Background

Consultancy Title:

Program Analyst Cook Islands, Niue, Samoa (Temporary Support)

Project Name:

Multi-Country Western Pacific Programme Management Unit

Location

UNDP Office Samoa

Type of Contract

Individual Contractor (IC)

Post Level

Local Consultant

Due Date

16 December 2022

Languages required:

English

Duration of Contract:

1st January 2023 – 31st March 2023 (64 Working Days)

 

Objectives:

The objective of this assignment is to provide temporary Programatic Support to the Multi-Country Western Pacific Programme Management Unit.

 

Background:

 

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.  As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management.

 

As the interim Principal Recipient for the Multi-Country Western Pacific grants (Integrated HIV/TB Programme for 11 PICs and Malaria Programme in Vanuatu) from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement and supply of health products for the Global Fund HIV,TB, Malaria and COVID-19 Response Mechanism grants to 11 Pacific Islands Countries (Cook islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Tonga, Tuvalu and Vanuatu) in coordination with the 21 sub-recipients comprising of 11 Countries Ministry of Health, Civil Services Organisations national and technical partners for the achievement of programme results and the effective use of grant resources. For the implementation of the Multi-country Programmes, the UNDP Pacific Office in Fiji established a Programme Management Unit (PMU) to coordinate and oversee the implementation and to ensure compliance of the terms and conditions of the grant agreements with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRMCCM, Government and CSOs, regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers. Most of the PMU staff is based in Suva, Fiji while there are two Programme Analysts out posted in Samoa and Vanuatu.

 

Duties and Responsibilities

Scope of work

Under the guidance and direct supervision of the Programme Manager the Programme Analyst for Cook Islands, Niue and Samoa is responsible for supporting the management of the UNDP Global Fund Multi country Integrated Programme on HIV/TB in those countries. He/she is responsible for ensuring timely and efficient implementation of Programme activities in line with approved work plan and budget and signed sub-recipients agreements. The Programme Analyst will ensure monitoring of activities implemented by the sub-recipients. He/she will represent the Programme at the national level and liaise with relevant stakeholders and technical partners. Furthermore, he/she will support UNDP strategy to strengthen the technical and management capacity of the national institutions.

 

Summary of Key Functions

a.Implementation of Global Fund Multi-Country Programme strategies;

b.Effective management of Global Fund Multi-Country Programmes in Cook Islands, Niue and Samoa;

c.Creation of strategic partnerships and implementation of the resource mobilization strategy;

d.Provision of policy advice services to national partners and facilitation of knowledge building and management in Cook Islands, Niue and Samoa.

 

a.Ensures implementation of GF Multi-country programme strategies focusing on
achievement of the following results:

·Assists in the design, development and monitoring of work plans, milestones and indicators for GF Multi-country programmes Sub-Recipients and implementing partners;

·Supports in the SR management and application processes when necessary(development of necessary information notes; and guidelines for panel review, etc.);

·Supports country and NGO partners in the development of strategies to facilitate results- based implementation of Programme activities, in accordance with the action plans and within established budgets;

·Develops national/stakeholder engagement plans and tools to support the overall management of the programmes;

·Provides support to the Monitoring and Evaluation Analyst to monitor, review and follow up on the SR performance and assist in the preparation of reports;

·Ensures contribution to the programmatic feedback to sub recipients and service providers regarding performance and identified issues;

·Analyzes the Programme implementation bottlenecks and contributes to the development of solutions

 

b.Ensures effective management of the Global Fund Multi-country programme, achieving the following results:

·Assumes the operational management of the Multi-country programme in Cook Islands, Niue and Samoa – plan, initiate and manage project activities - in accordance with UNDP and Global Fund rules and procedures;

·Coordinates the implementation of the Multi-country programme with Subrecipients and other regional/technical partners;

·Acts as focal point for malaria programme within the PMU;

·Conducts financial and substantive monitoring and evaluation of the programme, identifies operational and financial problems, develops solutions;

·Monitors the Multi-country progamme and activity results against those planned, together with the cost of achieving those results;

·Supports the implementation of M&E action plan as agreed with the Global Fund;

·Aggregates reports on activities, outputs and outcomes. Contributes to donor reports;

·Participates in coordination of audits and follow up on audit recommendations. All exceptions are timely reported.

