Background

The United Nations Development Programme (UNDP) is the global development network of the United Nations system that is on the ground in over 140 countries, with its Headquarters in New York, USA.  The Bureau for Management Services (BMS) is a central Bureau tasked with the development of corporate strategies, policies, tools and systems in key cross-cutting management areas. Drawing on sound analytics and a risk-management approach, BMS supports the achievement of development results through management advice, innovative business solutions, and other corporate services in line with international best practices and evolving needs and expectations of development partners.  BMS also ensures policy adherence in operations management within UN Rules & Regulations, safeguarding UNDP’s accountability vis-à-vis Member States and other stakeholders.

The Office of Financial Resources Management (OFRM) performs a pivotal role within BMS and within UNDP’s global finance function, partnering with Bureaux and Country Offices. The primary role of OFRM is to maintain the financial integrity of UNDP through providing financial leadership, supporting the efficient and effective management of its financial resources, promoting financial sustainability and responsible resource allocation in the context of a fluctuating funding environment. This is accomplished by the development and implementation of sound financial policies and practices, oversight of corporate financial management performance, and flexible scalable support to resource

allocation. OFRM is a key source of information for the Executive Board, General Assembly, to Partners and wider civil society. It supports transparency through the provision of on time and quality statutory and other financial reports that comply with international standards and regulatory guidelines.

OFRM ensures effective and efficient integrated resources management through a continuous and robust process comprising:

• Formulation and implementation of corporate financial and administrative strategies, policies and procedures.

• Formulation, alignment, documentation and implementation of UNDP’s funding frameworks, assuring their integrity, viability and alignment with the Strategic Plan.

• Provision of policy guidance, advisory services and operational support to strengthen client capacities and help them achieve results, seeking to build consensus within UNDP and with key stakeholders on critical budgetary related matters requiring Executive Board legislation.

• Administration of the organization’s internal control framework, overseeing and monitoring financial management of all global UNDP offices, including through formulation/implementation of resource planning, management and oversight tools and reports.

• Promoting clear accountability for financial transactions and producing financial statements, including financial reporting to donors and the UNDP Executive Board.

UNDP uses PeopleSoft ERP system, referred to internally as “Atlas” which was implemented in 2004 and comprises various modules including, Accounts Payable, Contracts Module (used for management of revenues and receivables), General Ledger, Treasury Module, Human Resources, Grants and Project Management, Bank-to-Book (B2B) and Asset Management modules. Given the decentralized nature of UNDP’s operations with presence in over 140 country offices, access to the Atlas is controlled via customized user profiles and access rights which permit users to access and perform specified functions in accordance with their approved access rights. UNDP has embarked on the process of migrating from the current PeopleSoft ERP to Oracle Cloud ERP to improve internal processes and keep up with evolving industry standards. The Cloud ERP project is in the design phase. The system is expected to go-live on 1 Jan 2022 for the core modules and the functionality is expected to be rolled-out gradually within the HQ and the Bureaus and to the country offices in phases. The system stabilization and staff support activities requiring expert input will continue till at least Q2, 2022. The Chief Financial Officer (CFO) is responsible for the implementation of financial processes in the Oracle Cloud ERP.

Due to the central role FPMR plays in the accounting function at UNDP, FPMR will be heavily involved in the implementation of the Oracle Cloud ERP including the review and configuration of the new ERP and will play a key role in the configuration of all modules in the new ERP that result in recording of financial transactions.

FPMR is looking to hire a consultant to support the unit to undertake specific functional and technical work to support project milestones related to the financial management activities.

Duties and Responsibilities

A consultant is sought to support BMS/OFRM/FPMR ERP activities related to the implementation of the Oracle Cloud ERP. Specifically with reference to the ERP implementation, the consultant’s work with cover the following areas of the Cloud ERP Project:

1. Assess the CFRA Data Preparedness Plan in conjunction with the OFRM-wide Data Preparedness Plan and present a detailed and prioritized plan.

2. With the assistance of dedicated UNDP project staff, perform the clean-up of data and reconciliation of account balances to ensure that the transition to Cloud ERP can be executed at the appropriate (new) CoA level with minimal need for referral to legacy Atlas data in the future. The clean-up of data and reconciliation of account balances as per the detailed plan in Milestone 1 will including the following activities as needed:

   1. Lead and perform the clean-up of data and reconciliation of account balances to ensure a smooth transition from PeopleSoft to the Oracle Cloud ERP

   2. Conduct data analytics on the general ledger (GL) account balance.

   3. Perform in-depth analysis of GL accounts, with a focus on priority areas per the Data Preparedness Plan

   4. Review transactions in Atlas to identify the reasons for outstanding or invalid balances and propose and implement solutions to clear the balances.

