Communication Consultant for Malaysia Innovates National Conference 2022
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Contract
This is a National Consultant contract. More about National Consultant contracts.
Background
The Government of Malaysia (GoM) believes in investing in Malaysia’s abilities and in harnessing its inherent capacity, to create its own development solutions. Thus, GoM is the primary investor in Research and Development (R&D) in the country through its annual Development Expenditure (DE) budgetary allocations. R&D investments that are locally produced, innovative, game-changing, scalable, applicable, safe, impactful and can provide a long-term solution post COVID-19 and for increasing the growth and development of the economy. This conference takes a broad policy perspective on Commercialization and Innovation (C&I) policy and practices, based on experiences drawn from the country’s innovation systems and that of advanced economies, with a particular focus on investment incentives, networks and platforms for higher rates of technical and social innovations to be scaled up for the public’s benefit.
State-of-the art and on-the-ground perspectives on the challenge of creating well-functioning C&I systems and policies in other countries will be discussed via dialogues between experts, innovators, practitioners and executives from multinational companies, academic institutions and government agencies. Focus will be on overcoming structural challenges in the ecosystem and how to promote successful interactions between the triad ‘State, Science and Society’ in the process of solving the people’s problems and generating new sources of economic growth. A publication on the innovative solutions in Malaysia will be produced as a result of this conference engagement. It will be published as a special edition of an online magazine, showcasing how young Malaysians are resourcefully helping fight the COVID-19 pandemic. The magazine –Malaysia Innovates - is timely as the world grapples with a response to a global pandemic and the need to chart new areas of growth.
LINK WITH 12TH MALAYSIA PLAN AND SDGS 2030
The conference’s findings and summaries will be used to inform policies to build a strengthened framework for the innovation ecosystem, in support of the country’s national development priorities and the sustainable development agenda. The conference’s and publication theme is aligned to the 12th Malaysia Plan’s Policy Enabler 2: Accelerating Technology Adoption and Innovation which is one of the four catalytic policy enablers needed to support the achievement of Malaysia’s development target over the next five years and beyond.
This conference and publication will also be aligned primarily with Sustainable Development Goal 9 (Goal 9 or SDG 9) which aims to build resilient infrastructure, promote sustainable industrialization and foster innovation and SDG and the following targets under Goal 9:
- Enhance scientific research, upgrade the technological capabilities of industrial sectors in all countries, in particular developing countries, including, by 2030, encouraging innovation and substantially increasing the number of research and development workers per 1 million people and public and private research and development spending.
- Support domestic technology development, research and innovation in developing countries, including by ensuring a conducive policy environment for, inter alia, industrial diversification and value addition to commodities.
The hybrid conference is jointly organized by Accelerator Lab UNDP Malaysia, Singapore and Brunei Darussalam and Research Management Unit from Economics Planning Unit (EPU) under the Prime Minister’s Department. The 2-days conference, themed Malaysia Innovates scheduled to be held on the end of May or June, will be officiated by the EPU’s Minister- YB Dato’ Sri Mustapa bin Mohamed. A soft launch to promote the event will be held in early June. The soft launch will be a virtual event launched by the minister and UNDP representative. The target audience for both events will be the public, including grassroot innovators, B40 entrepreneurs, technopreneurs, start-up ecosystem with participation across various ministries in contribution to the conference implementation.
Objectives of the Assignment
The objective of this assignment is to manage the communication and advocacy of the project for Economic Planning Unit (EPU) - UNDP Malaysia on Phase 1 of Strengthening Research and Innovation Ecosystem that involves a 2-days hybrid National Innovation Conference titled Malaysia Innovates around end of May or June. A soft launch event is scheduled tentatively in early June to promote the official conference. The project will be developing a publication titled Malaysia Innovates to document the innovations from various stakeholders, which will be socialised post-conference to inspire the public and attract strategic partnerships and investment from the private sectors. The communications consultant will work closely with the event management company, writers and creative agencies, to effectively communicate the event and meet the objectives of the project.
Malaysia Innovates Conference Details:
Date: 2-Days in end of June
Time: 10.00 AM to 4.00 PM (Malaysia time)
Venue: Hybrid physical-virtual event with 50-100 participants in actual physical space
Fully virtual for soft launch in early June.
Platform: Zoom and Live stream on FACEBOOK Live for virtual participants
Language: English and Bahasa Melayu (panel sessions in English and Breakout session in Bahasa
Melayu)
Conference Objectives: To facilitate multi-stakeholder collaboration and partnerships through the sharing of information, experiences, best practices and policy advice among government agencies, civil society, the private sector, the scientific community, UN entities and other stakeholders.
