Background
UNDP Global Mission Statement:
The United Nations Development Programme (UNDP) is the UN’s global development network - an organization connecting people around the world to knowledge, experience and resources to help build a better life. UNDP is on the ground in 166 countries, working with national counterparts to develop in-country solutions to national and global development challenges.
UNDP Afghanistan Mission Statement:
UNDP supports stabilization, state-building, governance and development priorities in Afghanistan. UNDP support, in partnership with the Government of the Islamic Republic of Afghanistan (GIROA), other UN agencies, the donor community and other development stakeholders, has contributed to institutional development designed to impact the daily lives of Afghan citizens. Over the years UNDP support has impacted milestone efforts, including the adoption of the Afghanistan Constitution, Presidential, Parliamentary and Provincial Council elections, and capacity-building for the legislative, judicial and executive arms of the State, including Ministries, Government agencies and commissions at the national and sub-national levels. Major demobilization, disarmament, rehabilitation and area-based livelihoods and reconstruction programmes have been implemented nationwide. UNDP Programmes in Afghanistan have benefited from the very active support of donors. UNDP Afghanistan is committed to the highest standards of transparency and accountability and works in close coordination with the United Nations Assistance Mission in Afghanistan (UNAMA) and the UN system to maximize the impact of its development efforts on the ground.
Based on consultations conducted between UNDP, the GIROA and donors during 2017, a growing view emerged that the scope of LOTFA should be expanded to include the entire justice chain (police, courts and prisons) and cover all institutions across the entire Rule of Law sector, with an increased focus on anti-corruption. Simultaneously, the LOTFA structure has been revised to bring it more in line with international standards and best practices on Trust Fund management and administration. LOTFA will most likely move before the end of 2018 under the structure of the Multi- Partner Trust Fund (MPTF) Modalities.
The new Trust Fund Terms of Reference (TOR) and Strategic Framework have been approved by the LOTFA Steering Committee.. As the revised LOTFA TOR becomes effective, management arrangements for the Trust Fund are being finalized.
Organizational context of the position:
As part of its support to institutional strengthening of MOIA, UNDP has supported the ministry in developing several systems (Health Management Information System (HMIS), Post-contract Tracking System (PTS), Annual Procurement Plan Approval System (APPAS), Case Management System (CMS), Martyred Management Information System (MMIS), and Document Management System (DMS)) with the intention to transform certain processes from a paper-based into a computerized process flow system. These initiatives were also part of UNDP’s support to the Ministry in bringing transparency and simplifying the Ministry’s core administrative processes, and enhancing the efficiency of targeted directorates. However, uptake and utilization of these systems has posed a challenge largely due to the scale of the change that was being introduced and the breadth of coverage initiated under this initiative.
The consultant will review the current state of the developed systems and provide recommendations to improve system utilization. Furthermore, the consultant will assess and recommend the possibilities and cost-effective ways for UNDP to extend the development of systems, especially, in the areas under Deputy Ministry (DM) Support.
The consultant will work closely with a wide range of actors, including the Rule of Law and Human Security (ROLHS) Unit, implementing partners and other Afghan institutions (i.e. Ministry of Finance and National Procurement Authority), the UNDP Country Office, and the international community.
The consultant will ensure close collaboration and consultation with the Country Office’s Programme Unit, which will provide guidance throughout this assignment. The consultant will work as a member of the ROLHS team and in close collaboration with the Transitional Support to MOIA (TSM) Project Team.
The nature of the assignment requires the Consultant to work closely with the Afghanistan MOIA, and to work closely with its key General Directorates, which will be identified following consultation processes.
Duties and Responsibilities
SCOPE OF WORK AND DELIVERABLES
Objective of the assignment:
Review the current state of systems utilization for those systems developed through earlier UNDP support and provide recommendations to ensure their effective utilization, sustainability and continued monitoring of the systems.
Assess entry points, feasibility and cost-effective implementation modalities for UNDP’s support to systems development particularly in the areas of DM Support (finance and budget, logistics, procurement, facility, and etc.).
Identify ICT infrastructure requirements and human resource capacity to support systems utilization at the PHQ level including power, connectivity, computer literacy, etc.
Ensure UNDP’s investment in MOIA’s ICT infrastructure aligns to the overall ICT architecture of MOIA.
Activities:
Undertake a thorough review and assessment of the (i) systems; (ii) human resources who are/will be using the system; (iii) existing ICT equipment in the target directorates; (iv) enabling environment for utilizing IT systems; (v) existing and potential barriers to system utilization in the target directorates and other areas as required; (vi) provide other technical support as relevant.
Based on the findings, explore options and provide recommendations on utilization, monitoring and reporting of the systems.
Undertake a detailed review of other systems (AFMIS, PMIS, CoreIMS, and etc), and provide a detailed report about the compatibility of UNDP supported systems with these systems, and the extent of utilization in the Ministry.
Assess the ICT infrastructure and human resource capacity at the PHQ, and recommend on the extent of system utilization at PHQ.
Provide technical assistance and recommendations on system development and system integration in the area of DM Support (Finance and Budget, Procurement, Facility, Logistics and HR).
Based on assessment and recommendation, particularly in the area of system development, draft ToRs and RFPs for required capacities and equipment.
Assess and recommend the extent and possibilities of G2C service development in MOIA.
EXPECTED DELIVERABLE
Deliverable 1. Report on current MOIA systems including:
Part A: Current systems and extent of utilization:
Extent of utilization (including analysis of system generated reports), availability and proficiency of system trained staff, and availability of ICT equipment provided to each directorate;
Recommendations on additional challenges and issues affecting system utilization, and identification of costs and timelines required for system adoption and development.
Upon request, drafting of TORs/RFPs to source inputs to support systems utilization, training and hand-holding support.
