Consultancy – Financial Management Consultant, BMS/OFM


Localidad : Home based (expected to work during NY business hour and interaction with Kuala Lumpur)
Fecha límite de postulación :11-Jul-22 (Medianoche Nueva York, Estados Unidos)
Categoría adicional :Gestión
Tipo de contrato :Individual Contract
Nivel de puesto :International Consultant
Idiomas requeridos :
Inglés  
Fecha de comienzo del contrato :
(Fecha en que se espera que comience el candidato seleccionado)
29-Jul-2022
Duración del contrato inicial :8 Months
Duración esperada del puesto :8 Months with possibility of extension for additional 6 months subject to availability of funds

El PNUD está comprometido con lograr la diversidad de su personal en términos de género, nacionalidad y cultura. Se alienta por igual a las personas que pertenecen a grupos minoritarios, a pueblos indígenas o que tienen alguna discapacidad a presentar su candidatura. Todas las solicitudes se tratarán con la mayor confidencialidad.

UNDP no tolera la explotación y el abuso sexual, ningún tipo de acoso, incluido el acoso sexual, ni la discriminación. Por lo tanto, todos los candidatos seleccionados serán sometidos a una rigurosa verificación de referencias y antecedentes.


Antecedentes

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 Management (OFM) performs a pivotal role within BMS and within UNDP’s global finance function, partnering with Bureaux and Country Offices. The primary role of OFM 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. OFM 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.

OFM 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. The Division is seeking services of a consultant to undertake specific functional and technical work to support project milestones related to the financial management activities.


Deberes y responsabilidades

A consultant is sought to support OFM ERP activities related to the design, realization, testing, system integration and roll-out of the Oracle Cloud ERP for financial management processes as defined in the Cloud ERP process ownership matrix.

Specifically with reference to the ERP implementation, the CFO accountability covers the following broad functional areas:

  1. Process ownership of L1 processes directly or through delegation to the Deputy Directors, Section Chiefs, or other managers. This covers the financial management business processes realized through the General ledger, Accounts Payables and Receivables system functionality and the production of statutory financial reports, and the provision of donor reports, management, and operational information systems.

  2. Internal control framework and implementation of the framework in the ERP systems.

  3. Sound integration of various ERP components to provide confidence in the accuracy of official books of accounts for UNDP.

  4. Facilitating and implementing change management throughout the ERP implementation and providing

  5. Ensure enabling process and policy framework to adopt the best business practices prescribed by the software vendor for financial as well as programme management activities while ensuring consistency with the application financial regulations.

    Expected outputs and deliverables:

    The specific responsibility areas for the consultant and the associated deliverables will include:

Output description

Projected completion date

Projected no working days

Review and approval

% of payment

Milestone 1:

Review Quantum UAT-II test scenarios for financial management processes and assess the quality of test results.
 

Output:

  • Monitor UAT-II test script execution in the DevOps tool and provide the test case execution and test quality assessment to the BMS OFM integration lead. This will include periodic assessment updates to process leads and system testers including the need for course correction, where required.
  • Propose necessary adjustments to the DevOps test scripts database to ensure comprehensiveness and alignment with the Finance funciton business needs with reference to the legacy ERP, business scenarios and other stated functional requirements for Quantum.
  • Support the Finance function in the review of complex business test scenarios and discussion notes for timely decision making.
  • Support the project team and the finance managers responsible for the Internal Control Framework implementation on designing the Quantum Finance User profiles and creation of test scripts to support specific ICF modalities.

Dependencies:  The milestone will be highly sensitive to state of the Quantum configuration and the progress across the Finance function including the Global Shared Services Centre operational and finance teams. The consultant will coordinate UAT-II review and assessment work with Finance testers, managers, leads and the project team. The reporting will be through timely update of documents on various Quantum Team sites.

Due Date: 30 September 2022

 

30 September 2022

56 days available

(15 July to 30 September)

Chief Financial Officer

20%

Milestone 2:

Support solutioning of Atlas GL journal ledger scenarios in Quantum in technical cooperation with partner agencies.
 

Output:

  • Review legacy processes around the legacy ERP general ledger journal processes to solution the functionality in Atlas. The consultant contributes by providing functional and technical inputs, assessing the technical feasibility of the solutions and as needed coordinating with partner agencies on adopted solutions.

Dependencies:  The preparatory work on the journal scenarios has been already been initiated by BMS OFM, however, the revised implementation schedule has delayed configuration review and technical discussions/decisions/workarounds. The solutioning will be a shared responsibility between the agency functional and technical teams.

