the realities of the situation.

Duties and Responsibilities

SCOPE OF WORK AND DELIVERABLES

Under the overall guidance of the UNEST Chief Electoral Advisor, and Deputy Chief Electoral Advisor / Project Manager and the direct supervision of the UNDP Country Office (CO) Senior Field Security Specialist, the Field Security Specialist (FSS) will work closely with CVO Security Unit, UNESP Project Management, IEC and ECC Security Units, UNDSS. She/he will work to ensure her/his duties and responsibilities of the Field Security Specialist (FSS) include the safety and security of all UNDP personnel and their eligible family members, eligible contractors, resources, assets, facilities, and programs.

Additionally, the FSS will be promoting, enabling, and supporting UNESP programme delivery throughout Afghanistan while ensuring compliance with all United Nations security policies, procedures and regulations.

This will be achieved through:

• Advising that UNDP security support should feature prominently in the programming process at the Country Office level.
• Strengthening the security arrangements of UNDP and maintaining a security network with international and national security personnel, as well as relevant local counterparts.
• Assessment missions throughout the country.

Summary of key functions:

• Enable UNDP Programme Activity
• Security Risk Management
• Security Plan and Business Continuity
• Minimum Operating Security Standards
• Information Management
• Office and Residential Safety and Security
• Security-Related Training
• Electoral Security Support

GENERAL SCOPE OF WORK
Deliverable 1
Enable UNDP Programme Activity

• Provide security policy guidance and security management support to the CO management team enabling effective programme planning, implementation, and delivery within the framework of all UN security policies and procedures.
• Review and assess with UNESP program activities, facilities and embedded offices in Host Government locations.
• Upon indication of UNESP Management provide assessments and recommendations for UNESP activities outside of the Kabul City Operational Boundary.
• Review the impact of current as well as future potential security factors and trends on UNDP planning, programme design and delivery, as well as the possible impact that programme design might have on the stability and security, ensuring that support needs identified, and improvements implemented.
• Liaise and coordinate activities with relevant counterparts in the planning, preparation, and execution of missions, ensuring the safety and security of UNDP/UNESP personnel as the highest priority.
• To protect and minimize the risk to UNDP personnel, project personnel, property, and operations in all locations and at the same time enabling UNDP programme delivery throughout the country.
• Maintaining a security network with relevant international and national security counterparts.
• Participating as a member of the Security Cell established by UNDSS in country.
• If required, identify options for office and accommodation locations in areas where UNDP/UNESP might be expanding.

Security Risk Management

• Conduct security risk assessments of operations in the districts and regions where UNDP projects are implemented, identify and implement appropriate risk management measures.
• Assist/provide input to UNDSS in preparing a comprehensive security risk assessment of the country to include all locations where UNDP personnel, eligible family members and equipment are present.
• Update all SRM’s and Ad-Hoc UNESP locations in Kabul, ensuring expiration dates are respected and SRM’s remain valid for operational use.
• Assist both the Kabul Security Office and as required UNDSS with day to day security taskings as directed by the UNDP SFSS Afghanistan.

Security Plan and Business Continuity

• Provide inputs to ensure that UNDP procedures conform to the UN security framework.
• Provide input and assist UNDSS in establishing, maintaining, and updating the country-specific security plan and contingency plans in accordance with the UN Security Management Policies and Procedures.
• See that all UNDP personnel are included in the Security Plan being prepared by UNDSS.
• Provide inputs into updating the UNDP/UNESP component within the country-specific security and contingency plans. Ensure synchronicity with Country Office BCP
• Update the UNDP/UNESP warden system, train UNDP/UNESP wardens and follow up on their specific needs accordingly for both international and national personnel.
• Test the warden system regularly.
• Provide security-related contributions to the CO Business Continuity Plan.
• Take necessary action to secure security clearances for all UNDP personnel travelling in security phase areas.

Deliverable 2
Minimum Operating Security Standards

• Ensure UNDP and UNSMS Security Policy Compliance for all UNESP personnel (MOSS Compliance).
• Ensure that personnel members are provided with; and proficient in the use of, safety and security equipment, including communications equipment, vehicle emergency equipment and personal security safeguards required for work in the field.
• Ensure TRIP compliance for in country travel.
• Use and maintain internal communication systems and ensure UNDP communications are integrated into the appropriate UN Security Emergency Communications System.
• Provide advice on selection and procurement of appropriate equipment for security (vehicles, telecommunications equipment, etc.).
• Provide advice on the security of transportation and logistics.
• Coordinate with UNDSS 24-hour response to all security-related incidents involving UNDP/UNESP personnel and eligible family members.

