Consultancy for Operations Support Consultant - IC/PNG/026-2022

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Contract

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Background

Project Background

UNCDF is the UN’s capital investment agency for the world’s 46 Least Developed Countries (LDC). UNCDF uses its capital mandate to support LDCs pursue inclusive growth. UNCDF promotes financial inclusion, also through digital financial services (DFS), as a key enabler of poverty reduction and inclusive growth; and it demonstrates how localizing finance outside the capital cities can accelerate growth in local economies, promote sustainable and climate-resilient infrastructure development, and empower local communities. Using capital grants, loans and credit enhancements, UNCDF tests financial models in inclusive finance and local development finance; ‘de-risks’ the local investment space; and provides proofs of concept, paving the way for larger investors.

UNCDF’s objective is to develop inclusive financial systems in which a range of financial products are available to all segments of society, at a reasonable cost, and on a sustainable basis. UNCDF supports a wide range of providers (e.g. microfinance institutions, banks, cooperatives, money transfer companies) and a variety of financial products and services (e.g. savings, credit, insurance, pension, payments, and remittances).

Introduction: Digital Finance in UNCDF

UNCDF manages several initiatives in LDCs in Asia, Pacific and Africa, to develop an inclusive digital finance eco-system that offers a wide range of financial services specially for low-income vulnerable communities. Specifically, UNCDF provides a mix of policy, technical and financial support to a range of government and private sector actors in each country, as well as invests in research and other public goods that benefit all market actors.

UNCDF has formulated its strategy ‘Leaving no one behind in the digital era’ based on over a decade of experience in digital finance in Africa, Asia and the Pacific. UNCDF recognizes that reaching the full potential of digital financial inclusion in support of the Sustainable Development Goals aligns with the vision of promoting digital economies that leave no one behind. The vision of UNCDF is to empower millions of people by 2024 to use services daily that leverage innovation and technology and contribute to the Sustainable Development Goals. UNCDF will apply a market development approach and continuously seek to address underlying market dysfunctions.

UNCDFs digital interventions in Papua New Guinea

UNCDF launched its Digital Finance interventions in Papua New Guinea in 2009 through its Pacific Financial inclusion Program (PFIP) and focused on creating an inclusive environment for inception and scale up of digital financial services. UNCDF has been supporting the digital financial service providers, banks and other stakeholders in the country to develop the eco-system.

UNCDF is part of the EU funded joint UN Support to Rural Enterprise Investment and Trade (STREIT) project in Papua New Guinea and is responsible for the access to finance component under the project. The STREIT project aims to support – vanilla, cocoa and fisheries value chains through a range of inter-related inputs. As part of its inputs to the project UNCDF will continue to engage with private sector, regulators and the government to scale up DFS eco-system in the project areas focused on supporting agri-value chains.

UNCDF in Papua New Guinea with the conclusion of PFIP (phase-II) is looking to develop a country strategy which will leverage the learning from PFIP, the ongoing digital finance initiatives under STREIT and linking it all to design the PNG ‘Inclusive Digital Economy Accelerator’- (IDEA) program embedded in UNCDF’s LNOB in digital Era strategy for promoting digital and financial inclusion in PNG.

One of the workstreams of UNCDF is Open Digital Ecosystem. UNCDF-PNG therefore intends to set up a Digital Economy Task Force in PNG to help promote work within the stream. The task force will comprise of experts and key stakeholders in the Digital space.

UNCDF is in partnership with UNDP to roll out the Rapid Financing Facility (RFF) project in Papua New Guinea and is responsible for overall implementation of the activities such as coordinating with private sector partners (I.e. the financial service providers and training partners selected for implementing different components of the project). The RFF project aims to support women entrepreneurs and customers by working with financial service providers to promote suitable and affordable mobile financial products and services. Scaling up the DFS eco-system coupled with essential capacity building support leverages the opportunities brought by digital financial services and evolving digital economy. A portfolio guarantee scheme will be established to introduce a concessional credit scheme for the women entrepreneurs in partnership with a partner financial institution

Duties and Responsibilities

Objective

The Operational Support Consultant will support the project team members especially on procurement, finance, human resources, auditing and administrative assignments to ensure that project activities are running smoothly and successfully with quality and in timely manner.

