Antecedentes

Purpose 

The consultant will support the South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and Light Weapons (SEESAC) in procurement of goods and services.

Objective

To contribute to reducing the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons (SALW) and their ammunition in and from South-East Europe and advancement of gender equality in security sector reform processes in the Western Balkans by supporting the procurement processes. 

Background Information

The South Eastern and Eastern Europe Clearinghouse for the Control of Small Arms and Light Weapons (SEESAC)  is a joint initiative of the UNDP and the Regional Cooperation Council (RCC). As such, it is an integral part of UNDP’s work in the Europe and the Commonwealth of Independent States (ECIS) region and has, since 2002, worked primarily to strengthen the capacities of national and regional stakeholders to control and reduce the proliferation and misuse of small arms and light weapons, and thus contribute to enhanced stability, security and development in South East and Eastern Europe . SEESAC also has a distinguished record working closely with national Ministries of Defence to mainstream gender equality and this aspect will remain central to the programme.

The overall objective of the project is to contribute to international peace and security by combatting the threat posed by the widespread accumulation and illicit trafficking in small arms and light weapons and their ammunition in and from SEE. At the same time, it enhances regional stability by working within the framework of the RCC and in partnership with other relevant initiatives. The project is directly contributing to the implementation of the EU Security Strategy, the EU SALW Strategy, the EU Firearms Strategy, the Arms Trade Treaty, the UN Programme of Action, the International Tracing Instrument, UN Firearms Protocol, UN Security Council Resolution 1325 and will specifically enhance regional cooperation in combating the threat posed by the spread of SALW and their ammunition. Specifically, the project is contributing to the implementation of the South East Europe Regional Implementation Plan Combatting the Proliferations and Impact of Small Arms and Light Weapons and the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of Small Arms and Light Weapons (SALW) and their ammunition in the Western Balkans by 2024. The project results are also directly contributing to the implementation of the Sustainable Development Goal 16 on peaceful and just societies, in particular targets 16.1(Significantly reduce all forms of violence and death rate everywhere) and 16.4 (significantly reduce illicit arms flows). 

SEESAC is implementing the EU Council Decisions 2019/2111 in support of SEESAC disarmament and arms control activities in South-East Europe in the framework of the EU Strategy to combat illicit accumulation and trafficking of Small Arms and Light Weapons (SALW) and their ammunition. In addition to this, SEESAC is also implementing the Council Decision 2018/1788 in support of the implementation of the Regional Roadmap on combating illicit arms trafficking in the Western Balkans, and performing the secretariat functions of the UN Multi Partner Trust Fund for the implementation of the Western Balkans SALW Control Roadmap. Furthermore, SEESAC’s portfolio includes also the second phase of the Strengthening of Regional Cooperation on Gender Mainstreaming in Security Sector Reform in the Western Balkans project. The project facilitates regional cooperation on gender equality in the military and further strengthens the capacities of the Ministries of Defense and the Armed Forces for implementation of gender responsive policies. These initiatives continue to strengthen safety and security through regional cooperation in South East Europe.

Deberes y responsabilidades

Key responsibilities

Under the overall direction of the UNDP SEESAC Project Manager, the consultant is expected to:

• Provide expert advice on procurement of works, goods, services and/or equipment in the specific field of project’s activities according to UNDP standard procedures;
• Support to define specifications of goods and services to be procured in coordination with the Project Management Team and Operations Unit;
• Advise on the elaboration of a programme procurement plan;
• Analyze procurement process results for value for money, based on quality, price, delivery times and other relevant factors;
• Advise and support on preparation of documentation required for the review and approval of contracts by the Contracts, Assets and Procurement Committee (CAP) and the Advisory Committee on Procurement (ACP), when applicable;
• Participate in Evaluation Panels as needed;
• Provide advice and support the project staff, particularly Project Management Team and Operations Unit, in the correct application of regulations relating to procurement and provide training when needed;
• Provide advice on management arrangements/agreements with end-recipients/beneficiaries: proceed with the procurement process, advise on preparation of contracts; prepare Value For Money (VFM) submissions and follow-up; provide assistance with shipping and customs procedures and provide oversight of all procurement and assets management;
• Provide advice in selection, contracting and performance assessment of clearing and forwarding agents;
• Support recruitment of consultants, create, where applicable, roster and facilitate recruitment processes and contracting with consultants (in coordination with HR staff);
• Represent the project in negotiations, meetings and review of procurement and contractual processes, assisting the project in the preparation or revision of offers;
• Knowledge sharing and capacity building of the assigned SEESAC procurement staff in the general procurement activities.

