Background

UNDP Global Mission Statement

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

UNDP Afghanistan Mission Statement

UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government, the United Nations system, the donor community and other development stakeholders, has contributed to institutional development efforts leading to positive impact on the lives of Afghan citizens. Over the years UNDP support has spanned such milestone efforts as the adoption of the Constitution; Presidential, Parliamentary and Provincial Council elections; institutional development through capacity-building to the legislative, the judicial and executive arms of the state, and key ministries, Government agencies and commissions at the national and subnational levels.

Organizational Context

The UNDP Institutional and Capacity Support to the Afghanistan Parliament (ICSPA) project (2014-2019) aims to assist the Secretariats of the National Assembly of Afghanistan to serve as a foundation for the parliament’s sustainable institutional development. 

The UNDP-ICSPA project follows on the UNDP SEAL I and II projects (2005-2013) that supported the re-establishment of the National Assembly of Afghanistan.

The first phase of the ICSPA project (2014-2016) focused on supporting the Secretaries General and their department directors to carry-out self-assessments of their performance against international parliamentary standards.  Based on recommendations arising from the self-assessments the project supported the department directors to prepare a Reform Action Plan.  Support to the self-assessments was provided in partnership with experts from the Inter-Parliamentary Union.

A second phase of the ICSPA project was launched in July 2016 with the adoption of a revised project document (2016-2019).  During its second phase, the project aims to support the parliamentary leadership to implement the National Assembly’s reform action plan under the following expected outputs:

  • Output 1: Secretariats are strengthened to support law-making and oversight functions, including committee management, legislative and policy research, and plenary;

  • Output 2: Finance, procurement, auditing and human resources capacity of the Secretariats is strengthened to better manage resources and provide effective support to operational functions;

  • Output 3: Representative role reinforced through support for improved communication and outreach capacities;

  • Output 4: Capacity of Parliament’s leadership to undertake reforms enhanced.

The National Assembly of Afghanistan

The National Assembly of Afghanistan is a bicameral parliament comprised of the Wolesi Jirga (the House of the People) and the Meshrano Jirga (the House of Elders).  Each House is governed by an Administrative/Steering Board comprised of the Speaker, Deputy Speakers and Secretaries.  Secretaries General serve as the administrative heads of each House.

The Meshrano Jirga’s Finance and Services Department

The Finance and Services department is responsible to provide all financial related service to the Secretariat of Meshrano Jirga. This department faces a number of challenges such as: insufficient staff with accounting qualifications; all Internal financial reporting is provided on demand basis and not according to a fixed (monthly or quarterly) schedule; there are no customized accounting training programs available to cater to the specific needs of the Finance and Services Department; financial reports are being prepared using Excel spreadsheets rather than through a standard accounting system which leaves records susceptible to errors.

Objective of the Assignment

Support through this service will be provided under output-2: Finance, procurement, auditing and human resources capacity of the Secretariats is strengthened to better manage resources and provide effective support to operational functions.  

The expected results of this contract are: Meshrano Jirga Secretariat’s budget is analyzed  and support for the preparation of  mid year’s budget evaluation is provided; Finance and Procurement Department’s staff’s capacity is built and they are able to perform their activities properly and independently; Finance and Procurement units’ daily business is performed in a timely manner and up to the required standards; training on financial and procurement procedures is provided to  the staff of directorates and their capacity to provide services according to the procedures is improved.

To address the needs of the Finance and Services Department and based on a request from the National Assembly of Afghanistan’s Meshrano Jirga leadership (Secretary General), the UNDP ICSPA project seeks to contract a professional Consultant under the below scope of work who will provide technical assistance and support to the Secretary General of Meshrano Jirga on Financial and Procurement issues and achieve the results stated above.

Duties and Responsibilities

Scope of Work and Deliverables:

The Consultant is required to provide technical assistance and support to the Secretary General of Meshrano Jirga’s office, Head of Finance and Service Department and their staff, under the supervision and guidance of the Secretary General of Meshrano Jirga and within close collaboration of ICSPA Project Manager.

Specifically, the Consultant is required to engage directly with department directors and staff to perform the following:

  • Assist the Secretary General office to prepare and analyze the Meshrano Jirga’s Secretariat budget in mid-year review;

  • Assist in developing the procurement plan according to the Secretariat’s budget;

  • Review financial and procurement procedures of the Secretariat to make the necessary reforms and improve the financial procedures;

  • Conduct orientation sessions on specific themes to Finance and Procurement staff (focusing on selected counterparts);

  • Provide on-the-job training of selected counterparts in Finance and Procurement sections in order to build their capacities;

  • Provide support to establish a central electronic repository of Meshrano Jirga’s suppliers;

  • Advise Finance department and Procurement units on methods of bringing their daily activities to the required standards;

  • Provide advice to the Secretary General on finance and procurement issues;

  • Provide advice on how to ensure that Finance and Procurement documents prepared for further processing are correct and free of errors;

  • Provide professional advice on reform-making and improving financial procedures;

  • The consultant must keep the confidentiality of all the financial documents;

  • The consultant must make sure that the financial procedures introduced or amended consistently meet all quality standards.

Expected outputs/Deliverables

Monthly report summarizing activities undertaken under the following key areas covering details:

The Service is delivered as defined in the ToR including:

Deliverable 1: A rapid assessment is conducted on staff capacity and financial and procurement procedures and recommendations and improvement strategy is prepared; end of month 1; (20%)

  • Financial and Procurement procedures of the Secretariat are reviewed, and recommendations are prepared;

  • Professional advice on making reforms and improving the financial procedures is provided to the Secretariat General office.