 

c.Ensures creation of strategic partnerships and implementation of a resource mobilization strategy focusing on achievement of the following results:

·Maintains close co-ordination between the GF programme with other disease initiatives in the country to ensure and promote continuity, partnership building and avoid duplication of programmatic activities;

·Participates and promotes the organization of events, forums etc. on HIV, TB and malaria prevention and control in order to fortify the different national structures.

 

d.Ensures provision of top-quality advisory services and facilitation of knowledge building and management focusing on achievement of the following results:

·Provides guidance and capacity building to SRs and national entities. Develops training plan/curriculum for the SR financial and conducts trainings on GF performance-based funding and financial reporting requirements management system;

  • Synthesizes lessons learned and best practices. Sound contributions to knowledge networks and communities of practice.

 

e.Any other duties assigned by the Programme Manager

 

Expected Outputs and Deliverables

The Programme Analyst is expected to submit monthly summary (30 days) of activities, and accomplishment report to the Programme Manager. Monthly payment shall be made within two weeks after the receipt of approved summary of activities and accomplishment report.

 

Deliverables:

 

Deliverable

Outputs

Tentative due date

Percentage

Reporting

Deliverable 1

For Cook Islands:

Successfully conduct the following task:

-Implementation of Global Fund Multi-Country Programme strategies in Cook Islands;

-Effective management of Global Fund Multi-Country Programmes in Cook Islands;

-Creation of strategic partnerships and implementation of the resource mobilization strategy in Cook Islands;

-Provision of policy advice services to national partners and facilitation of knowledge building and management in Cook Islands.

31 Jan 23

33%

 

-Summary report for the month using standard template

 

-Time sheet

Deliverable 2

For Niue:

Successfully conduct the following task:

-Implementation of Global Fund Multi-Country Programme strategies in Niue;

-Effective management of Global Fund Multi-Country Programmes in Niue;

-Creation of strategic partnerships and implementation of the resource mobilization strategy;

-Provision of policy advice services to national partners and facilitation of knowledge building and management in Niue.

28 Feb 23

31%

 

-Summary report for the month using standard template

 

-Time sheet

Deliverable 3

For Samoa:

Successfully conduct the following task:

-Implementation of Global Fund Multi-Country Programme strategies in Samoa;

-Effective management of Global Fund Multi-Country Programmes in Samoa;

-Creation of strategic partnerships and implementation of the resource mobilization strategy;

-Provision of policy advice services to national partners and facilitation of knowledge building and management in Samoa.

31 Mar 23

36%

 

-Summary report for the month using standard template

 

-Time sheet

 

 

Institutional Arrangement

 

Under the guidance and direct supervision of the Programme Manager the Programme Analyst for Cook Islands, Niue and Samoa is responsible for supporting the management of the UNDP Global Fund Multi-Country Integrated Programme on HIV/TB in those countries.

 

The Programme Analyst works in close collaboration with the Programme PMU based in Suva, UNDP Sub-Recipients (SRs) in Cook Islands, Niue and Samoa, UN Agencies, Government officials, technical advisors and experts, multi-lateral and bi-lateral donors and civil society to ensure successful implementation of the Global Fund Multi-Country Western Pacific Programme.   

 

Duration of the Work

The assignment duration is for 3 months and is expected for approximately 64 days in totals however on deliverable basis as per the schedule.

 

Duty Station

The IC’s duty station will be based with the Programme team at the UNDP Office in Apia, Samoa during the official UNDP working hours.  He/She may be expected to travel to countries once the COVID-19 situation has normalized and is expected to maintain a good health.

