Background

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience to sustain development results.

As the world faces unprecedented levels of humanitarian need, there seems to be no end to many crises. The average amount of time people worldwide live in displacement is now 17 years and the average conflict lasts for seven years. Natural disasters occur more frequently and are more intense, with 1.7 billion people affected over the last decade – most of them living in poverty. Working alongside humanitarian and peacebuilding actors, as endorsed by global leaders at the 2016 World Humanitarian Summit, UNDP helps affected communities return to sustainable development as soon as possible, while building resilience to future shocks.

Crisis response is broadly defined by UNDP as a response to sudden-onset and escalating protracted crises, conflict and disasters. In 2018 UNDP officially revised its Standard Operating Procedure (SOP) for immediate crisis response to provide a robust institutional and operational framework so that critical decisions and actions can be taken quickly in response to crisis situations. The SOP aims to ensure a transparent and fast process for Country Offices (CO) to request and receive critical corporate assistance to respond to a crisis and initiate early recovery activities. The SOP focuses on the relatively brief period between the onset or identification of an imminent crisis and the point when a CO has in place the resources to implement recovery and resilience initiatives. This period is context-specific, but on average lasts six months, or longer in protracted crises. When responding to crises, UNDP does not operate under a ‘business as usual’ model; instead, it scales up its corporate support to COs and then scales down crisis response mechanisms as soon as the CO has the capacity to support recovery.

The Regional Bureaux, at Headquarters (HQ) and in the Regional Hub[1], lead the coordination of the UNDP corporate crisis response, with support from the Crisis Response Unit (CRU) and in close consultation with the Bureau for Programme and Policy Support (BPPS), the Bureau for External Relations and Advocacy (BERA) and the Bureau for Management Services (BMS). The SOP outlines the relationships, responsibilities and communication between the CO, Regional Bureau, Central Bureaux and CRU during the crisis response, noting that the role of the Regional Hub might differ from one region to the other.

On average, UNDP carries out every year up to four After Action Reviews (AAR) in countries where it was involved in crisis response. The AAR are meant to be as structured reflection after a crisis to help the organization to identify strengths and weaknesses, positive and negative lessons learned, how to sustain what was done well and identify areas for improvement. The AAR formulate actionable recommendations for improving UNDP crisis response policy and practice. Ideally an AAR takes place after the first 3-4 months of a response.

As per the corporate accountability framework for crisis response, the Crisis Response Unit (CRU) leads the planning, coordination and dissemination of corporate AAR.

[1] UNDP has regional hubs in Addis Ababa, Amman, Bangkok, Istanbul, and Panama.

Duties and Responsibilities

The objective of this AAR is to examine relevance, efficiency, and effectiveness of UNDP’s response to a crisis in a country and with a reference period to be agreed with UNDP. The AAR will highlight lessons learned that would help strengthen the functioning, performance and efficiency of UNDP response including: UNDPs corporate and country level programmatic and operational response; UN and interagency coordination; contribution to post-disaster needs or recovery and peace-building assessments as well as to recovery processes.

The AAR will address the following primary questions:

1. How effective was UNDP’s internal and, when relevant, interagency coordination?

2. How timely and efficient was UNDP’s management decision-making?

3. How efficient was the UNDP SURGE mechanism (i.e. the UNDP staff and experts deployment mechanism)?

4. How relevant, efficient and effective were the main contributions of UNDP to the crisis response (includes programme and operations elements)?

5. How effective was UNDP’s communications and resource mobilization?

   Methodology

Typically, an AAR uses mixed methods with information gathered from primary and secondary sources. This includes desk reviews of documents, key informant interviews and focus group discussions, presentations of AAR findings with relevant stakeholders including headquarters (i.e. Central and Regional Bureaux involved), the country office and deployed personnel. When applicable, surveys can be organized to collect relevant data for the AAR.  Annex 1 of this terms of reference provides an indicative and non- mandatory sample set of questions to be used in the AAR:

III. EXPECTED OUTPUTS AND DELIVERABLES 

Under the direct supervision of the Program Specialist (CRU Rapid Response and Preparedness Team), and in coordination with CRU Crisis Coordination Team as well as the relevant Regional Bureau and the Country Office, the consultant for the AAR exercise will:

1. Lead the AAR exercise from preparation to final delivery in close collaboration with CRU, the Regional Bureau and the Country Office.

