Background

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 (SALW), 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 to mainstream gender equality and this aspect will remain central to the programme.

On 19 December 2016 the Council of the European Union passed the Council Decision (CFSP) 2016/2356 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 SALW and their ammunition for the period of three years. South East Europe remains an area of particular concern as well as an important challenge in the European Union Strategy to combat illicit accumulation and trafficking of small arms and light weapons and their ammunition. While significant progress has been made in recent years, the sheer scale of accumulation of SALW and ammunition, the inadequate storage conditions, large illicit possession, as well as policy making and implementation capacity gaps continue to limit the effectiveness of SALW control efforts. Therefore, in order to ensure the continuous progress, secure the gains and pave the way for a long term solution, the continuation of support to combat the threat posed by the spread and illicit trafficking in SALW in and from SEE forms an essential part in its efforts to achieve the EU SALW Strategy goals.

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. Specifically, the project 1) increases regional cooperation, knowledge exchange and information sharing and leads to enhanced capacity for evidence-based policy making; 2) improves capacities for physical security and stockpile management through infrastructure security upgrades, surplus reduction, and training; 3) enhances capacity for marking, tracing and record-keeping; and 4) reduces illicit possession and misuse of firearms through awareness-raising and collection campaigns.

Since 2003, SEESAC has been assisting the authorities of Republic of Albania on development and implementation of SALW control activities. The most recent examples are: the security upgrade of the Albanian Armed Forces (AF) permanent SALW and ammunition storage location “Qafe Molle”[1] upgraded in 2016, and the ongoing upgrade of the Albanian State Police SALW and ammunition Main Supply Centre “Mullet”.

Furthermore, SEESAC secured funding from the Government of United States for the security upgrade of Ministry of Defence and Ministry of Interior (MoI) SALW and ammunition storage locations, and the procurement of seventy weapons racks for the MoD in Albania, based on the request of the Government of the Republic of Albania.  Through US funding, SEESAC will assist MoD in improving the security and safety of the SALW and ammunition storage location “Mirake”, as well as provision and supply of 70 weapons racks required for the “Zall-Herr” Garrison.  

The most important security features to be addressed through comprehensive infrastructure improvements would be the installation of a perimeter security fence with an entrance gate, upgrade of the electrical installation and improvement of the exterior lighting, and introduction of a Closed-Circuit TV (CCTV) system in “Mirake”, and purchasing of 70 specialized weapons racks to properly secure the stocked formation SALW for the “Zall – Herr” Garrison.

SEESAC is already supporting the Ministry of Interior of Republic of Albania through the assistance to the Albanian State Police in advancing the security of the Main Supply Centre “Mullet” - Small Arms Light Weapons and ammunition storage location.  In addition to this, through US funding SEESAC will support the further infrastructure upgrade of the Mullet storage building and nearby ammunition tunnel. 

SEESAC’s work directly contributes to the Outcome 3 of the UNDP Regional programme document for Europe and the Commonwealth of Independent States (2018-2021), namely to building resilience to shock and crisis by reducing the proliferation of small arms and light weapons. The project will also contribute to the respective targets of the Sustainable Development Goals 5 and 16, the UN Program of Action, Firearms Protocol, International Tracing Instrument, and the EU Strategy to combat the illicit accumulation and trafficking of SALW and their ammunition.

[1] In 2016, with the USD 239,000 provided by the European Union, UNDP SEESAC performed the comprehensive security upgrade of the Albanian Armed Forces (AF) and the Ministry of Defence of the Republic of Albania (MoD) permanent SALW and ammunition storage location “Qafe Molle”. The upgrades included building of a new perimeter fence in accordance with international security standards, installation of new entrance gate, installation of exterior/outdoor lighting and procurement and installation of a full high-technology perimeter video surveillance with security cameras.

Duties and Responsibilities

The CE will work under the overall supervision by the SEESAC Coordinator and under daily supervision by the SEESAC SALW Control Project Officer. The CE shall exercise all reasonable care to protect the interests of UNDP SEESAC, to ensure the timely supervision and control of the works in Albania.

