Background

In consideration of your qualifications, we are hereby inviting you to submit an offer for this particular assignment.  To assist you in understanding the requirements of this assignment, we have attached hereto the following : 

• The Terms of Reference for the assignment described above;
• The standard Letter of Confirmation of Interest and Availability, which you must accomplish and submit to UNDP; and
• The Individual Contract and its General Terms and Conditions, which you would be expected to sign in the event you are the selected Offeror in this procurement process.  

Should you be interested and decide to submit an offer for this assignment, kindly submit directly in the online supplier portal no later than the deadline indicated in the system.

Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org  using the profile you may have in the portal, any application submmited outside Quantum will be disqulified.

This specific tender is managed via the new supplier portal system of UNDP which will in the future replace the online eTendering system currently in use. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-R47-00020, following the instructions in the user guide.

If any discrepancy between deadline in the system and in deadline indicated elsewhere, deadline in the system prevails.

We look forward to your favourable response and thank you in advance for your interest in working with UNDP.  

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The UNODC Office for the Gulf Cooperation Council Region (OGCCR) in Abu Dhabi was established to support the Governments of the United Arab Emirates (UAE) and the other five Gulf Cooperation Council (GCC) countries – Bahrain, Kuwait, Oman, Qatar and Saudi Arabia – in their efforts to fulfil their international obligations in combating drugs and crime. OGCCR has strengthened the engagement and cooperation with the six Member States and the Secretariat General of the GCC. It has also improved coordination and integration of UNODC's operational activities in the region, with the aim of enhancing and reinforcing the effectiveness of the GCC countries in their efforts to prevent and combat threats associated with illicit drugs, transnational organized crime, corruption and terrorism, while achieving health and justice for all.

Furthermore, OGCCR leads the development and manages the corporate-level approach to the Strategic Partnership with the GCC Countries, in close coordination with relevant thematic and global programmes as well as field offices, as appropriate, and with the support of the Regional Section for Africa and the Middle East (RSAME). By so doing, OGCCR ensures the consistency and coherency of the UNODC programme framework for the GCC region, its alignment with UNODC’s overall strategic framework (UNODC Strategy 2021-2025) and its contribution to the objectives of the Regional Framework for the Arab States (2023-2028), while fostering and facilitating the involvement of GCC countries in UNODC's global initiatives, programmes and strategies as well as intergovernmental bodies. OGCCR also pursues opportunities for new partnerships with governments, agencies and other stakeholders in the GCC region and promotes South-South and Triangular cooperation in order to accelerate delivery on the UNODC Strategy 2021-2025 and the 2030 Agenda for Sustainable Development.  

Duties and Responsibilities

The purpose of this assignment is to provide operational support and expertise to the OGCCR team in the implementation of the UNODC Strategic Partnership with the GCC Countries and its programme framework, under the umbrella project “Establishment of the UNODC Office for the GCC Region” (AREU51). The Individual Contractor will promote a client, quality and results-oriented approach fully consistent with UNODC rules and regulations.

The Individual Contractor will work under the guidance and direct supervision of the Programme Management Officer and the overall supervision of the Representative for the GCC Region. Moreover, s/he will work in close collaboration with the Operations, Programme and Projects staff in UNODC OGCCR, as well as UNODC HQ and UNDP staff as required to address and resolve issues of an operational and administrative nature and to exchange information.

The Individual Contractor will be expected to deliver the following key outputs:

• Carry out, coordinate and follow up on the operational, logistical and administrative arrangements (travel, accommodation, transportation, visas, airport passes etc.) for official missions of OGCCR staff, as well as other UNODC staff and experts on official mission to the GCC region, including timely requests for quotations, submission of travel requests and expense reports, preparation of notes verbales, etc.;
• Carry out and coordinate operational, logistical and administrative arrangements for the implementation of technical assistance/capacity-building activities organized or supported by OGCCR, either in person or online, including development of budgets (estimated costs), timely requests for quotations, reservations, liaison with experts and participants, coordination with successful vendor(s) for timely delivery of goods and services (e.g., venue, catering, accommodation, transportation, interpretation, equipment, etc.), preparation of official communications and information letters, etc.;
• Participate in the planning and timely conduct of procurement cases of goods and services as per project activities and in compliance with UN procurement and financial regulations and rules, including preparation of terms of reference and technical specifications for sub-contractors to ensure qualitative and objective procurement of goods and services, creation of shopping carts and/or submission of detailed requests for LVA creation, liaison with the successful vendor, confirmation of receipt of goods and services, verification of invoices and other supporting documents necessary for payment requests;
• Participate in the development of analytical progress and financial reports, detailed workplans and accompanying budgets and budget revisions;
• Coordinate and follow up on the administrative support provided by UNODC clerks and drivers on the execution of logistical and administrative arrangements for events to be held during the contract’s period.