2. Draft an inception report that includes an overview of the facts and events relevant to the ARR, the AAR work plan that includes timelines, final methodology and key questions, proposed table of content for the report, list of stakeholders to be interviewed, in country mission schedule, among others.

3. Gather and review, with support from UNDP Crisis Response Unit, all the necessary documents related to the Global, Regional and Country level response, including relevant procedures and practices.

4. Lead the consultations processes related to the AAR, including preparatory meetings, surveys when relevant, in country visit in UNDP’s country office, focus group discussions, debriefings and report presentation by liaising and coordinating with all relevant stakeholders.

5. Lead an analysis of responses collected through key informant interviews and focus group discussion based on the objective and scope, including the primary questions, of the AAR and in adherence with the methodology.

6. Produce a draft AAR report with findings and actionable recommendations[1], compile and address comments that arise from the internal circulation of the draft report.

7. Prepare and facilitate a presentation of the AAR findings and recommendations with relevant stakeholders in the country office and in UNDP Headquarters and

8. Produce a final AAR report complemented by a two-pager document summarizing the key findings and recommendations, for submission to UNDP.

Payments under this contract will be delivery-based with the various installments being processed upon receipt of key deliverables, as follows:

[1] The recommendations will have a forward-looking view, with aim to identifying best practices and innovations that can be systematized, as well as practices that need to be avoided in the future. At the extent possible, the recommendations will also define areas for further investment and improvement in crisis response.

[2] Not binding, for consultant consideration only.  The payment will be delivery based only.

[3] The recommendations will have a forward-looking view, with aim to identifying best practices and innovations that can be systematized, as well as practices that need to be avoided in the future. At the extent possible, the recommendations will also define areas for further investment and improvement in crisis response.

Competencies

Ethics & Values:

• Demonstrating / Safeguarding Ethics and Integrity;
• Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness:

• Demonstrate corporate knowledge and sound judgment understands the structure and hierarchy of UN/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients;
• Excellent knowledge of humanitarian and recovery issues and internationally-agreed humanitarian and recovery standards.

Working in Teams:

• Acting as a team player and facilitating team work;
• Works collaboratively with colleagues inside UN/UNDP as well as its partners and other stakeholders to pursue common goals.

Communicating Information and Ideas:

• Facilitating and encouraging open communication in the team, communicating effectively;
• Summarizes and delivers verbal/written information with tact, in a timely, clear, organized and easily understood manner;
• Excellent oral and written skills to develop knowledge products in relevant areas;
• Strong communication skills and the ability to listen and take direction and leadership from others.

Self-Management & Emotional Intelligence:

• Creating synergies through self-control tolerates conditions of stress, uncertainty or ambiguity and continues to maintain a positive outlook and to work productively.

Knowledge Sharing & Continuous Learning:

• Ability to efficiently handle and share information and knowledge.

Functional competencies:

• Knowledge of emergency preparedness and response, including early recovery policies, and inter-agency mechanisms;
• Ability to adopt and apply methodology and tools for After Action Reviews (AAR) in emergency and crisis situations;
• Outstanding analytical skills and excellent capacity to summarize complex information from multiple sources.

Required Skills and Experience

Academic qualifications:

• Master’s Degree or equivalent, including but not limited to International Development, Humanitarian Studies, Development Studies, Programme evaluation, Economics, Political Science, Planning is required.