 

 

  •  

 

Core

Achieve Results:

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously:

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility:

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination:

LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner:

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion:

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

 

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Business Direction & Strategy

Strategic Thinking

  • Ability to develop effective strategies and prioritized plans in line with UNDP’s objectives, based on the systemic analysis of challenges, potential risks and opportunities, linking the vision to reality on the ground, and creating tangible solutions
  • Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Development

UNDP Representation

Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies

Business Management

Results-based Management

Ability to manage programmes and projects with a focus at improved performance and demonstrable results

Business Management

Portfolio Management

Ability to select, prioritise and control the organization’s programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of

change initiatives and the maintenance of business-as-usual, while optimising return on investment

Business Management

Partnerships Management

Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies

Business Management

Risk Management

Ability to identify and organize action around mitigating and proactively managing risks

Business Management

Operations Management

  • Ability to effectively plan, organize, and oversee the organization’s· business processes in order to convert its assets into the best results in the most efficient manner.
  • Knowledge of relevant concepts and mechanisms

External Relations & Advocacy (Communications)

Advocacy strategy and implementation

Ability to create and implement advocacy strategies which lead to impactful change

Legal

Knowledge of applicable legal framework

Understanding of the legal norms as applied to the United Nations in general, and to UNDP in particular.  This includes an understanding of the structure, functioning and operations of UNDP within the broader UN system and the application of international treaties, including the UN Charter, GA resolutions, the relevant basic country assistance agreement and UN system-wide legal instruments, as well as an understanding of the internal legal framework (financial regulations and rules, policies, and procedures) of UNDP.

2030 Agenda: People

Health

Global Fund to Fight AIDS, Tuberculosis, and Malaria (GFATM)

 

 

 

Educational Qualifications:

Min. Education requirements

Bachelor’s degree in Public Health social sciences, International

Relations or related field; OR Master’s Degree in public health is the relevant fields

Min. years of relevant work experience

For Bachelor’s degree - minimum 4 years and for Master’s degree – minimum 2 years of relevant experience at the national or international level in providing programmatic management advisory services, hands-on experience in design, monitoring and evaluation of development projects

Required skills

  • Relevant experience in HIV/ TB and/or Health (other communicable diseases) highly preferred;
  • Experience in collaborating with government, development and civil society partners preferred.
  • Proved collaborative, principled person, able to work in a team context;
  • Experience of drafting donor reports

Desired skills in addition to the competencies covered in the Competencies section

  • Applicants who have more than 5 years of relevant experience would have a added advantage
  • Work experience with the Global Fund funded programming and/or other donors;
  • Solid negotiation and diplomatic skills, cross-cultural, interpersonal and communication skills, ethics and confidentiality.
  • Good analytical skills and ability to interpret complex sociocultural backgrounds as well as quickly obtain an overview of a variety of activities and approaches; and.
  • Excellent command of MS Office applications (including Word, Excel, PowerPoint and MS Project) and handling web-based management systems

Required Language(s)

Fluency in English and Samoan both written and verbal.

Professional Certificates

N/A

 

 

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 a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). And financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

 

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

 

Technical Criteria for Evaluation (Maximum 70 points)

 

Criteria

Required Skills and Experience

Points Obtainable (70 points)

1

Bachelor’s degree in Public Health social sciences, International Relations or related field; OR Master’s Degree in public health is the relevant fields

10

2

For Bachelor’s degree - minimum 4 years and for Master’s

degree – minimum 2 years of relevant experience at the national or international level in providing programmatic management advisory services, hands-on experience in design, monitoring and evaluation of development projects

30

3

  • Relevant experience in HIV/ TB and/or Health (other communicable diseases).
  • Experience in collaborating with government, development and civil society partners preferred.
  • Proved collaborative, principled person, able to work in a team context.
  • Experience of drafting donor reports

