Background

To implement the MOU a project: “Client Support Services to the UN Secretariat for a Reformed UN RC System” has been launched by BMS and a project team is being established within the Directorate of BMS in New York. The team’s assignment is temporary, time-bound, results-based and will be sourced from within the organization. The team will serve as a client services account manager for the UN Secretariat and will provide overall corporate support to the delivery of services in HR, finance and operations (general administration, procurement, IT and legal) to a delinked RC system in 130 country offices. The team will centrally manage, monitor and report quarterly on UNDP’s service delivery to the UN Secretariat and will be accountable for the implementation of the MOU. The team will manage the risks and ensure corporate compliance, and overall fiduciary standards of the MOU’s implementation. The team will build on existing BMS administrative and operational capacities and will serve as surge capacity, complementing the work of Regional Bureaus and country offices (COs) on administering the RC system seamlessly.

This short-term consultancy will aim to support the successful implementation of actions outlined in the arrangements for the migration of RCO national staff currently administered by UNDP to the UN Secretariat as of 01 January 2021 some critical deliverables in the scope of HR support are defined.

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

• Communication to HRAs in Country offices to inform about the transition and the expectations from country offices;
• Collection of the personnel documents from country offices (recruitment, references, attendances, PMDs, IDs, birth and marriage certificates, etc.;
• Verification of the submitted documents and follow up with country offices on missing ones;
• Verification of attendance records and follow up on the discrepancies;
• Store the documents in SharePoint or similar tool.
• Provides assistance in the collection and preparation of data reports on:

Expected Outputs and Deliverables

• All required documents for all relevant staff are collected, verified and saved in designated folder;
• All queries from CO colleagues related to the data collection are answered and solved;
• Highlights, interim reports and information/data analytics services are provided;
• Regular status updates provided to supervisor;
• Report of queries and responses related to HR services to the UNRCS is consolidated.

Competencies

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UN;
• Possesses good understanding of competency framework and job classification

Functional Competencies:

• Possesses knowledge of HR management issues and principles and is able to apply them to strategic and/or practical situations;
• Demonstrated ability to communicate complex issues in a concise and clear manner;
• Highly organized with strong analytical and research skills.

Required Skills and Experience

Academic qualifications:

• Master’s Degree in in Social Sciences, Human Resources Management, Public Administration, Organization Psychology, or Organization Development or equivalent disciplines. Bachelor’s degree in the above areas with additional two years of work experience is also acceptable. Required.
• UNDP Certification in Human Resources. Desirable.

Experience:

• At least 7 years for Master’s degree and 9 years for Bachelor’s degree of relevant experience in human resources management within the UN system. Required;
• At least 5 years relevant experience in human resources management with UNDP is desirable.
• Demonstrated experience in using HR systems and tools. Desirable
• Possession of knowledge of and experience in applying UN and UNDP policies and procedures governing human resource management. Desirable
• Familiarity with the UN System, in particular UNDP. Desirable

Language:

• Fluency in written and spoken English is required;
• Working knowledge of another UN language would be an asset

Application Procedure

The application package containing the following (to be uploaded as one file):

• A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;
• Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

• The financial proposal should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
• The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; (excluding mission travel); living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.

• If home-based: This consultancy is a home-based assignment, therefore, there is no envisaged travel cost to join duty station/repatriation travel. 

• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. 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.
• If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points):

• Criteria 1. Relevance of the experience in human resources management within the UN system. Weight = 10%; Maximum Points: 10;
• Criteria 2. Experience in human resources management with UNDP. Weight = 30%; Maximum Points: 30;
• Criteria 3. Possession of knowledge and experience in applying UN and UNDP policies and procedures governing human resource management. Weight = 20%; Maximum Points: 20; and
• Criteria 4. Familiarity with the UN System, in particular UNDP. Weight = 10%; Maximum Points: 10.

Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

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

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of Zaida Omar and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

• Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
•  The work week will be based on 35 hours, i.e. on a 7-hour working day, with core hours being between 9h00 and 18h00 daily.

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

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

Any request for clarification must be sent by email to cpu.bids@undp.org 

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.