Competencies

Corporate

• Demonstrates integrity and fairness, by modeling the UN/UNODC’s values and ethical standards;
• Promotes the vision, mission and strategic goals of UNODC;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional

• Time management and organizational skills, with the ability to undertake multiple tasks and deliver under pressure;
• Strong analytical and synthesis skills;
• Ability to work independently and achieve quality results with limited supervision and within tight schedules;
• Experience in report production;
• Ability to write in a clear and concise manner;
• Good teamwork and interpersonal skills;
• Flexibility and ability to handle multiple tasks and work under pressure;
• Excellent computer skills especially Word, Excel and Power Point.

Knowledge Management and Learning

• Ability to strongly promote and build knowledge products;
• Promotes knowledge management in UNODC and a learning environment in the office through leadership and personal example;
• Seeks and applies knowledge, information and best practices from within and outside of UNODC;
• Demonstrates a strong capacity for innovation and creativity in providing strategic policy advice and direction.

Required Skills and Experience

A. Academic qualifications:

• Bachelor’s degree in Business, Public Administration, Social Sciences, Finance, Economics or any other related fields.

B. Professional experience:

• A minimum of six (6) years of professional experience in the field of public administration, travel industry or programme management.
• Sound knowledge and professional experience in the areas of procurement, finance and travel policies.
• Previous working experience with the United Nations (UN) and knowledge of UN Financial Regulations and Rules.
• Experience in the Middle East and North Africa region.

C. Language requirements:

• Proficiency in English and Arabic (spoken and written).

1. FINANCIAL PROPOSAL

Interested candidates should indicate a daily fee for the delivery of requested services, with detailed breakdown. The daily fee must be “all-inclusive”. Please note that the term “all-inclusive” implies that all costs (professional fees, communications, consumables if any, etc.) that could possibly be incurred are already factored into the final amount submitted in the proposal. Also, please note that the contract price will be based on deliverables/outputs.

The individual contractor will be paid an all-inclusive amount calculated on the basis of the daily fee multiplied by the number of working days for each deliverable/output delivered during the assignment period, subject to the submission of Certification(s) of Payment (CoP) duly certified and confirmation of satisfactory performance of the work achieved (deliverables/outputs). Payments should be done in line with the schedule of payments hereunder, noting that the maximum number of working days for this assignment should not exceed 129 days:

II.DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSAL

RECOMMENDED PRESENTATION OF OFFER

Interested individual consultants must submit documents as per requested in Quantum system to demonstrate their qualifications. Candidates that fail to submit these documents, the application will not be considered.

1. Personal CV or P11: indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
2. Brief description of why you consider yourself as the most suitable candidate for this assignment.
3. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
4. Financial Proposal requested it should indicate the all-inclusive Deliverables/Outputs based total contract price, supported by a breakdown of costs, as per template provided. The terms “all-inclusive” implies that all costs (professional fees, travel costs, living allowances, communications, consumables, etc.) that could possibly be incurred are already factored into the final amounts submitted in the proposal. If an 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 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.

Interested candidates can find Procurement Notice, Letter of Confirmation of Interest and Availability and P11 templates on the following link:  UNDP | Procurement Notices

Interested candidates shall submit all required documents in not later than 2 April 2023

I.CRITERIA FOR SELECTION OF THE BEST OFFER

Candidates will be evaluated based on the following methodology.

Step I: Screening

Applications will be first screened and only candidates meeting the following minimum requirements will progress to the pool for shortlisting:

• Criterion A: Bachelor’s degree in Business Administration, Public Administration, Social Sciences,

Finance, Economics or any other related fields.

• Criterion B: A minimum of six (6) years of professional experience in the field of public administration, travel industry or programme management.
• Criterion C: Proficiency in English and Arabic (spoken and written).

Step II: Desk review

Shortlisted candidates will be then assessed and scored against the following evaluation criteria:

Technical evaluation criteria (max 100 points) / Weighted 70:

• Criterion A: Bachelor’s degree in Business Administration, Public Administration, Social Sciences, Finance, Economics or any other related fields (15 points).
• Criterion B: A minimum of six (6) years of professional experience in the field of public administration, travel industry or programme management (25 points).
• Criterion C: Sound knowledge and professional experience in the areas of procurement, finance and travel policies (15 points).
• Criterion D: Previous working experience with the United Nations (UN) (20 points).
• Criterion E: Experience in the Middle East and North Africa region (10 Points).
• Criterion F: Proficiency in English and Arabic (spoken and written) (15 points).

Only candidates obtaining a minimum of 49 points (70%) on the Technical evaluation will be considered for the Financial evaluation.

Financial evaluation criteria (max 30 points) / Weighted 30:

For those offers considered in the financial evaluation, the lowest price offer will receive 30 points. The other offers will receive points in relation to the lowest offer, based on the following formula: (Pl / Pn)* 30 where Pn is the financial offer being evaluated and Pl is the lowest financial offer received.

Step III: Final evaluation

The final evaluation will combine the scores of the technical and financial evaluations with the following weights assigned to each:

• Technical Criteria weight: 70%
• Financial Criteria weight: 30%

Shortlisted candidates will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the candidate whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.