   5. Create accounting entries via GLJE module as necessary.

   6. Communicate with responsible HQ units and Country Offices to undertake corrective actions or conduct additional review, as well as to ensure required actions are completed.

   7. Review and/or verify financial transactions/activities posted to GL.

   8. Support data cleansing of GL account balances in coordination with respective business owners

       

3. Assess, prepare, test and execute the data conversion plan. This work will require the consultant to:

   1. Work with the ERP Project Team on the balance conversion strategy, approach and documented plan.

   2. Verify and validate the mapping of Atlas account balances to Oracle Cloud account balances and provide input.

   3. Test the balance conversion plan and report on results and expectations going forward

   4. Support the FPMR functional managers with any final data clean-up, data conversion, testing, and other project activities to ensure the integrity of the migration from the PeopleSoft ERP to the new Oracle Cloud ERP.

      While this is a home-based milestone delivery assignment, the consultant will, at times, be asked to take part in functional and technical meetings. The consultant will be expected to:

• Attend Oracle Cloud implementation meetings and incorporate ongoing developments for the assignment outputs and updates to the FPMR supervisor and management.

• Prepare discussion notes, provide regular summaries of the status of clean-up activities against the plan, option papers, reports and analysis to support the data preparedness for FPMR and go-live phase of the project for the data conversion as/where needed; and

• Provide technical and functional input to resources working on the FPMR data preparedness plan and detailed plan as per Milestone 1 above.

Expected outputs and deliverables: in line with the scope of work above and specific bullet points.

Competencies

Key competencies required:

• Sensitivity to cultural, gender, religion, race, nationality and age differences.
• Demonstrated ability to provide guidance and oversight in the area of financial and administrative management.
• Experience in data analyses and troubleshooting of data with issues in an ERP system (ideally PeopleSoft will be a distinct advantage).
• Proven skills and ability to identify issues, formulate opinions, draw conclusions and recommend solutions.
• Ability to assess risks and correctly analyze the likelihood of occurring and prioritize any necessary action to risks with the largest business impact.
• Strong financial management and accounting skills.
• Knowledge of the financial frameworks, programme policies & procedures of UNDP and/or UN entities.
• Experience in large-scale ERP implementation projects including data conversion. Experience with PeopleSoft ERP is a distinct added advantage.
• Thorough & proven understanding of common business and project management practices.

• Knowledge of UNDP Financial Regulations and Rules, policies and procedures.

Required Skills and Experience

Required Skills and Experience

Academic qualifications:

Bachelor’s University Degree in Business Administration, or Finance/Accounting or other relevant technical/quantitative area.

Experience:

• Minimum 15 years’ experience in financial management position(s) for large international organizations, required.
• Experience with ERP systems is required. Experience with Peoplesoft and Oracle Cloud ERP will be an added advantage.
• A sound and detailed understanding of IPSAS or IFRS utilized by international organizations is required.  Experience with UNDP Finance and Accounting procedures will be an added advantage.
• Familiarity with international development and the UN system is desirable. UNDP experience will be an added advantage.
• Analytical capabilities combined with strong interpersonal, verbal and written communication skills.
• Experience and ability to communicate effectively in groups and formal meetings.

• Proven expertise data analysis in ERP systems, specifically PeopleSoft; experience with data clean-up and data conversion will be a distinct added advantage.

Language:

• Fluency in written and spoken English is required.

• Working knowledge of another UN language is an advantage, particularly Spanish or French.

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 experiences 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 shall specify a total lump sum amount, and payment terms around the specific and measurable deliverables of the TOR. Payments are based upon output, i.e., upon delivery of the services specified in the TOR, and deliverables accepted and certified by the technical manager.

• 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.

• 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.  Experience with ERP systems, preferably PeopleSoft or Oracle Cloud ERP. Weight = 30 %; Maximum Points: 30;
• Criteria 2. Demonstrable experience in financial management, including data cleaning and data conversions related to ERP implementations Weight = 20 %; Maximum Points: 20;
• Criteria 3. Analytical skills combined with strong verbal and written communications skills. Weight = 20 %; Maximum Points: 20; and

Having reviewed applications received, UNDP will reach out to the the top shortlisted candidate.

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 the direct supervisor is the Chief, Financial Business Advisors and will be responsible for the fulfilment of the deliverables as specified above.

The Consultant will be responsible for providing her/his own laptop.

Payment modality

Payments are based upon output, i.e., upon milestone delivery of the services specified above and 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.

The payments should be backloaded to ensure consistency of the interim milestones with the final deliverable and the realization of the plans.
 

OFRM recognizes the large scale of the project and inherent dependencies of various elements on the assignment. The delivery, timeliness and the quality of the specific milestones will be evaluated against the overall project status without prejudice to the consultant.

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