The CE will get fully acquainted with and perform his/her tasks in accordance with UNDP’s procurement rules and procedures. As per the context described earlier, the CE’s responsibilities will include the following tasks and sub-tasks:

3.1 Review of the obtained Technical Designs for infrastructure works

3.1.1 Review of Technical Designs prepared by the selected design company

1. Make an overall review of the carried out technical designs prepared by the selected contractor to assess their quality, comprehensiveness and completeness as well as gaps to be addressed.
2. Review the project designs to ensure their technical soundness, check the drawings and submitted details and the as-built drawings.
3. Upon SEESAC approval, to undertake, when and if necessary, field trips to check designs against actual works to be undertaken for bringing the infrastructure to functionality.
4. In coordination with SEESAC, communicate with final beneficiaries and agreeing optimal technical designs from the perspective of functionality, quality, impact and budget. 
5. Recommend approaches and extent of improving the quality and content of the available designs.
6. Together with SEESAC, prepare the full tender package(s) for necessary works, supervision of selected works and testing and commissioning of the completed works.

3.2 Implementation of infrastructure works

3.2.1 Pre-qualification of potential works contractors (if applicable) and goods suppliers

1. Prepare necessary documentation for launching a pre-qualification exercise for potential bidders relevant to the nature of identified infrastructure priorities.
2. Manage the pre-qualification process up to the compilation of shortlists of pre-qualified companies for each category of works required.

3.2.2 Works and goods tendering

1. Participate in development of full tender dossiers for each infrastructure works based on specific technical designs provided by the selected technical design contractor and reviewed as per Section 3.1.1. above, as well as purchase of goods (e.g. weapons racks).
2. Participate and provide all necessary assistance during the tendering process, inclusive of necessary UNDP internal review processes and submissions (CAP and ACP), until awarding of the successful bidder for each of the infrastructure works.

3.2.3 Selection of supervision company/consultant

1. Participate in preparation of a tender package for the selection of an overall supervision company/consultant for the field supervision of works. 
2. Participate and provide all necessary assistance during  the tendering process, inclusive of necessary UNDP internal review processes and submissions (CAP and ACP), until awarding of the successful bidder as supervision company/consultant.

3.2.4 Works implementation and monitoring

Although a specialized supervision company/consultant will be contracted as the primary supervisory body for the supervision of the works progress in accordance with the specifications contained in each works contract, the CE will provide independent quality assurance by communicating at appropriate occurrences with the works contractor, the supervision company/consultant and the direct local beneficiaries. In this context, the CE shall:

1. Undertake independent on-site observations/inspections of the work in progress to determine if the work is proceeding in accordance with the construction contract schedule, and that completed work conforms to the construction contract drawings and specifications
2. Inform through the supervision company/consultant the works contractor when work is to be corrected or rejected or to be uncovered for observation, or special testing, inspection or approval
3. Advise UNDP SEESAC on all matters concerning claims from the works contractor and/or the supervision company/consultant and make recommendations thereon.
4. Render, upon internal agreement, written decisions within a reasonable time, on all claims, disputes and other matters in question relating to the execution or progress of work or the interpretation of the construction contract documents.
5. Consider and evaluate requests for changes requested by the contractor, through the supervision company/consultant, with such request submitted to the latter and considered relevant for escalating the change request to the CE.
6. Report such requests to UNDP SEESAC and provide recommendations to UNDP SEESAC for approval when changes affect cost. Such changes shall be effected by written Work Orders issued by the CE solely after obtaining written UNDP SEESAC approval to such changes. For changes which do not affect cost or quality, approval may be granted on-site and recorded in the monthly progress reports.
7. Review applications for payment made by the works contractor and certified by the supervision company/consultant, ensuring that each application details the actual quantities and value of work completed to date compared with the total billed quantity and unit rate for each item in accordance with the Conditions of Contract.
8. In case of positive outcome of such review, recommend to UNDP SEESAC to process payment and request payment approval.