Information Management

• Provide timely and accurate security advice to the UNDP Management, programme managers, project managers and visiting consultants.
• Provide weekly reports, to UNESP Management on the Security Context potentially impacting UNESP activities on a weekly basis.
• Prepare security briefing for onboarding UNESP personnel, both National and International
• Immediately report all security-related incidents involving UNDP to the UNDSS and SRSS.
• Ensure that UNDP programme personnel members are provided with situation reports and other appropriate security information as required.
• In cooperation with the HR unit, maintain updated UNDP/UNESP personnel lists, including details of visiting missions and consultants.
• Encourage an exchange of information relative to risk management for UNDP programme implementation.
• In coordination with UNDSS in-country, conduct investigations of death of a personnel/family member under suspicious and unclear circumstances.
• Participate in inter-agency security coordination efforts as delegated.

Deliverable 3
Office and Residential Security

• Conduct appropriate security assessments of UNDP premises and equipment and advise on shortfalls in security preparedness with recommended improvements and solutions.
• Assist UNDP in developing and implementing office security requirements for sub-offices and offices of UNDP implemented projects.
• Establish and implement access control mechanisms (visitor/vehicle screening) as necessary for UNDP and project offices based on the security phase.
• Represent UNDP/UNESP security interests in any common premises that UNDP occupies ensuring that personnel safety and security are primary considerations.
• Ensure that UNDP premises and international personnel residences are MOSS compliant.

Security-Related Training

• Provide orientation and training to international and national personnel members on security guidelines, communication procedures, travel precautions, emergency procedures and existing restrictions in movement, such as curfews, restricted and dangerous areas.
• Scheduling and implementing fire safety, first aid, and radio communications training for the appropriate personnel members.
• Participation in the security trainings for the UNDP and allied UN agency personnel members.
• Any required security training.

Electoral Security Support

• In coordination and collaboration with UNDSS, conduct Security Risk Assessments in facilities where UNESP personnel operates (Sub-office, government offices).
• Prepare Mission Clearance Requests as required and monitor the progress of those clearances by UNDSS for all travels (incoming and outgoing travels) and ensure the availability of the necessary security logistic requirements such as communication equipment, vehicle compliance, road mission reporting system, security briefings and UN ID cards; etc
• Maintain security plan, including updating personnel lists, communication tree, and the full functioning of the security related equipment; Maintain the International and National Warden System and Act as a building warden for fire, evacuation or another emergency.
• Assist the UNESP Senior Advisors to IEC and ECC and IEC Security Coordinator to prepare documentation and reports pertaining to this function, including but not limited to:
  • Election Security Concept of Operations.
  • Election Security Plan and its implementation.
  • Weekly Security Reports.
  • Topic-specific Security Reports as required.
     
• Provide immediate advice on serious security incidents to IEC, IECC and UNESP management.
• Attend external electoral security coordination meetings as required.
• Assist with development of electoral security incident database.
• Ensure quality control of incident reports to confirm all information captured and recorded.
• Ensure appropriate distribution of security information to stakeholders.
• Produce a handover document for incumbent
• Assist with the hiring of the UNESP FSS

General

• The Field Security Advisor will, in consultation with the UNDP CO Senior Field Security Specialist respond to requests from the DO/UNDSS, to perform UN system related security tasks.
• Any other security-related tasks assigned by the UNDP CO Senior Field Security Specialist.

Expected Outputs, Deliverables, Timelines:

• The Consultant will provide technical / security advice to the UN Electoral Support Team (UNEST) International, National staff and consultants as well as supporting both EMB’s (IEC/ECC) on security-related matters.
• The Consultant will submit monthly and ad-hoc reports during the consultancy period.

SCHEDULE OF PAYMENT:** Deliverables 1, 2 & 3 can be conducted concurrently due to the operational nature of the position**

Payments shall be done monthly based on actual days worked, upon verification of completion of specific reports and approval by the consultant’s supervisor and a timesheet according to UNDP procurement formats for individual contractors.

Payments shall be done monthly based on the deliverables and for actual days worked, upon verification of completion of specific reports and approval by the consultant’s supervisor and a timesheet according to UNDP procurement formats for individual contractors.

Deliverable 1: 33 % of total contract value

Deliverable 2: 33 % of total contract value

Deliverable 3: 34 % of total contract value

WORKING ARRANGEMENTS
Institutional Arrangements:

• The UNDP project will provide office space, national sim card, as well as security equipment (Handheld Radio, PPE) and office transportation. The consultant is to provide and use their own personal laptop and mobile phone during the period of the consultancy.
• All airfares and travels costs for up to a maximum and 1 return trip (home to Kabul to home) to be included in the consultant’s daily fees.
• Visa and other MOI charges will be borne by UNESP.
• Daily living costs (when in Afghanistan) to be included in the consultant’s daily fees.

Competencies

Competencies:

Building Partnerships

• Identifies needs and interventions for capacity building of counterparts, clients and potential partners;
• Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments.