Target participants: Decisionmakers and researchers/innovators involved in innovation and economic growth, both in the academia, civil service and the private sector. Contribution for content and sessions host from multiple ministries.
Proposed Event Tagline:
1. InnoVate Malaysia
2. MyInovasi
3. Inovasi-KITA!
4. Inovasi Keluarga Malaysia
Exhibition and Booth formats: Exhibition booths starts on Day 1 at 12pm and end on Day 2 by 5pm.
Duties and Responsibilities
The communication consultant will work closely with EPU RMU and UNDP Accelerator Lab project team members under the oversight of UNDP and the direct supervision of designated UNDP personnel.
The scope of work for this assignment will include the following key functions:
- In consultation with the project team in UNDP and EPU, develop and advise communication and advocacy strategy for effective outreach and visibility for the conference and publication.
- Coordination with UNDP focal point to engage relevant stakeholders and consolidate relevant details and content for the soft launch, the actual event and publication for communication and advocacy purposes.
- Coordination with participating government ministries, agencies and external parties including private sectors, academia and CSOs on strategic communication and advocacy content.
- Events and design preparations, dissemination through electronic and print media press releases, event programs, knowledge products, articles, power-point presentations, brochures, info-graphs, interview questions, website/social media content, talking points, etc) for the conference, publication and post-conference activities in collaboration with the creative agencies and project coordinator hired by UNDP.
- Ensure that communications products and materials for this project uniformly adhere to communications and reporting requirements of the project; and strictly adhere to following projects branding guidelines in all print and electronic product of the project.
- Facilitate quality reporting on project progress and results through effective communications products and templates.
- Ensures that information and data from the stakeholder engagement is captured, documented, analyzed, and communicated in a results-based and timely manner for effective outreach and visibility of the project.
- Maintain proactive content development for provincial and field level activities (articles, blogs, and other similar content) to be shared for project’s social media and corporate networks.
***The applicant will submit a brief methodology on how they will approach the assignment. Once hired, the consultant should propose appropriate methodologies with detailed workplan for all of the above, noting that final methodologies are to be decided in consultation with UNDP and EPU.
Deliverables
The contract and payments will be performance-based and assessed by UNDP Malaysia. The consultant will be reporting to Head of Solutions Mapping, Accelerator Lab UNDP Malaysia. For payment in instalments, certification of satisfactory performance at each phase of key deliverable is required. Timing of specific activities will be discussed and agreed between UNDP and the consultant.
No.
Deliverables
Timelines
Percentages
1.
Develop communication strategy and design project communications and outreach material for dissemination of all through electronic, print media and social media for stakeholder engagement with innovators and ministry partners, and public private sector outreach.
15 April 2022
20%
2.
Collection of information, preparation/development of content, and liaison with vendors and project team for undertaking mock cover, montage video and other products for soft launch, with minimum 1 press article for press conference and minimum 2 social media posts to socialize the soft launch.
15 June 2022
30%
3.
Collection of information, preparation/development of content, and liaison with vendors, stakeholders and project team for undertaking short videos, publication design, content development and other products for the actual conference with minimum 1 article for press, one blog, 1 photo essay and 5 social media posts to socialize the conference and publication content.
30 June 2022
30%
4.
Successful publication of Malaysia Innovates and post-conference socialization with relevant social media assets.
31 July 2022
20%
The consultant will use their equipment and software. The submission of the final deliverable should be no later than 31 August 2022. The duty station will be in Putrajaya, Malaysia. Consultant may work be home-based and required to come into the office and event venues as necessary.
Intellectual property
All information and production of the knowledge product to the assignments, as well as outputs produced under this contract, shall remain the property of UNDP and EPU who shall have exclusive rights over their use. The products shall not be disclosed to the public nor used in whatever format without written permission of UNDP.
Financial Proposal
Candidates shall quote a lump-sum “all-inclusive” fee for the completion of each deliverable. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, translation and other services, travel costs within state, etc.) that could be incurred by the IC in completing the assignment are already factored into the lump-sum submitted in the proposal. Payments shall be done upon verification of completion of deliverables and approval by the IC’s supervisor.
The lump-sum price is fixed regardless of changes in the cost components. The payment breakdown is as follow:
First Tranche – 20% upon submission and approval of Deliverable 1
Second Tranche – 30% upon submission and approval of Deliverable 2
Third Tranche – 30% upon submission and approval of Deliverable 3
Fourth Tranche – 20% upon submission and approval of Deliverable 4
Due to the Movement Control Order, travel may not be possible throughout the assignment period. However, in the case where travel is absolutely required and the consultant is needed to travel beyond the state border where the consultant resides, the expenses will be paid by UNDP Malaysia per UNDP travel rules and regulations. The consultant will need to discuss and obtain approval from the supervisor – UNDP Malaysia Head of Solutions Mapping at least a week before the expected travel date.