Deliverables and timeframe

The consultant is expected to provide services in accordance with the defined key responsibilities and will be engaged on daily basis when defined services would be required by the SEESAC programme.

Timeframe

The envisaged time frame of the consultancy is up up to 130 working days in the given period within a 12-month time period. 

Payments will be based on Certificate of Payment / Time Sheet for the days worked during the respective calendar month and submitted at the beginning of the next calendar month along with a Certificate of payment approved by the Project Manager. 

Competencias

Corporate competencies:

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

Functional competencies:

• Excellent knowledge of tools, procedures and international standards for the purchase of goods and services within the context of developmental support programs;
• Knowledge of the UNDP administrative and financial management procedures is highly desirable;
• Familiarity with UNDP programme execution modalities, rules and regulations;
• Computer literate especially, in calculus sheets, Excel, Access is required, and advanced knowledge of the UNDP ERP (ATLAS) is highly desirable;
• Effective communication skills and ability to establish good working relationships with a multi-cultural team, national authorities and international interlocutors;
• High moral integrity, as well as diplomacy, impartiality and discretion with proven ability to work and act under pressure and with discretion in a politically sensitive and challenging environment.

Project and Resource Management:

• Ability to produce high quality outputs in a timely manner while understanding and anticipating the evolving client needs;
• Ability to focus on impact and results for the client, promoting and demonstrating an ethic of client service;
• Strong organizational skills;
• Ability to work independently;
• Sound judgment, strategic thinking and the ability to manage competing priorities.

Partnership building and team work:

• Demonstrated well developed people management skills;
• Strong ability to manage teams; creating an enabling environment, mentoring and developing staff;
• Excellent negotiating and networking skills;
• Demonstrated flexibility to excel in a multi-cultural environment;
• Provides constructive coaching and feedback.

Communications and Advocacy:

• Strong ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly;
• Strong presentation skills in meetings with the ability to adapt for different audiences;
• Strong capacity to communicate clearly and quickly;
• Strong interpersonal, negotiation and liaison skills.

Habilidades y experiencia requeridas

Education:

• Advanced Degree in Engineering, Social Science, Public Health, Law, Economics, International Development or other related field.
• In lieu of an advanced degree in the above fields, a Bachelor and five years of experience in international procurement.

Experience and knowledge:

• Minimum of three years of national/international professional experience in international procurement;
• Work experience on donor-funded projects (preferably EC) is a requirement;
• Ability and experience of procurement in UN system will be considered an asset;
• Good command of Microsoft Excel and other productivity tools;
• Excellent writing, research, analysis and presentation skills;
• Knowledge of UN and/or UNDP procedures, grant applications and program implementation would be an asset;
• Knowledge of UNDP’s ERP, Atlas, will be considered an asset;

Language skills:

• Excellent knowledge of spoken and written English;
• Knowledge of another language used in South East Europe would be an asset.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Application Procedure:

Qualified and interested candidates are asked to submit their applications via UNDP Web site: UNDP in Serbia under section “Jobs” no later than 3 March 2021.

Application should include: 

• CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).  
• Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: http://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying an all-inclusive daily fee for the tasks specified in this announcement. 

In order to apply please merge above listed documents into a single PDF file. The system does not allow for more than one attachment to be uploaded.

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

Financial Proposal Fee base: All-inclusive daily fee

Financial proposal should include an all-inclusive daily rate and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. Professional fee, rent of dwelling, insurances, vaccination, visa costs and any other relevant expenses related to the performance of services...). All envisaged costs (except of the unforeseen travel costs for missions, if any) must be included in the financial proposal.

Travel

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  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.

Unforeseen travel costs for missions, if any, will be paid separately according to UNDP rules and regulations.

Evaluation

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and                                                                                  

b) 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 would be considered for the Financial Evaluation.

Additional Information:

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  
• Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: http://www.undp.org.rs/download/RLA%20with%20General%20Terms%20and%20Conditions.doc. In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‘no-objection’ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‘leave-without-pay’ confirmation should be submitted.

Engagement of Government Officials and Employees:

• Government Officials or Employees are civil servants of UN Member States.  As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e., engagement is not done through RLA signed by their Government employer), the following conditions must be met prior to the award of contract: 

(i)       A “No-objection” letter in respect of the individual is received from the Government employing him/her, and; 

(ii)     The individual must provide an official documentation from his/her employer formally certifying his or her status as being on “official leave without pay” for the duration of the IC. 

• The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.   

UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of “on-leave-without-pay” is not required.  Under such circumstance, the individual entering into an IC with UNDP must still provide a “No-objection” letter from the Government employing him/her.  The “no objection” letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status, and include any conditions and restrictions on granting such permission, if any.  The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.