Promoting Organizational Learning and Knowledge Sharing

• Makes the case for innovative ideas documenting successes and building them into the design of new approaches;
• Participates in the development of mechanisms, including identifying new approaches to promote individual and organizational learning and knowledge sharing using formal and informal methodologies.

Job Knowledge/Technical Expertise

• Understands advanced aspects of primary area of specialization as well as the fundamental concepts of related disciplines;
• Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself professionally;
• Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
• Continually looking for ways to enhance logistical performance in the office.

Promoting Organizational Change and Development

• Performs appropriate work analysis and assists in redesign to establish clear standards for implementation.

Client Orientation

• Anticipates client needs;
• Demonstrates understanding of client’s perspective;
• Solicits feedback on service provision and quality.

Promoting Accountability and Results-Based Management

• Provides inputs to the development of organizational standards for accountability.

Required Skills and Experience

REQUIRED COMPETENCIES, QUALIFICATIONS AND EXPERIENCE:

Academic Qualifications:

Education:

• University Degree (Bachelor’s Degree or Equivalent), preferably in social sciences, management, or a related security field, or formal multi-year education in Security Management, such as military or police, Junior Command and Personnel College (minimum 9 months full time) qualification with command experience.
• Formal training in security risk management.

Experience:

• A minimum of 7 years of relevant security and development related experience (5 years if applicant is in possession of an Advanced University Degree in a relevant security field).
• Formal multi-year education in Security Management, such as military or police senior Command and Staff College (minimum 9months full time) qualification, with command experience at senior level, is considered equivalent to an Advanced University Degree.
• Previous experience of working in a conflict/post-conflict or crisis environment is an asset.
• Previous work experience in Afghanistan is desirable
• In-depth knowledge of security management and risk management is mandatory.
• Knowledge of UN/UNDP business, operations and programming cycle is required
• Knowledge of UNDP Country Office structure; roles and responsibilities of the Resident Coordinator, Resident Representative, DO, SMT, UNDSS and Security Management System.

Language Requirements

• Fluency in written and spoken English is required. Working knowledge of another official UN language is desirable.

PRICE PROPOSAL AND SCHEDULE OF PAYMENTS

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.  The consultant shall then submit a price proposal when requested by UNDP, in accordance with the below:

•  Daily Fee – The contractor shall propose a daily fee, which should be inclusive of his professional fee, local communication cost and insurance (inclusive of medical health insurance and evacuation). The number of working days for which the daily fee shall be payable under the contract of three months with maximum 66 working days.
• DSA/Living Allowance – The Consultant shall be separately paid the Living allowance/DSA as per applicable UNDP rate for stay in Kabul and travel to other locations as per actual number of nights spent in Kabul or other locations. Deductions from DSA shall be made as per applicable UNDP policy when accommodation and other facilities are provided by UNDP. An estimated provision in this regard shall be included in the contract. The consultant need not quote for DSA in Financial Proposal.
• Accommodation in Kabul - The Consultants are NOT allowed to stay in a place of their choice other than the UNDSS approved places in Kabul, Afghanistan. UNDP will provide accommodation to the Consultant for the duration of the stay in Afghanistan in UNDSS approved places. Deductions in this regard shall be made from DSA payment as per applicable UNDP Policy.
• Travel & Visa – The contractor shall propose an estimated lump-sum for one roundtrip home-kabul-home travel (economy most direct route) and Afghanistan visa expenses.
• The total professional fee shall be converted into a lump-sum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the schedule of payment linked with deliverables and at the end of assignment.

UNDP reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/outputs is incomplete, not delivered or for failure to meet deadlines.

Evaluation Method and Criteria:

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:

1. Responsive/compliant/acceptable, and
2. 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 points (70% of the total technical points) would be considered for the Financial Evaluation.

Technical Evaluation (70%)

• Educational level (10 marks);
• Experience in providing security advice to program management in a dynamic and changing environment and factoring security impacts in relation to staff and program delivery (10 marks);
• Working knowledge of conflict/post conflict countries and experience in security trend analysis and providing preventative and mitigation measures meant to enhance staff security and program delivery (10 marks);
• Experience in working with host and government institutions in the planning, implementation and execution of Security Management measures in support of safe and secure program delivery related to operations, projects and staff members (10 marks).
• Technical and competency-based interview (30 Marks)

Financial Evaluation (30%):

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

Documents to be included when submitting the proposals

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

• Personal CV or P11, indicating all experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.

All materials developed will remain the copyright of UNDP Afghanistan.  UNDP Afghanistan will be free to adapt and modify them in the future.

Annexes (click on the hyperlink to access the documents):

Annex 1 - IC Contract Template (for information);
Annex 2 -  Financial Proposal Template using the template provided by UNDP (to be completed at later stage upon request by UNDP);
Annex 3 – IC General Terms and Conditions (for information);
Annex 4 – RLA Template (if consultant wishes to be recruited through an employer) - (for information).

Incomplete application will not be considered, it will be disqualified automatically.