Experience:

• At least 7 years of professional experience providing advisory support and technical advice in emergency and crisis response and recovery is required;
• Experience in conducting After Action Reviews (AAR) for emergency and humanitarian response, particularly in disaster and/or conflict crisis contexts. Proven record of producing AAR reports is required;
• Experience in emergency preparedness and response planning, reporting and coordination is an asset;
• Exposure or relevant experience to develop and/or manage knowledge management systems and capacity development exercises is an asset;
• Field experience in emergency response in disaster and/or conflict crisis contexts and preparedness is required;
• Proven ability to work under pressure with quick turnaround deadlines, and to deliver in a timely manner within cost and quality standards is an advantage;
• Computer proficient and well versed in the use of Microsoft Office and other relevant programs including the use of internet, Excel and Word is required;
• Proven ability to work in a multicultural setting is an advantage.

Language:

• Fluency in English is required.
• Proficiency in French and/or Spanish an advantage

Application Procedure

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

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

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; cost of travel from the home base to the duty station and vice versa, where required; 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.

• 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. All mission travel for this assignment will be arranged by UNDP.

• 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% (700 points):

• Criteria 1. Professional experience providing advisory support and technical advice in emergency and crisis response and recovery Weight = 20%; Maximum Points: 200;

• Criteria 2. Experience in conducting After Action Reviews (AAR) for emergency and humanitarian response - Weight = 20 %; Maximum Points: 200;

• Criteria 3. Experience in emergency preparedness and response planning, reporting and coordination – Weight = 10 %; Maximum Points: 100;

• Criteria 4: Exposure or relevant experience to develop and/or manage knowledge management systems and capacity development exercises –  Weight = 10 %; Maximum Points: 100

• Interview: Weight = 10 %; Maximum Points: 100.

Having reviewed applications received, UNDP will invite the top three/four candidates meeting at least 420 points for interview. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (300 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

An independent consultant will be recruited to conduct the AAR. He/she will report to the Crisis Response Unit (CRU) Rapid Response and Preparedness Team who will oversee the day-to-day management of the consultant, with support from the Crisis Coordination Team, the relevant Regional Bureau and the Country Office. The final report will be presented to the Regional Bureau and CRU for final endorsement.

UNDP will assist the consultant with the following:

• Provide all relevant documents through an online file sharing system.These should include sample CRU AARs, known AARs of other agencies involved in the crisis response, any back-to-office or end-of-mission reports that might be available, minutes of Crisis Board meetings, internal reports on key events, and other documents recording key business decisions regarding the crisis response
• Provide names and contact details of AAR focal points in country, in HQ, including the Regional Hub, all SURGE deployees, and other relevant stakeholders. Several of them will be included in focus groups or individual key informant interviews

 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.

Framework Agreement

UNDP plans to enter into the Long-Term Agreement (LTA) with the two TOP ranked successful Individual Contractor/s to assure resources availability at the required timeframe and/or increased demand for services requested. The first ranked candidate will be the Primary LTA holder while the second ranked will be the secondary LTA holder. The service of who will be used on an intermittent and repetitive basis when needed and based on the fixed daily rate.

Please note that the LTA does not form a financial obligation or commitment from UNDP at the time the LTA contract is signed, and that such an agreement is non-exclusive. When a specific need arises, the Primary LTA holder will be approached and be provided with a specific TOR and deliverables (and time frame) but still within the scope of the responsibilities stated in the LTA. The Primary LTA holder is expected to provide Confirmation of Interest on the specific services required. If the primary LTA holder is not available, the secondary LTA holder will be contacted. Financial commitments will only be established each time a Purchase Order for the specific services/TOR for Individual Contractor is committed. The purchase order will be based on the agreed LTA Daily Rate Consultancy Fee.

This LTA will have a cumulative ceiling amount that may accrue to the individual contractor during the life of the LTA, but said amount shall remain as an upper limit, and must not and cannot be interpreted nor understood as neither a financial commitment nor guarantee of business volume.

The duration of LTA is for a total of 300 days over a 3-year period subject to satisfactory contract performance, funding and project demand.