15

4

  • Work experience with the Global Fund funded programming and/or other donors.
  • Solid negotiation and diplomatic skills, cross-cultural, interpersonal and communication skills, ethics and confidentiality.
  • Good analytical skills and ability to interpret complex sociocultural backgrounds as well as quickly obtain an overview of a variety of activities and approaches, and.
  • Excellent command of MS Office applications (including Word, Excel, PowerPoint and MS Project) and handling web-based management systems

15

 

 

70 Points

 

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

 

Financial evaluation - Total 30%

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

 

Price Proposal

Consultant must send a financial proposal based on Lump Sum Amount. The total amount quoted shall be all-inclusive and include all cost components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be a fixed output-based price regardless of extension of the herein specified duration.

 

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

 

Schedule of Payments

Payment shall be provided upon satisfactory completion of the deliverables outlined in Expected Deliverables and timelines section and upon submission and acceptance of a report mentioned above.

  • Upon completion of deliverable 1 – 33% (upon acceptance of deliverables)
  • Upon completion of deliverable 2 – 31% (upon acceptance of deliverables)
  • Upon completion of deliverable 3 – 36% (upon acceptance of deliverables)

 

Payment request submitted by the consultant must be certified by the UNDP Programme Manager and UNDP M&E Analyst and accompanied by a payment invoice.

Payments are to be made within 30 days from receipt of the invoice/Certificate of Payment

 

Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

 

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

 

Letter of Confirmation of Interest and Availability and Financial Proposal using the template provided in Annex II. Financial Proposal to be submitted in Fijian Dollars (FJD)

 

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

 

Note: Successful individual will be required to provide proof of medical insurance coverage before commencement of contract for the duration of the assignment.

 

Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted. The successful consultant shall opt to sign an Individual Contract or a Reimbursable Loan Agreement (RLA) through its company/employer with UNDP.

 

All required templates are available on the UNDP Procurement website: www.pacific.undp.org

 

Annexes

 

Women applicants are encouraged to apply

 

 

Competencies

·       Strong interpersonal and communication skills;

·      Strong analytical, reporting and writing abilities skills;

·      Openness to change and ability to receive/integrate feedback;

·      Ability to plan, organize, implement and report on work;

·      Ability to work under pressure and tight deadlines;

·      Comprehensiveness knowledge of….xxxx

·      Proficiency in the use of office IT applications and internet in conducting research;

·      Outstanding communication, project management and organizational skills;

·      Excellent presentation and facilitation skills.

·      Demonstrates integrity and ethical standards;

·      Positive, constructive attitude to work;

·      Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

Educational Qualifications:

Min. Education requirements

Bachelor’s degree in Public Health social sciences, International

Relations or related field; OR Master’s Degree in public health is the relevant fields

Min. years of relevant work experience

For Bachelor’s degree - minimum 4 years and for Master’s degree – minimum 2 years of relevant experience at the national or international level in providing programmatic management advisory services, hands-on experience in design, monitoring and evaluation of development projects

Required skills

  • Relevant experience in HIV/ TB and/or Health (other communicable diseases) highly preferred;
  • Experience in collaborating with government, development and civil society partners preferred.
  • Proved collaborative, principled person, able to work in a team context;
  • Experience of drafting donor reports

Desired skills in addition to the competencies covered in the Competencies section

  • Applicants who have more than 5 years of relevant experience would have a added advantage
  • Work experience with the Global Fund funded programming and/or other donors;
  • Solid negotiation and diplomatic skills, cross-cultural, interpersonal and communication skills, ethics and confidentiality.
  • Good analytical skills and ability to interpret complex sociocultural backgrounds as well as quickly obtain an overview of a variety of activities and approaches; and.
  • Excellent command of MS Office applications (including Word, Excel, PowerPoint and MS Project) and handling web-based management systems

Required Language(s)

Fluency in English and Samoan both written and verbal.

Professional Certificates

N/A