3.2.5 Selection of testing and commissioning company

1. Participate in preparation of a tender package/secondary bidding request for the selection of a testing and commissioning company for the necessary testing and commissioning of the completed works as required by the valid Albanian legislation. 
2. Participate and provide all necessary assistance during the tendering/secondary bidding process, inclusive of necessary UNDP internal review processes and submissions (CAP), until awarding of the successful bidder as testing and commissioning company.

3.2.6 Hand over

1. Inspect the works in the presence of representatives of beneficiaries, works contractor and supervision company/consultant prior to the handing over of any section of works;
2. Prepare a final list of items to be completed, or replaced together with a time schedule for the remedying of the same;
3. Prior to the commencement of the Defects Liability Period for any section, ensure the supervision company/consultant issues written confirmation that the works have been completed in accordance with the requirements of the contract, plans and specifications, and issue a Certificate of Completion of the Works for that section to be endorsed by UNDP SEESAC.
4. During the remainder of the Defects Liability Period corresponding to the project accepted as substantially completed, the CE, supported by the supervision company/consultant will be required to inspect and report on the completed works prior to the final handing over the completed projects.
5. Prior to the expiration of the Defects Liability Period for any section of the works for which a Certificate of Completion of the Works has been issued, the CE shall in the presence of the beneficiary, the supervision company/consultant and the works contractor inspect the said section and ensure that the works have been completed and maintained in accordance with the contract, and issue a Defect Liability Certificate for the section.

3.3 Other duties

3.3.1 Liaison

1. To guarantee a timely implementation of the works and efficient use of financial resources, the CE shall maintain his/her presence on the site(s).
2. The CE shall arrange a schedule of progress meetings, site inspections and other means of liaison with the locally hired contractors and notify those expected to attend. In arranging these meetings, he/she is expected to maintain and circulate minutes thereof;
3. Accompany visiting representatives from UNDP SEESAC or the Ministry of Interior having jurisdiction over the Project, and record the outcome of these inspections and report as appropriate.

3.3.2 Records

1. Maintain orderly files for correspondence, reports of site meetings, product and material submissions, reproductions of original construction contract documents including all addenda, variation orders, site instructions, information and drawings issued subsequent to the start of works contract, as well as CE’s clarifications and interpretations of the contract documents, progress reports and other related documents;
2. Keep a log book, recording data relative to questions of extras or deductions, list of visiting officials, decisions, observations in general, and specific observations in more detail as in the case of observing test procedures; and
3. Maintain a set of drawings (“as-built” drawings) recording all details of the work as actually executed. Upon works completion and handover, the designs will be officially transferred from UNDP SEESAC to the Ministry of Interior for permanent possession.
4. Any plans, drawings, specifications, designs, reports, other documents and software prepared by the CE shall become and remain property of UNDP SEESAC and the CE shall, deliver all such documents to the UNDP SEESAC together with a detailed inventory thereof.

3.3.3 Reporting

The CE shall prepare and submit the following reports for UNDP SEESAC:

Monthly Report – This Report shall include:

• An overview of progress of all to-be-tendered, tendered and ongoing contracts.
• An updated estimation of time and costs necessary to complete the tasks under this component.
• A summary of eventual problems encountered and solution measures taken or to be taken.

Then, for each ongoing contract, more detailed information on:

• Background.
• Brief description of actual versus planned progress.
• Problems encountered and solutions.
• Comments on the quality of work and performance.
• Data regarding the current financial status of the contract including appraisal of actual versus estimated quantities and unit prices as amended.
• Assessment of the impact of accumulated delays, if any, in the execution of works.
• Projected date for compliance with quality standards if this has not already been achieved.
• Evaluation of eventual contractor-proposed plan for corrective measures to be implemented to increase the rate of progress and meet the required targets.
• Description of eventual additional work accepted and Work Orders issued to the Contractor, detailing dates of notification and subsequent actions and the time and cost effects as assessed.

Quarterly Reports – The CE shall prepare quarterly reports that summarize the content of the monthly reports, giving an overview of progress on the contracts and the main issues that have arisen during the period.