Due Date: 30 September 2022

 

30 September 2022

56 days available

(15 July to 30 September)

Chief Financial Officer

20%

Milestone 3:

  • Assess key Finance SOPs to ensure conformity with agreed business processes and the Quantum configuration.
  • Summarize key financial SOPs and process steps into training material for BMS OFM staff,
     

Output:

  • Assess selected Finance SOPs to ensure conformity with agreed business processes and the Quantum configuration. The quality assurance will be in line with the UAT testing, test results and documented configuration decisions.
  • Contribution to/validation of select training material/user guides in support of Milestone 4.
  • The SOPs will be developed by the Finance operational teams and the BMS OFM integration lead will select specific SOPs for review.

Dependencies:  The consultant will provide technical input on the SOPs with reference to the familiarity with Oracle Cloud functionality and UNDP configuration of the productive instance. Completion of operational activities and formalization of the configuration choices/decisions, status of design/realization discussion, the readiness of Quantum configuration will be important factors in achievement of the activity.

Due Date:  15 Dec 2022

 

15 December  2022

54 days available

(1 October to 15 December 2022)

Chief Financial Officer

20%

Milestone 4:

Support the development of go-live user support strategy and deployment framework for BMS OFM.

Output:  Contribution to the user-support and deployment strategy.

Dependencies:  Finalization of the user support strategy by ITM.

Due Date: 15 Feb 2023

 

15 February 2023

43 days available

(16 December to 15 February 2023)

Chief Financial Officer

10%

Milestone 5:

  • Ensure availability of appropriate working documents on the BMS OFM Teams Site relating to position papers, team discussions, discussion notes etc. to supplement the Quantum project team site.

 

Output:  Availability of key project documentation used as source documentation or delivered as output to Finance by the consultant.

Dependencies:  This will be an ongoing activity. The information made available will supplement the documentation maintained by the project team and the process leads. Full achievement of this milestone will be dependent on sharing of relevant documentation by the BMS OFM project team.

Due Date: 15 Feb 2023

 

15 February 2023

43 days available

(16 December to 15 February 2023)

Chief Financial Officer

30%

The consultancy work focuses on a coordination role in the project. Input on technical matters will be required from the consultant to support the review/assessment/evaluation activities as outlined in the milestone outputs. The consultant, however, is not responsible for the ERP implementation outcome. Given the dependence of planned deliverables on the overall implementation progress, the timing and sequence of the milestone may be adjusted and fine-tuned. The milestone completion will be assessed by the CFO considering the Quantum project developments.

While this is a home-based milestone delivery assignment, the consultant will be responsible for taking 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 OFM management.
  • Prepare discussion notes, option papers, reports and analysis required by other stakeholders for review to support the design, modelling, realization and go-live phases of the project.
  • Provide technical and functional input to OFM policies and procedures that will be impacted by the migration from the PeopleSoft to Oracle Cloud ERP. This is an essential aspect of and the key driver of the deliverables

OFM 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.


Competencias

  • 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.
  • 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 Oracle ERP is a distinct added advantage.
  • Thorough & proven understanding of common business and project management practices.


Habilidades y experiencia requeridas

Academic qualifications:

 

Experience:

  • At least 10 years’ experience in senior financial management position(s) for large international organizations, required.
  • Audit experience in a large public auditing firm will be an added advantage.
  • Experience with ERP systems is required.

  • Experience with Peoplesoft and Oracle Cloud ERP will be an added advantage.

  • Experience and 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.
  •  Programme country office experience is desirable.
  • Analytical capabilities combined with strong interpersonal, verbal and written communication skills.
  • Experience and ability to communicate effectively in groups and formal meetings.

Language:

  • Fluency in written and spoken English is required;

  • Working knowledge of another UN language particularly Spanish and French 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 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.
  • 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 senior financial management position(s) for large international organizations to the assignment; Maximum Points: 25;
  • Criteria 2. Experience with Peoplesoft and Oracle Cloud ERP; Maximum Points: 20;
  • Criteria 3: Experience with UNDP Finance and Accounting procedures; Maximum Points: 15;
  • Criteria 4: Experience and understanding of IPSAS or IFRS utilized by international organizations; Maximum Points: 10;

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 Chief Finance Officer and will be responsible for the fulfilment of the deliverables as specified above.

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.

  • 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

    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.

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.



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