Background

ADMINISTRATION -

To apply, interested persons should upload the combined* Technical Proposal/Methodology (if applicable), CV and Offeror’s Letter to “UNDP Jobs” by navigating to the link below and clicking “APPLY NOW”, no later than the date indicated on the “UNDP Jobs” website. Applications submitted via email will not be accepted**: -

UNDP Job Site – https://jobs.undp.org/cj_view_job.cfm?cur_job_id=81126 (cut and paste into browser address bar if the link does not work)

* PLEASE NOTE: The system allows the upload of one (1) document ONLY – if you are required to submit a Technical Proposal/Methodology, this document along with your CV/P11 and Offeror’s Letter, MUST be combined and uploaded as one.

NOTE: The Financial Proposal should not be uploaded to “UNDP Jobs”**.

<IMPORTANT>

**Please email the Financial Proposal to procurement.bb@undp.org. The subject line of your email must contain the following: “BBRSO 48595 Financial Proposal – Your Name”

Any request for clarification must be sent in writing to procurement.bb@undp.org within three (3) days of the publication of this notice, ensuring that the reference number above is included in the subject line. The UNDP Barbados & the OECS Procurement Unit will post the responses*** two (2) days later, including an explanation of the query without identifying the source of inquiry, to: -

http://procurement-notices.undp.org/view_notice.cfm?notice_id=49939 (cut and paste into browser address bar if the link does not work)

A detailed Procurement Notice, TOR, and all annexes can be found by clicking the above link.

*** UNDP shall endeavour to provide such responses to clarifications in an expeditious manner, but any delay in such response shall not cause an obligation on the part of UNDP to extend the submission date of the Proposals, unless UNDP deems that such an extension is justified and necessary

BACKGROUND

Under the guidance of direct supervision of the GEF/SGP National Coordinator, the Programme Assistant ensures effective day-to-day substantive, administrative and financial support to the national SGP team and the National Steering Committee, the smooth operation and management of the GEF-SGP (Global Environment Facility – Small Grants Programme) programme portfolio, timely and efficient response to queries from different grantees and stakeholders, closely monitoring the achievement of the national annual SGP delivery and co-financing targets, and updating of relevant databases

C.      DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

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

1. Proposal:

                (i) Explaining why they are the most suitable for the work

                (i) Personal CV including past experience in similar projects and at least 3 references

3. Financial proposal

D.      FINANCIAL PROPOSAL

• Lump sum contracts

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

E.       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 Individual Consultant wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

F.       EVALUATION

Individual consultants will be evaluated based on the following methodologies:

• 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:

1. responsive/compliant/acceptable, and
2. 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 –
   
    

G.      ANNEXES

ANNEX I – TERMS OF REFERENCES (TOR) – separate TOR only provided for complex procurement; otherwise, see above

ANNEX II – GENERAL TERMS AND CONDITIONS

ANNEX III – OFFEROR’S LETTER

ANNEX IV – FINANCIAL PROPOSAL TEMPLATE

ANNEX V – SAMPLE INDIVIDUAL CONTRACT

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK        

View Annex I - TOR

I.        ACTIVITIES

The below activities are expected to be performed during tenure of this contract

1. Activity 1 - Update of SGP Database
2. Activity 2 - Support of SGP Events and Workshops
3. Activity 3 - Project Monitoring and Review
4. Activity 4 - Support of knowledge management activities
5. Activity 5 - Support administrative procedures, grantee support and grant management
6. Activity 6 - Support financial year-end wrap up

 Payments will be issued by the submission of monthly reports.

Competencies

REQUIREMENTS FOR EXPERIENCE AND COMPETENCIES

I. Years of experience:

At least 3-5 years of relevant experience in office management, including financial reporting;

II. Competencies:

• Candidate should be a national or naturalized citizen of the country. 
• At least 3-5 years of relevant experience in office management, including financial reporting;
• Previous working experience with a UN agency an asset.  
• Good communications and interpersonal skills essential;
• Excellent drafting and analytical skills required. 
• Good knowledge of budget control and financial management.
• Fluency in English

Required Skills and Experience

QUALIFICATIONS

III. Academic Qualifications:

• University degree, preferably in Business Administration or an environmental science field.