Antecedentes

UNDP in partnership with the Ministry of Planning of Kurdistan Regional Government (KRG) has introduced the Funding Facility for Economic Reform for KRG (FFER-KRG), which is intended to support KRG in ensuring the implementation of various economic and systemic reforms. FFER-KRG is positioned as financing instrument that will be used to channel high-caliber international expertise and support into top-priority initiatives drawn from the KRG’s newly adopted reform plan.

One of the activities undertaken by UNDP FFER-KRG has been to support the KRG Pension General Directorate (PGD) to reform and modernize its system for pension administration, and to develop a Pension Management Information System (P-MIS) in cooperation with the KRG Ministry of Planning (MoP). The PGD is administered in accordance with the provisions of the KRG Employees Pension Law, and provides pension benefits to eligible government employees. These include permanent full-time workers, and peshmerga forces under 5 separate pension plans. Currently, there are approximately 250,000 accounts including active, inactive, and beneficiary accounts. The increasing number of beneficiaries as well as the current state of the system prompted PGD to request UNDP FFER-KRG’s support to modernize this system.

The current system is widespread and not integrated nor automated. The PGD manages the accounts through 14 Pension Directorates (PDs) located across the Kurdistan Region. Each directorate is responsible for serving and administrating their local pensioners’ accounts. The workflow in each PD is divided into several divisions and sections. Each of these operating units relies daily upon information recorded manually to facilitate delivery of member services and benefits. The current process is based on using a combination of silos, side-systems, and manual work running concurrently in 14 individual branches to provide accurate, timely, reliable, and consistent Pension benefits and services. These current processes are not fully integrated, they allow for very limited collaboration of member information, and they are preventing PGD from achieving automation of the pension system.

At present, these shortcomings result in obstacles to providing efficient customer services to pensioners, to operating the fund in a resourceful and cost-effective manner, to maintaining member and financial information safely and accurately, and to integrating information. To address these challenges, UNDP with the support of PGD has defined an Information Technology Modernization Program. This program will include replacing the current manual administration by developing a centralized web application that will incorporate the RDG business requirements and allow the integration of the PD branches. Technical specifications have already been developed for a P-MIS that will transform PGD business operations from the current manual system to an automated one where where key business processes are centralized and integrated, for easier use for all PDG employees. With the system specifications in place, FFER-KRG is working to contract a company to develop the system.

In the meantime, other inefficiencies in the pension system have been discovered. Many PDs do not have the capacity to calculate Pension Entitlements based on the current laws and regulations, as they have not been trained to do so. Thus the PDs send individual pensioner files to the PDG in Erbil for support in calculating those entitlements. This has created a major burden on the PDG in Erbil, and consequently, delays in processing pension claims. In some cases, pension claims have taken 9 months to one year just to be processed – and in this time pensioners are not receiving any salaries or pension payments. This is a risky and untenable situation for those who depend on these payments for their livelihood.

To improve these inefficiencies, PDG has approached KRG MOP and UNDP FFER-KRG to provide them with necessary technical assistance to develop a Pension Entitlement Mannual – essentially a guiding document that advises PD staffs on how to calculate the pension entitlement, and on identifying which Pension law and regulations apply to a particular pension. In addition, FFER-KRG has also been approached to develop and deliver trainings based on this manual or document to PD staffs on laws and regulations related to pensions, and how to calculate pension entitlements.

For this reason UNDP FFER-KRG is recruiting a local Pension Specialist & Trainer to support the KRG PDG with the development of a revised organizational structure for the pension apparatus, a Pension Entitlement Manual, to design training for PDs on the manual along with essential training materials, and to then deliver the training to the PD staffs.

Deberes y responsabilidades

The ultimate objectives of this position are to clarify the roles of, and then provide critical resources and training to PDG and the PDs to enable them to better do their work.

Ultimately a new Organizational Structure will be developed for the overall Pension apparatus clarifying the roles and responsibilities of PDG and the PDs. After this, a Pension Entitlement Manual will be developed as a guiding document for PD staffs to better understand the pension law as well as their roles and responsibilities, and finally, all 14 PDs will be trained so they have the required technical capacity to calculate pensioners’ entitlements according to the pension law and its various regulations.

Key duties and responsibilities will include, but are not limited to:

1. Initial Study
   1. Conduct desk review of existing pension law and regulations, and institutional structure and business process – This will enable the Consultant to better understand the type of pensions provided by KRG, related laws and regulations, institutional setup, and workflow.
   2. Conduct consultation meetings with relevant KRG PDG officials – The Consultant will meet with relevant KRG officials to discuss the challenges facing the PDG and the PDs; to understand comprehensively all the Pension laws and regulations that must be addressed; to understand the current organizational structure and to determine an appropriate structure and workflow for PGD and the PDs; and to determine a training program and relevant topics that need to be covered in it.
2. Develop new Pension Organisational Structure  - With the information from the initial study and with guidance from PDG officials, the Consultant shall develop a new, more efficient and effective organizational structure. This shall include an organizational chart, a description of workflows, and a description of the roles and responsibilities for each department and unit in the organization, both at PGD and at the PDs. This shall be done collaboratively with PGD, incorporating PGD feedback as needed. The final Organizational Structure must meet PGD approval.
3. Development of New Pension Manual -– With the information from the initial study and with guidance from PDG officials, the Consultant shall write a new Pension Manual that provides detailed guidance to Pension Department staffs on how to calculate pension entitlements step-by-step, and referencing each step to appropriate Laws and regulations.
4. Training
   1. Develop training materials – The Consultant shall prepare comprehensive materials for  carrying out trainings to PDG and PD employees regarding the Pension law and regulations, entitlement calculations, and institutional setup, work flow, and communication mechanisms
   2. Design and deliver trainings – The Consultant shall use the prepared materials to construct a training program, and then deliver this to employees of the PDG and all 14 PDs.

3. Expected Outputs and Deliverables:

1. Baseline Report – A report outlining the current challenges of the pension system, including the workflows between PDs and the PDG and types of pension entitlements. This shall be informed by the initial study of existing documentation as well as by consultations with PDG officials.
2. New Pension Organisational Structure – An organizational blueprint for the entire pension apparatus in KRG, including an organizational chart, a description of workflows, and a description of the roles and responsibilities for each department, unit, and employee in the organization, both at PGD and at the PDs.
3. New Pension Manual– A document that can serve as an instructional reference guide for various PDG and PD employees to aid them in carrying out their responsibilities under the existing Pension Law and regulations.
4. Training Program and Materials – Comprehensive plan and materials for carrying out trainings to PDG and PD employees regarding the new organizational structure, pension laws and regulations, and clear, comprehensive instructions on the calculation of Pension Entitlements.
5. Trainings to PDG/PD Staff – The training program that will be developed shall be delivered to employees of the PDG and all 14 PDs.

4. Time and Method of Payment:

The price proposal should be an “all-inclusive” lump sum fixed rate.

• The Daily fee must be “all-inclusive”; and
• An IC Time Sheet must be submitted by the Specialist, duly approved by the FFER-KRG Project Manager, which shall serve as the basis for the payment of fees
• The Specialist’s deliverables must be approved by the FFER-KRG project manager, and payment will be based on the submitted deliverables as outlined in section 3 and submission of certification of payment.

5. Reporting and travel plan:

The Specialist will report to FFER-KRG project manager. The specialist will be working at KRG General Directorate of Pension during the Assignment.

The specialist will be expected to travel to other provinces during the implantation of the assignment..

Contract Duration:

The assignment is for 6 months, starting from the date that work assigned to specialist officially by FFER-KRG Project Manager.

8. Documents to be included when submitting the Proposal:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications and interest.

1. Technical Proposal: (which will include the following):

• A letter explaining why he/she considers him/herself the most suitable candidate for the work.
• Personal CV including past experience in similar projects and at least 3 references.
• UN P11 Form (“CV Form”) – Annex 2 attached. UNDP-Iraq reserves the right to disqualify any submissions that have omitted this form.
• A language assessment will be conducted [if needed] for the purpose of verifying fluency in English;
• Sample reports of previous work in English.
• A brief Methodology on how the candidate will approach and conduct the work. (The expert is asked in his/her offer submission in the methodologies section to bring the description of the above-mentioned points in 2. Scope of Work.)

1. Financial proposal:

• Submission of Financial Proposal.
• The financial proposal will specify a total lump sum amount and payment terms around specific and measurable (qualitative and quantitative) deliverables. Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  Financial Proposal Form, providing a breakdown of this lump sum amount (including travel, per diems) is to be provided by the offeror.

9. Evaluation Criteria

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

1. Compliant and technically qualified;
2. Achieving the highest combined score (financial and technical).

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Financial proposal (30 marks), as per template provided in UNDP jobsite (Annex II);

• Incomplete proposals may not be considered

Documents to be included when submitting the proposals:

• Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II); https://www.iq.undp.org/content/iraq/en/home/operations/jobs.html  
• Personal CV, 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

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Competencias

• Ability to lead strategic planning, results-based management and reporting;
• High analytical skills oriented towards problem-solve;
• Leadership and self-management;
• Focus on results and respond positively to feedback;
• Consistently approach work with energy and a positive attitude;
• Demonstrate openness for approaches to manage complexity;
• Team spirit and excellent interpersonal skills;
• Demonstrates integrity by modelling the UN's values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP and the UN; and
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

Habilidades y experiencia requeridas

 Qualifications and Requirements: 

The Specialist will require the following qualifications, experience, competencies and language skills. Only applicants who meet these criteria will be short-listed and will be contacted.

A. Education and Professional Qualifications Required:

• Master’s degree in Law, Public Administration and Social Science, or related disciplines.

B. Experience Required:

• A minimum of 6 years of relevant experience in Pension System.
• Experience in development of Manuals and guidance document.
• Experience in development of training materials and conducting the training.
• Experience with Kurdistan Regional Government of Iraq would be considered important assets.

C. Languages Required:

• Fluent in Arabic and Kurdish written and oral.