Final Report - Following substantial completion of the Works, the CE shall prepare a final report which shall highlight all major points of interest that arose during the implementation, the chronology of actions, problems encountered and solutions employed; changes made in design and specifications and the reasons therefore; a breakdown of the final costs item by item, etc. The completed as-built drawings shall form an integral part of the Final Report.

Electronic copy of these reports shall be submitted to UNDP SEESAC within seven days after the end of each reporting period.

UNDP SEESAC requires the services of the CE to provide local technical expertise and assistance, liaise and provide quality assurance from various relevant local stakeholders involved in the implementation of the infrastructure component in Albania. The CE is expected to ensure that works are carried out in accordance with the project expectations and to the satisfaction of UNDP SEESAC. In this context, the CE is required to carry out the hereunder described duties, in accordance with the responsibilities that might be delegated by UNDP SEESAC.
 

Deliverables and Timelines

The Consultant will submit brief reports on achievement of deliverables, according to which the payments will be released. Reports will be approved by the SEESAC Coordinator.

Competencies

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgement;
• Self-development, initiative-taking;
• Act as a team player and facilitate team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Informed and transparent decision-making.

Functional Competencies:

• Demonstrated ability to deal with and build collaboration among development stakeholders;
• Demonstrated leadership abilities and organizational capacity;
• Full computer literacy.

Required Skills and Experience

Education/Academic Qualification:

• Graduate Degree in Civil Engineering or related discipline desirable.

Work experience:

• At least 7 years of responsible supervision experience in areas related to implementation of small and medium-scale infrastructure projects;
• Proven experience with preparation and controlling of bidding documents, including FIDIC engineering contract procedures and contract administration;
• Practical experience of working with local public authorities in the implementation of infrastructure projects;
• Previous experience/familiarity with international organizations or funds would be an asset.

Language requirement:

• Fluency in both written and spoken English and ability to communicate well is preferable.

Evaluation of applicants:

Applicants will be screened against qualifications and the competencies specified above. UNDP applies the ‘Best value for money’ approach - the final selection will be based on the combination of the applicants’ qualifications and financial proposal. Only the highest ranked candidates who would be found qualified for the job will be considered for the Financial Evaluation.

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

a) Responsive, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Individual consultant will be evaluated based on a cumulative analysis taking into consideration the combination of the applicants’ qualifications and financial proposal.

Technical Criteria - 70% of total evaluation – max points: 70

Criteria A: 

Relevance of specific professional experience in areas related to implementation of small and medium-scale infrastructure projects; -  max points: 30

Criteria B: Proven experience with preparation and controlling of bidding documents– max points: 30

Criteria C:

Practical experience of working with local public authorities and international development organizations in the implementation of infrastructure projects– max points: 20

Financial Criteria - 30% of total evaluation – max points: 30

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

Application Procedure

Interested applicants are advised to carefully study all sections of this ToRs and ensure that they meet the general requirements as well as specific qualifications described. Please make sure you have provided all requested materials.

The application should contain:

• Cover letter explaining why you are the most suitable candidate for the advertised position. Please paste the letter into the "Resume and Motivation" section of the electronic application.
• Letter to UNDP Confirming Interest and Availability-please fill in the attached form... Letter to UNDP Confirming Interest and Availability.  
• Latest personal CV, including past experience from similar projects or completed and signed UN Personal History Form (P11) for Service Contracts (SC) and Individual Contracts (IC) – Blank form Download here.
• Financial Proposal in ALL - specifying a total lump sum in Albanian Lek ( The financial proposal shall 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.  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).http://www.un.org.al/doc/Financial%20Offer%20template.doc
• Copy of Diplomas and copy of Passport.

Kindly note that Letter to UNDP Confirming Interest and Availability and Financial Proposal are two separate documents and should both be part of your application. 

How to Submit the Application:

To submit your application online, please follow the steps below:

• Merge your CV or P11, Financial Proposal Letter to UNDP Confirming Interest and Availability and cover letter into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

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.

Due to a large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process