Competencies
Corporate competencies
- Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability
- Demonstrates diplomacy and tact in dealing with sensitive and complex situations
- Strong communication, team building, interpersonal, analysis, and planning skills
Professionalism
- Demonstrates professional competence and mastery of the subject matter
- Demonstrated ability to negotiate and apply good judgment
- Shows pride in work and in achievements
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results
Planning & organizing
- Able to generate creative output under tight deadlines, while working remotely
- Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
- Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
- Establishes, builds and maintains effective working relationships with staff, partners and beneficiaries to achieve the planned results
Required Skills and Experience
Education
- Degree / Diploma in communications, journalism, media studies, development studies, social sciences, or a closely related field;
- At least 2 years of experience working in media, communications and event organization; and
Experience
- Minimum 2 years of practical or work experience in media, communications and event organization;
- Experience working with government institutions and international or non-governmental organizations in communications and advocacy is an advantage;
- Strong communication and writing skills, and ability to liaise with various stakeholders, including government departments and grassroot communities;
- Excellent interpersonal and computer skills;
- Demonstrated ability to meet deadlines.
Language requirements
Excellent command of English and Bahasa Malaysia (verbal and written proficiency). Working knowledge of any other Malaysian language(s) is an advantage
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
Interested individual applicants must submit the following documents/information to demonstrate their qualifications:
- Document 1: Letter of Confirmation of Interest and Availability
- Document 2: Technical Proposal: Brief description of why the individual considers themselves as the most suitable for the assignment, including portfolio/evidence of past work, testimonies from past collaborators and/or employers, proposed partners or collaborators (individuals or organizations), and a brief methodology on how they will approach and complete the assignment;t;
- Document 3: Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an applicant is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the applicant must indicate at this point and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.
- Document 4: Personal CV or P11 indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references
- Please submit this information in one file as Document 1, 2, 3, and 4. The system will only accept ONE (1) attachment, please merge all documents and submit them as one file.
- Applicants must reply to the mandatory questions asked by the system when submitting the application.
- Candidates who fail to submit all the information requested above will be disqualified.
How to Apply:
- Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template, and General Terms & Conditions mentioned below;
- Read and agree to the General Terms & Conditions (refer to below link);
- Click the ‘apply’ icon and complete what is required;
- Scan all documents into 1 (One) pdf folder and then upload;
- For clarification questions, please email [email protected]. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2022/011" as the subject matter.
General terms & conditions to be downloaded:
Reimbursable Loan Agreement (RLA): A legal instrument between UNDP and a Company/institution, according to which, the latter makes available the services of an individual delivering time-bound and quantifiable outputs that are directly linked to payments
Incomplete proposals may not be considered. Only short-listed candidates may be contacted, and successful candidates will be notified.
Evaluation method and criteria
Only candidates that are responsive and compliant will be evaluated. Individual Consultants will be evaluated based on the following methodology:
Combined scoring method
The award of the contract shall be made to the candidate whose offer has been evaluated and determined as (a) responsive/compliant/acceptable, and (b) having received the highest combined score out of
- Weighted technical criteria (50%)
- Interview (20%)
- Financial criteria (30%)
Technical criteria for evaluation (100 points) (50% of the combined score)
The technical criteria consist of qualification review (education, experience, capabilities, language):
- Criterion 1: Relevance of educational background (10 points)
- Criterion 2: Work and community engagement experience, including strength of networks (35 points)
- Criterion 3: Evidence of ability to produce co-created, participatory and/or artistic works (30 points)
- Criterion 4: Language ability (10 points)
- Criterion 5: Bonus points for additional relevant experience and technical competencies (5 points)
- Criterion 6: Proposed brief methodology (10 points)
Only candidates obtaining a minimum of 70 points of the total technical points would be considered for the Interview and Financial Evaluation.
Interview (20% of the combined score)
Shortlisted candidates will be invited to attend a virtual interview to ascertain suitability, competency, and areas of interest.
Financial criteria (30% of the combined score)
A financial score shall be computed as a ratio of the proposal being evaluated against the lowest-priced qualified proposal received by UNDP for the assignment, and will be based on a maximum of 30 points.
The application receiving the Highest Combined Score will be awarded the contract.
Added 2 years ago
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Updated 2 years ago
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Source:
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