Part B: Availability and use of pre-existing systems in MOIA, particularly in the DM Support and Government-to-Citizen (G2C) services areas:
Findings on existing systems in procurement, finance and logistics, passport, vehicle registration, etc; existing functionality of the systems and coverage of processes;
The extent of utilization of the systems at MOI and PHQs, and recommendation on system improvements/integration as well as cost effective methods for implementing these.
Upon request, drafting TORs for needed capacities and/or service providers.
22 working days, 50%.
Deliverable 2: Report on Rapid Assessment of ICT infrastructure needs at PHQ and PDs in Kabul and Herat; and A review, analysis and set of recommendations for UNDP ensuring it supports a harmonized and unified ICT architecture at MOIA.
22 working days, 50%.
Payment Modality:
Payments under the contract will be linked to deliverables and made on receipt of the specific milestones indicated above, and including a timesheet according to UNDP procurement formats for individual contractors:
Payments will be made in installment upon completion of deliverables:
Deliverable 1. Report on current MOIA systems including:
Part A: Current systems and extent of utilization:
Extent of utilization (including analysis of system generated reports), availability and proficiency of system trained staff, and availability of ICT equipment provided to each directorate;
Recommendations on additional challenges and issues affecting system utilization, and identification of costs and timelines required for system adoption and development.
Upon request, drafting of TORs/RFPs to source inputs to support systems utilization, training and hand-holding support.
Part B: Availability and use of pre-existing systems in MOIA, particularly in the DM Support and Government-to-Citizen (G2C) services areas:
Findings on existing systems in procurement, finance and logistics, passport, vehicle registration, etc; existing functionality of the systems and coverage of processes;
The extent of utilization of the systems at MOI and PHQs, and recommendation on system improvements/integration as well as cost effective methods for implementing these.
Upon request, drafting TORs for needed capacities and/or service providers.
22 working days, 50%.
Deliverable 2: Report on Rapid Assessment of ICT infrastructure needs at PHQ in Kabul and Herat; and A review, analysis and set of recommendations for UNDP ensuring it supports a harmonized and unified ICT architecture at MOIA.
22 working days, 50%
Competencies
WORKING ARRANGEMENTS
Institutional Arrangements:
The Consultant will work under the overall supervision of the TSM Project Manager and direct supervision of the Lead IT Consultant (Health Directorate).
The ROLHS Unit and the TSM Project will provide office space, internet, and logistical and other support services including transport and security for UNDP international personnel. However, the consultant is expected to bring his/her own laptop and mobile phone and meet local communications costs. Costs to arrange meetings, workshops, travel costs and DSA during field visits (if any), etc. shall be covered by the ROLHS Unit.
Duration of the Work:
The deliverables under this contract shall be completed within 2 months after the signing of the contract, including all preparation work and on-site visits. The target date for the start of the work will be 10 January 2018.
Duty Station
Work will be carried out in-country. The duty station for the contractor is Kabul, Afghanistan although some field visits outside Kabul may be necessary. The TSM Project will cover expenses of all official field missions within or outside the country. When in Kabul, the contractor will be based at MOIA and report whenever necessary to the ROLHS Unit (UNOCA) during working hours, security conditions permitting. The contractor will follow the working hours and weekends applicable to the TSM staff. The contractor’s movement for meetings and consultations shall be coordinated by the TSM Project. The contractor is at all times required to observe UNDP security rules and regulations.
Required Skills and Experience
Required expertise and experience:
Bachelor Degree or equivalent in Computer Science, Information Technology or other related discipline;
At least 7 years of work experience in Information Technology or system development;
At least two years of experience with process re-engineering, digitization and automation;
Previous experience in developing ERP systems in Afghanistan’s public sector is a must.Experience working with security sector ministries in Afghanistan on IT systems is highly desirable;
Prior experience with capacity building and development programmes within the UN system is preferable.
Language:
Excellent written and oral English;
Excellent written and oral Dari.
Core competencies:
Promotes ethics and integrity and creates organizational precedents
Builds support and political acumen;
Builds staff competence and creates an environment of creativity and innovation;
Builds and promotes effective teams;
Creates and promotes environment for open communications;
Leverages conflict in the interest of UNDP and sets standards;
- Shares knowledge across the organization and builds a culture of knowledge sharing and learning.
PRICE PROPOSAL AND SCHEDULE OF PAYMENTS
The contractor shall submit a price proposal as below:
Daily Fee – The consultant shall propose a daily fee, which should be inclusive of her/his professional fee, local communication costs and insurance (inclusive of medical health insurance and evacuation). The professional daily fee, all inclusive of the above elements, shall be paid upon submission of timesheet. The number of working days for which the daily fee shall be payable under the contract is 44 working days maximum.
Payment schedule - Payments shall be done upon verification of completion of specific reports, deliverables and approval by the consultant’s supervisor.
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 70 %
Qualification and Experience (70 marks) [evaluation of CV]
Relevant education (30 marks);
Relevant experience (40 marks).
Financial Criteria 30% (30 points)
Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.
Technical Proposal (40 marks)
- Technical Approach & Methodology (25 marks) – This explains 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. The Applicant should also explain the methodologies proposed to adopt and highlight the compatibility of those methodologies with the proposed approach;
- Work Plan (15 marks) – The Applicant should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates. 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 (30 marks) [evaluation of CVs for shortlisting]
- General Qualification (10 marks);
- Experience relevant to the assignment (20 marks);
Documents to be included 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) as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
- Personal CV indicating all experience from similar projects relevant to the assignment.
Technical proposal:
- Brief description of why the individual considers him/herself as the most suitable candidate for the assignment;
- A methodology, on how they will approach and complete the assignment and work plan as indicated above;
- Work Plan.