Historique

UNDP Global Mission Statement

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

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 for Afghanistan (LOTFA), which supports the Government in developing and maintaining the Afghan National Police (ANP) and the Central Prisons Department (CPD) in efforts to stabilize the internal security environment. Major demobilizations, disarmaments and rehabilitations 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 to maximize the impact of its development efforts on the ground.

Organizational Context

Law and Order Trust Fund for Afghanistan (LOTFA)

UNDP, the Government of the Islamic Republic of Afghanistan (GIRoA) and donors in 2015 revised LOTFA to allow for a planned transfer of non-fiduciary payroll management responsibilities from UNDP to the MOIA. Donors and government agreed on a set of Donor Conditions to be met to allow for transition by December 2017. Under the revised Trust Fund, two separate but complementary projects were formed: The Support to Payroll Management (SPM) project which focuses on supporting the Ministry of Interior Affairs (MOIA) payroll management and transition; and the MOIA and Police Development (MPD) project which focuses on developing national capacity for self-sustained reform and improvement of the MOIA as an institution, as well as police professionalization.

During 2016, it became apparent that the transition process required additional support to ensure overall coordination between the involved partners with specific responsibilities under the Donor Conditions (MOF, MOIA, UNDP and CSTC-A), monitor individual partners’ progress against the Donor Conditions and to facilitate interinstitutional relations to address implementation and coordination challenges.

Support to Payroll Management Project (SPM)

The SPM is a dedicated payroll management project with approximately 20 national staff and 2 international staff working closely with MOIA staff from the Budget & Finance, HR and ICT departments to ensure timely payment of Salaries and incentives to the Afghan National Police (ANP) and Central Prison Department (CPD) officers.

The expected outcome of the SPM project is GIROA’s (i.e. MOIA) ability to independently manage all non-fiduciary aspects of payroll for the ANP and CPD, including producing relevant reports for donors in their specified formats. MOIA should also be able to manage the full range of functions related to payroll, i.e. human resources, accounting, and information and communication technology in a seamless manner.

The project is divided into 6 outputs as follows:

• Output 1 ensures that updated policies implemented, business processes developed and applied to support independent MOIA payroll management.
• Output 2 entails building the capacity of MOIA personnel (in Payroll, Human Resources, Finance, ITC etc.) to undertake all payroll processes and tasks to agreed standards.
• Output 3 covers MOIA’s payroll systems update and reconciliation to support independent assurance work of the Monitoring Agent on the MOIA payroll expenditure and personnel headcount, which will also facilitate data migration from the current payroll system to the upcoming one.
• Output 4 covers the provisions of the necessary infrastructure to support the full functionality of MOIA payroll systems during and after the transition of payroll management from the SPM project to the MOIA.
• Output 5 is the core function of the SPM project as it entails the transfer of funds, on a timely and regular basis, to MOF for Police Pay.
• Output 6 is the SPM Project management component which is to ensure that the rest of the outputs get implemented in accordance with the project document and in a timely, efficient, accountable and effective manner.

Background on the Web-enabled Electronic Payroll System (WEPS)

UNDP/LOTFA has been managing the MOIA’s payroll systems and working to build the capacity of the MOIA to manage its payroll since 2002. the LOTFA created in-house capability of software development and developed Electronic Payroll System (EPS) - a client server based solution which was further enhanced (in 2015/16) to Web-based Electronic Payroll System (WEPS). In 2015, and international Consultant (IC) was hired to produce and systems documentation of WEPS. The IC made recommendations which have been implemented.

Over the years, the WEPS system has been facing some challenges, ranging from systems challenges to internal control weaknesses in the end-to-end payroll management processes, as well as weak capacities.

The system is used by 153 payroll stations across the country to process payroll documents and can be accessed from any computer on the MOIA’s intranet, with the required profiles. The SPM project supports the MOIA to fulfill its responsibility for deployment, maintenance and functioning of WEPS. The system generates payroll documents to be fed into Afghanistan Financial Management System (AFMIS) for purposes of generating salary disbursements by the MOF.

Objective of the Assignment

The overarching objective of this assignment is to undertake a complete end-to-end payroll systems review to determine whether the information systems(WEPS) safeguard assets, maintain data integrity, achieve organizational goal effectively and consume resources efficiently.

Devoirs et responsabilités

Scope of Work and Deliverables:

The specific scope is as follows:

• Review and assess the payroll processes relevant to WEPS from initiation to completion by studying documents, interviewing staff of SPM and MOIA finance and Budget Directorate; Provincial Finance and Human Resources Officers (PFOs/PHROs);

• Review and assess linkages/relationships between WEPS and other relevant systems such as the AFMIS (Afghanistan Financial Management Information System);

• Review previous Monitoring Agent’s findings, particularly those relating to system audit findings;

• Identify the current information gaps in facilitating reconciliation of WEPS’s payroll figures and AFMIS’s payments and recommend a suitable workable solution;

• Conduct walk through sessions at a payroll station (s) to observe and interact with relevant officers for a better practical appreciation of the way work is carried out;

• Hold a focus group session with the SPM WEPS team to obtain a much-detailed understanding of the system and the challenges it faces;

• Provide subject-matter expertise on segregation of duties and control of responsibilities and formulate recommendations for a better design and implementation of internal controls related to WEPS;

• Review and assess current in-house expertise and advise for the restructuring/reorganization of the payroll management system, where necessary;

• Review the existing backup procedure, identify the gaps and recommend a suitable solution;

• Conduct a comprehensive risk analysis related to payroll processes as it relates to IT technology and operability, including risk prevention and mitigation measures;

• Assess WEPS user satisfaction with the system to identify areas for improvement.