3. Scope of consultancy

The Operations Support Consultant is expected to provide support in the following areas, working under the supervision of UNCDF’s Country Lead in Port Moresby, Papua New Guinea (PNG). This is a home-based assignment, travel is unforeseen. However, should travel occur, travel costs shall be covered by UNCDF

Activities: Support Country Lead and UNCDF PNG team with:

Programme Support:

• Conducting the client-satisfactory analysis on operational performance across functional areas, including procurement, finance, HR, logistic, etc. and draft the proposal on best practices;
• Monitor, catalogue, and update regularly the project database and develop a user-friendly guideline for comments and finalization;
• Support with data collection and updates for country programme activities, provision of inputs to various online databases, worksheets, presentations;

Operational & Logistics Support:

• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Manages and oversees human and financial resources; guides and ensures effective recruitment, performance management and staff learning
• Performing quality assurance and control on the disbursement of payments to contractors/consultants and ensuring that all disbursements are in accordance with contract terms
• Prepare, support and oversee financial activities in the country and support year end closing and reporting, audits and follow ups
• Responsible for business continuity actions, including adequately planning for disasters
• Oversees management of UNCDF assets, facilities, and logistical services in the region
• Supporting the organization and coordination of workshops, conferences and inter-organization meetings including organizational and logistical support to the national and/or regional events, developing tracking tools for events, prepare budget projections, communication with internal and external clients, prepare invitation letters, provide assistance during the events, note taking and drafting the discussions points for comments and finalization;
• Prepare and support budget monitoring and financial reporting exercises;
• Support procurement of supply and services, reviewing specifications, collecting price offers from international and national suppliers and consolidating selection reports;
• Prepare a Lessons Learned document and create and create a depository for Good Practices for future references for UNCDF PNG team

4. Key deliverable and schedule of payment

Deliverable and Disbursement Condition

Days required for deliverable

Payment Percentage

Due Date

• Preparation of purchase orders and contracts, vendors’ creation, recording and maintenance of vendors’ database, monitor and track their performances and update them team periodically
• Manage new, and support existing budget monitoring and financial reporting and audit exercises, develop an SOP for Audit preparedness outlining roles and responsibilities with a checklist;

15 Days

15%

15th April 2022

• Design an effective contract management tool for tracking timely payment of milestones
• Process project budget report (multiple donors) by item and output-wise.
• Produce periodic need based consolidated budgets versus expenses across projects; ensure that all financial transactions are identified, recorded, and verified as outlined in the corporate policies and procedures
• Develop a workplan for improved efficiency in the programme administration

15 Days

15%

20th May 2022

• Manage and play supporting role in UNCDF PNG’s procurement processes and logistical services including tendering processes and evaluation,

Management of UNDP assets (expendable and non-expandable assets), facilities and logistical services, reviewing specifications, collecting price offers from international and national suppliers and consolidating selection reports

15 Days

15%

17th June 2022

• Support the organization of workshops including draft tracking tools for events, budget projections, invitation letters, etc.
• Support staff and consultants’ missions, including organizational and logistical support

15 Days

15%

15th July 2022

• Careful tracking and monitoring of the contracts (and subsequent Purchase Orders linked with them) and individual POs, vendors’ modification and update necessary records to ensure EFT to the correct bank accounts
• Manage donor/partner agreement update, donor/partner report, quarterly report, tranche request/disbursement and agreement amendment or closure and updated grant disbursement reports
• Support with data collection and updates for country programme activities, provision of inputs to various online databases, worksheets, presentations

20 Days

20%

19th August 2022

• Support recruitment processes in accordance with UNDP rules and regulations, appropriate use of different contractual modalities, contracts management, OM performing the function of HR Manager in Atlas. Manage any contract updates and amendments
• Arrange on job training and mentoring for other operational staff in the team linked with new policy changes

20 Days

20%

16th September 2022

5. Working Arrangement

Selected candidate will be part of the UNCDF PNG country team and will work closely with STREIT/ RFF project team consisting of representatives from other participating UN agencies.

This is a remote-based assignment. If based in Papua New Guinea, the consultant will be expected to attend meetings in Port Moresby. If based internationally the consultant will be expected to be available via zoom during PNG working hours at least twice per week. The consultant must be reasonably accessible by email and telephone (preferably mobile). The use of reliable, internet-based telecommunications application software (Zoom, MS Teams or equivalent) is required.

The consultant is expected to have their own equipment to perform the tasks above.

