Background

Deployed in March 2014, the Human Rights Monitoring Mission in Ukraine (HRMMU) has a comprehensive mandate to monitor, report on the human rights situation throughout Ukraine, and to make recommendations to the Government and other actors to address human rights concerns as documented by the Mission. Recommendations outline concrete follow-up actions to address these concerns, prevent further violations and mitigate emerging risks. HRMMU monitors, reports and advocates on the human rights situation through its office in Kyiv, as well as field offices, based in Donetsk and Luhansk (in armed group-controlled territory); and in Kharkiv, Kramatorsk, Mariupol and Odesa (in government-controlled territory). In accordance with General Assembly Resolutions 71/205, 72/190, 73/263, and 74/168, HRMMU also monitors remotely, reports and advocates on the human rights situation in Crimea.

HRMMU operates on the basis of an agreement with the Government of Ukraine, initially renewable every three months, and since September 2015 every six months, with the understanding that it will be further extended.

Given the combination of international and national personnel, employed with HRMMU, as well as the need to communicate in 3 different languages, especially during the period of transition to the new priorities under the new Annual Work/Cost Plan, HRMMU is looking now to beef up the translation/interpretation services already procured by the Mission. Under the guidance and direct supervision of the Programme Management Officer, the Language Assistant will provide quality translations and interpretations from English into Russian/Ukrainian languages, and vice versa, ensuring consistency of terminology and demonstrating highest standards of professional behavior, including dealing with confidential information.

Duties and Responsibilities

2. DESCRIPTION OF RESPONSIBILITIES I SCOPE OF WORK

Language assistant will be responsible to perform the following tasks:

• Provide high-quality written translation from Russian/Ukrainian/English into English/Ukrainian/Russian of different documents, including media sources, letters, reports, legislative documents, etc.;
• Ensure quality check of translations; ensuring that no errors are left in the final texts; 
• Update and maintain terminology database;
• Coordinate work of external translation agencies, as required;
• Provide high-quality substantive editing and proofreading of documents;
• Provide interpretation services (consecutive) from English into Russian/Ukrainian languages, and vice versa during meetings, presentations and other events, as required;
• Provide administrative support before, during and after meetings, including agendas, invitations and minutes;
• Perform other duties, as requested by the supervisor.

3. DELIVERABLES, TIME SCHEDULE & PAYMENT

For each assignment, the task manager shall agree in email with the contractor a specific timeline that will be binding for the contractor. The contractor should demonstrate strong ability and readiness to perform urgent work tasks.

HRMMU will pay the negotiated amount in monthly installments upon successful completion of the tasks, which will be reviewed and approved by the Programme Management Officer each month.

The deliverables are high quality translated documents delivered by the agreed deadline and providing for consistency of terminology and correspondence to lexical, stylistic and semantic content of the original and high quality interpretation, delivered with appropriate speed, providing for consistency of terminology and correspondence to lexical, stylistic and semantic content of the original speech.

4. MONITORING/REPORTING REQUIREMENTS

The incumbent is expected to notify the direct supervisor as to the progress made on each assignment. The written translations should be acknowledged via email by sending in the completed parts of the text. After the entire text of the document is submitted to HRMMU, the text is proofread and, if no objections are raised, the text is considered as approved. If objections are raised as to the quality of the translation, the incumbent may be requested to redo and resubmit the translated texts.

Contractor’s performance will be evaluated against such criteria as: timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered. The evaluation will be carried out and cleared by the task managers which will also be the basis for payment to the contractor.

HRMMU shall pay the incumbent upon certification by the supervisor that the services have been satisfactorily performed. Payments are made only if no objections are pending on the moment of payment transactions.

5. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

• Completed and signed UNDP Personal History form (P-11) which can be downloaded https://www.ua.undp.org/content/dam/ukraine/docs/P11-%202012.doc
• Financial proposal with indicated fee for per-month written and verbal translations. The rate given in the financial proposal should combine both written and verbal translations per month.

The format shown on the following tables is suggested for use as a guide in preparing the Financial Proposal

Competencies

Professionalism: Demonstrates professional competence and mastery in translation and interpretation; possesses solid knowledge of the language terminology and translation techniques; demonstrates strong ability to research, select, organize and summarize information; demonstrates strong ability to translate specialized texts under tight deadline pressure; possesses in-depth knowledge of the work, functions and organization of the HRMMU work; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; safeguards confidentiality of information as required; demonstrates  motivation by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Demonstrates commitment to the UN’s mission, vision and values

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

Client Orientation: Demonstrates a client-oriented approach, high sense of responsibility, courtesy, and tact; consistently approaches work with energy and a positive, constructive attitude. Focuses on result for the client and responds positively to feedback;

Development and Operational Effectiveness: Ability to perform a broad range of activities aimed at supporting an effective and efficient functioning of the office, including data/schedule management, maintenance of protocol, information flow.

Leadership and Self-Management: Consistently approaches work with energy and a positive, constructive attitude; Remains calm, in control and good humored even under pressure; Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

7. QUALIFICATIONS

Education:

Advanced university degree (Master or equivalent) in linguistics, literature, journalism and media, philology, international affairs or other relevant field. A combination of relevant academic background (at least a first level university degree i.e. bachelor’s degree or equivalent) and 2 years of extensive relevant professional experience in a related area may be accepted in lieu of advanced university degree.

Experience

A minimum of 2 years of progressively responsible experience in the field of translation and interpretation in legal and humanitarian area relevant to HRMMU mandate.

Languages

Fluency in oral and written English, Ukrainian and Russian.

8. EVALUATION 

Technical evaluation:

The evaluation will be processed as follows:

1. HRMMU will conduct written and verbal tests to access the applicants’ professional skills.
2. For written test applicants will receive via email texts in English and Ukrainian that should be translated within 2 hours to Russian and English accordingly. Both texts’ volume will not exceed 1200 characters with space. The maximum score for the written test will be 35 points. Each mistake irrespective of type – grammatical, lexical, and stylistic – will reduce total score by 0.5 point.
3. The verbal test will be conducted via skype by reading and translating two articles for the consecutive and two articles for the simultaneous translations (not more than 500 characters with space). The applicants will have to translate the readings verbally. The maximum score for the verbal test will be 35 points. Each mistake irrespective of type – grammatical, lexical, and stylistic – will reduce total score by 0.5 point.

Maximum available technical score - 70 points

Evaluation method:

Cumulative analysis. Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) having received the cumulative 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 70% from the maximum available technical score would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.