• Review system configuration and functionality – ensuring consistency with the WEPS design (reverse- engineered) document and advise on any needed improvements.

• Identify and recommend operational requirements for improvement of the WEPS system as related to the existing payroll technology, including:

  • Sensible validation rules;

  • Rules and modalities to log-in to the system; and;

  • Accountability measures to track and report changes made to the data recorded and stored in the payroll database;

  • Assess the existing WEPS system and data security and recommend a comprehensive and solid security measures to further secure the same;

  • Assess the existing WEPS system availability and recommend a detailed and viable solution to minimize system downtime;

  • Assess the WEPS system’s performance and recommend practical measures to further improve and enhance it.

Deliverables/Output; Estimated time to complete and Payment percentage:

• Deliverable 1: Submission and approval by the SPM Project of Workplan and inception report: Week 2 (7 working days) 10%

• Deliverable 2: Submission of a draft report on the findings and recommendations: Week 7 (23 working days) 50%

• Deliverable 3: Submission and acceptance by SPM project of the final report and recommendations incorporating all comments: Week 8 (5 working days) 10%

• Deliverable 4: Report of the stakeholder workshops conducted to discuss the draft final report and recommendations: Week 9 (5 working days) 10%

• Deliverable 5: Submission and acceptance by SPM project on the following: Produce and present a detailed action plan for the implementation of the recommendations of the final report: Week 10 (5 working days) 20%

Payment Modality: 

Payments under the contract shall be delivery based and be made on receipt of the specific milestone reports indicated above, and including a timesheet according to UNDP procurement formats for individual contractors. These shall be as indicated in the table above, and shall be made upon approval by the relevant SPM managers. The draft of the assessment and recommendations will be reviewed by both the MOIA concerned departments and UNDP SPM Management. Upon receipt of final comments, the consultant shall finalize the report for formal acceptance by UNDP at which point the final payment shall be released.

Compétences

Corporate Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards;

• Promotes the vision, mission, and strategic goals of UNDP;

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

• Treats all people fairly without favoritism.

Functional Competencies:

• Ability to lead and implement capacity development approaches;

• Ability to implement public administration reform processes;

• Ability to lead formulation, oversight of implementation, monitoring and evaluation of development projects;

• Ability to apply development theory to the specific country context to identify creative, practical approaches to overcome challenging situations.

Management and Leadership:

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;

• Consistently approaches work with energy and a positive, constructive attitude;

• Demonstrates openness to change and ability to manage complexities;

• Ability to lead effectively, mentoring as well as conflict resolution skills;

• Demonstrates strong oral and written communication skills;

• Remains calm, in control and good humored even under pressure;

• Proven networking, team-building, organizational and communication skills.

Qualifications et expériences requises

Academic Qualifications:

• Master’s degree in IT or other relevant fields from an accredited college or university;

• Professional IT/IS qualification;

• Internationally recognized professional IT/IS qualifications such as CISA, CGEIT, or equivalent.

Experience:

• 7 years of practical experience in enterprise IT management, project management, information system audits and assurance, or similar;

  Direct relevant work experience in providing similar assignments to governments, and/or international organizations;

• Prior experience working in Afghanistan or other in-conflict developing country, on similar assignments will be considered an asset;

• Prior experience with the UNDP is highly desirable.

Language:

• Excellent written and oral English skills a necessary requirement.

Working Arrangements:

Institutional Arrangement

The IC will work under the overall supervision of the Support to Payroll Management Project Manager and in close consultation with the LOTFA (SPM/MPD) project teams, MOIA, MOF, and UNDP Rule of Law and Human Security Unit. SPM project will provide office space and internet facility, logistical and other support service including transport and security applicable to UNDP international personnel. The candidate however is expected to bring his/her own laptop and mobile phone (UNDP will provide a local pre-paid sim card).

Duration of the Work

The performance under the contract shall take place over total contract duration of 10 weeks with maximum 45 working days.

Duty Station

The duty station for the candidate is Kabul, Afghanistan for the entire duration of the contract. Limited field visits outside Kabul are envisaged under the contract. The candidate will be required to report regularly and be present at LOTFA/SPM during the working hours. The candidate will follow the working hours and weekends as applicable to LOTFA/SPM staff. Candidate’s movement for meetings and consultations shall be coordinated by LOTFA/SPM. The candidate will always be required to observe UNDP security rules and regulations.

Price Proposal and Schedule of Payments:

The contractor shall submit a price proposal as 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 and medical evacuation). The number of working days for which the daily fee shall be payable under the contract is 45 working days;
• Living Allowance (LA) – The contractor shall propose a LA at the Kabul applicable rate of USD 162 per night for his/her stay at the duty station. The number of nights for which the LA shall be payable under the contract is 69 nights. The contractor is NOT allowed to stay in a place of his/her choice other than the UNDSS approved places. UNDP will provide MORSS compliant accommodation in UNOCA complex to the contractor. The payment of accommodation shall be made directly by the contractor;
• Travel & Visa – The contractor shall propose an estimated lump sum for home-Kabul-home travel 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 abovementioned schedule of payment.

Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology:

Cumulative analysis

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

• 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.

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 Criteria 70 points

Technical Proposal (25marks)

• Technical Approach & Methodology (20 marks) – Explain the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach;
• Work Plan (5 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (45 marks) [evaluation of CV]:

• Oral Interview – 25 Marks;
• General Qualification (10 marks);
• Experience relevant to the assignment (10 marks).

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:

• Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II);
• 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.

Technical proposal:

• Brief description of why the individual considers him/herself as the most suitable candidate for the assignment;
• A methodology, on how they will approach and complete the assignment and work plan as indicated above.