Deliverable 2: Conduct orientation sessions on specific themes to Finance and Procurement staff especially the selected counterparts; end of month 2; (20%)

  • At least three workshops on Finance and Procurement issues are conducted to the Secretariat staff;

  • Performance of financial and procurement units is improved, and work starts being performed according to the procedures.

Deliverable 3: Provide on job training of selected counterparts in Finance and Procurement sections in order to build their capacities; end of month 3; (15%)

  • Finance and Procurement unit daily business is performed in a timely manner and according to the standards;

  • Finance and Procurement (_5_) staff guided, trained and enabled to independently performed their daily work;

  • Staff capacity is built and enabled to perform their job independently in the right way.

Deliverable 4: Establishment of a central electronic repository of Meshrano Jirga suppliers; end of month 4; (15%)

  • A database of suppliers’ names and contact details is prepared and made accessible through the Local Area Network to procurement, finance and administrative department staff;

  • Relevant staff members are trained on using the electronic repository properly;

  • Evaluate the immediate results of the E- repository and make sure it is functioning properly.

Deliverable 5: Prepare and Analyze the Meshrano Jirga budget in the mid-year evaluation; end of month 2; (10%)

  • Ensure that budget expenditure rate is as high as logical because of the capacity enhancement of the staff and smooth procedures in place;

  • Assist finance staff to prepare a logical budget evaluation in mid-year review.

Deliverable 6: Prepare a post assignment evaluation report; end of month 6; (20%)

  • Conduct an assessment to evaluate improvements made in the financial and procurement functions of the organization and capacities of staff built;

  • Prepare recommendations to Secretary General for keeping the track of advancement and bringing further improvements.

Payment Modality

The total professional fee shall be converted into a lump-sum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the abovementioned schedule of payment.

Competencies

Corporate Competencies:

  • Demonstrates integrity by modeling UN values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.

Functional Competencies

Knowledge Management and Learning:

  • Familiarity with UNDP and National Assembly of Afghanistan procedures and systems.

Development and Operational Effectiveness:

  • Experience working in Finance and Procurement at the Afghanistan governmental institutions or public sector;
  • Demonstrated knowledge of Finance and Procurement legislative framework and procedures; 
  • Excellent computer literacy – MS office applications.

Management and Leadership:

  • Builds strong relationships with directorates and staff, focuses on impact and result and responds positively to feedback;
  • Ability to lead effectively, mentoring and trainings skills.

Required Skills and Experience

Academic Qualifications:

  • Master’s degree with 5-year experience or bachelor’s degree with 7 years working experience in Finance, Economics, Public administration, Information technology and Governance and law or development studies from an accredited university.

Years of experience:

Language requirement:

Working Arrangements

Institutional Arrangements:

  • The Consultant will work under the guidance and supervise of Secretary General of Meshrano Jirga, the head of Finance and Services Department will ensure work quality and completion through this ToR, with in close collaboration of ICSPA Project Manager;

  • The consultant is expected to produce deliverables in a timely manner as outlined in the Scope of Work;

  • The National Assembly of Afghanistan (Meshrano Jirga) will provide work station to the Consultant at the National Assembly of Afghanistan;

  • The consultant is responsible to utilize his/her own computer and mobile phone for all work as well as to cover the costs for local communication.

Duration of the Work:

  • The performance under the contract shall take place up to contract duration of 132 working days over six (6) months period five working days per week. The target date for the start of work will be around 20 December 2018.

Duty Station:

  • All services/work will be delivered to the National Assembly of Afghanistan Meshrano Jirga at the Parliament House New building, Darulaman Road, Kabul Afghanistan, or Parliament House Annex building, Darulaman Road, Kabul Afghanistan;

  • The consultant will be required to report regularly and be present at the National Assembly of Afghanistan Meshrano Jirga during the working hours to accomplish the deliverables on time.

Price proposal and schedule of payments:

The contractor shall submit a price proposal as below:

  • Daily Fee – The contractor shall propose a daily fee which should be inclusive of his professional fee, local communication and transportation costs. The number of working days for which the daily fee shall be payable under the contract is 132 working days;

The total professional fee, shall be converted into a lump-sum contract and payments under the contract shall be made on submission and acceptance of deliverables under the contract in accordance with the abovementioned schedule of payment.

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:

  • Responsive/compliant/acceptable; and
  • 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 (70% of the total technical points) would be considered for the Financial Evaluation.

Technical Criteria 70 points

Technical Proposal (30 marks):

  • Technical Approach & Methodology (20 marks) – Explain the understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output;
  • Work Plan (10 marks) – The Applicant should propose the main activities of the assignment. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan.

Qualification and Experience (40 marks) [evaluation of CV for shortlisting]:

  • General Qualification (20 marks);

  • Experience relevant to the assignment (20 marks).

Documents to be provided when submitting the proposals:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

  • Duly accomplished Confirmation of Interest and Submission of Financial Proposal Template using the template provided by UNDP (Annex II);
  • 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 (2) professional references.

Technical proposal:

  • Brief description of why the individual considers him/herself as the most suitable for the assignment;

  • A methodology, on how they will approach and complete the assignment including work plan as mentioned above.

Incomplete proposals may not be considered.