Competencies

Competencies

• Promotes knowledge management and a learning environment in the office through leadership and personal example;
• Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, general administration;
• Ability to lead business processes re-engineering, implementation of new systems
• Ability to lead strategic planning, results-based management and reporting;
• Results-driven, problem-solver with structuring and analytic capabilities;
• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNCDF;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;

Required Skills and Experience

1. Required Experiences and Skills

Education and experience

• At least a bachelor’s degree in Business Administration, Public Administration, Finance, Economics, or related field.
• Minimum 5 years of professional experience in programme operation support;
• Minimum 3 years of hands-on experience in procurement, budget planning and reporting, HR management, administrative as well as logistic and workshop arrangement;
• Experience with ERP system ATLAS and UNDP Procurement Processes, Programme Operations Policies & Procedures etc is highly desired, but not a requirement
• Prior work experience with any UN agency and comprehensive knowledge of UNCDF programs is an asset
• Experience in the usage of computers and office software packages, advanced knowledge of spreadsheet and database packages, experience in handling of web-based management systems

7. Evaluation

Cumulative analysis

The proposals will be evaluated using the cumulative analysis method with a split 70% technical and 30% financial scoring. The proposal with the highest cumulative scoring will be awarded the contract. Applications will be evaluated technically, and points are attributed based on how well the proposal meets the requirements of the Terms of Reference using the guidelines detailed in the table below.

When using this weighted scoring method, the award of the contract may be made to the individual consultant whose offer has been evaluated and determined as:

a) Responsive/compliant/acceptable, and

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

* Technical Criteria weighting; 70%

* Financial Criteria weighting; 30%

Only candidates obtaining a minimum of 49 points in the Technical Evaluation would be considered for the Financial Evaluation. Interviews may be conducted as part of technical assessment for shortlisted proposals.

Criteria

Points

Percentage

Technical criteria

70%

i. Qualification

20%

• Education qualification in the related field

20

ii. Experience

45%

• Relevant professional experience in programme operation support, financial services and or/ supervision of staff and operational systems
• Demonstratable experience in areas of administration, procurement processes and logistical services, HR and ICT management and resource allocation

15

• Adequate years of hands-on experience in procurement, budget planning and reporting, HR management, administrative as well as logistics and workshop arrangement
• Experience of accrual accounting, IPSAS or IFRS is highly desirable

20

• Experience in the usage of computers and office software packages, experience in handling of web-based management systems and ERP systems, preferably ATLAS (UN’s ERP solution), PeopleSoft and Oracle

10

iii. Competencies

• Ability to work independently and to deliver high quality outputs with minimal supervision.
• Ability to revise and work with clients to deliver refined results.
• Excellent oral and writing communication skills in English.

2

2

1

5%

Financial Criteria – Lowest Price

30%

Total

100%

Documents to be included when submitting Consultancy Proposals

The following documents may be requested:

1. Duly executed Letter of Confirmation of Interest and Availability using the template provided by UNDP;
2. P11 form using template provided by UNDP which indicates all past experience from similar projects, as well as the contact details (email and telephone number) with at least three (3) professional references;
3. Technical proposal outlining the proposed methodology and approach for completing all the tasks outlined in the TOR as well as three examples of previous outputs developed for similar initiatives.
4. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an Offeror 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 Offeror must stipulate that arrangement at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

Lump-sum contracts

The financial proposal shall specify a total lump-sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). 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, living expenses, and number of anticipated working days).

Travel

No travel is expected within this contract and should be factored into the financial proposal. However, if any unforeseeable travel is required with this contract, it will be funded separately by the project upon prior agreement and approval of the UNCDF-PNG authority.

Submission Instructions

Completed proposals should be submitted to procurement.png@undp.org , no later than 17th March 3, 2022 For any clarification regarding this assignment please write to procurement.png@undp.org

Please be guided by the instructions provided in this document above while preparing your submission.

Incomplete proposals and failure to comply with proposal submission instruction may not be considered or may result in disqualification of proposal.

UNDP looks forward to receiving your Proposal and thank you in advance for your interest in UNDP procurement opportunities.

ANNEXES TO BE DOWNLOADED AND USED FOR THE SUBMISSION

Annex 1 – Terms of Reference

Annex 2 - General Conditions of Contract - IC

Annex 3_Offerors Letter & Financial Proposal

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Added 2 years ago - Updated 2 years ago - Source: jobs.undp.org