Consultancy: Procurement Case Management (PCM), 1 year (253 days), Office-based, UNICEF Supply Division, New York

Contract

This is a Consultancy contract. More about Consultancy contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Hope

Purpose of Activity/Assignment:

UNICEF Supply Division Service Contracting Centre launched the Procurement Case Management (PCM) tool in January 2021 to manage all service contracting requirements from HQ Divisions. Throughout 2021 till 2023 the PCM tool underwent a stabilization phase wherein the User Interface (UI) and various aspects of the tool were enhanced. In addition, dashboards were built both in ServiceNow and PowerBi to enhance data display and analytical capabilities for users, allowing for both transaction monitoring and performance review vis-a-vis Service Level Agreements (SLAs).

In response to growing needs from other UNICEF offices, the Service Contracting Centre conducted demos of the PCM to Regional and Country offices to showcase the tool and identify interest for piloting the tool.

After the pilot period in 2022/3, the feedback was positive and the Project Review Board from Supply Division, agreed on the roll out to Country Offices. As of today, 43 Countries and Regional offices, on top of the ones that have been piloted previously (Yemen, Argentina, Kazakhstan, South Africa, Madagascar), will need support in the implementation 2024, and more countries will need to be supported for the projected roll-out in 2025 (as of now more than 25 countries are interested). It is envisaged that the exceptional project management support required through the roll-out will be mainstreamed into SCC regular functions after 2025.

How can you make a difference?

Under the supervision of Contracts Manager, Learning and Capacity Development & Operations Management and in coordination with the Chief, Service Contracting Centre, and ICTD, the selected consultant shall be responsible for following activities:

• Responsible for the project management of the PCM, support the PCM implementation, part of the digital Supply Chain initiative in collaboration with UNICEF HQ/RO/CO
• Liaise with ICTD, SCC, system developers, Supply Division (SD) and other UNICEF offices to coordinate all activities and features of the PCM;
• Coordinate consolidation of information required for the PCM with different stakeholders and SMEs;
• Identify the focal points for each CO/RO and ensure effective planning and organization for systematic roll out to selected UNICEF CO/RO;
• Design training packages for each activity and plan, organize training accordingly.
• Create the test scenarios, plan, and organize tasks to the testing team, monitor and consolidate the testing results for comparison with the specifications of the application to ensure all the features are working well and appropriately.
• Review the resources available and funds allocated for the Procurement Case Management application in Service Gateway (ServiceNow);
• Escalating issues to the supervisor and follow through for solutions.
• Learning the tool with expertise by conducting hands-on testing end-to-end, supporting trouble shooting as appropriate.
• Lead the development of a user guide, videos, document library etc;
• Conduct knowledge gathering and sharing sessions.
• Provide overall intelligence, analysis, and support on PCM related processes; KPI analysis, planning process, review, and implementation of system adjustments, etc.

Deliverables:

Tasks/Milestones Deliverable/Outputs Timeline Estimated Level of Effort

1. Support rolls out to selected CO/ROs and gather feedback for potential improvements.
2. Plan and identify required functionality enhancements for interaction with existing systems and tools (goods workflow, HR related workflow/services).
3. Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
4. Design training packages for each activity and plan, organize training accordingly.
5. Support preparation for 2025 rolls out to selected CO/Ros.
6. Progress reports against agreed deliverables (monthly/quarterly/PRB).

January 2024 (22 days)

• Conduct Trainings for Super Users and gather feedback.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Prepare for roll out for CO/RO starting using the tool in February.
• Coordinate the design and development of comprehensive QA tests in collaboration with ICTD.
• Monthly progress report against agreed monthly deliverables.

February 2024 (21 days)

• Conduct Trainings for CO/RO and HQ and gather feedback.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Monitor QA tests with ICTD and get reports.
• Prepare for roll out for CO/RO starting using the tool in March.
• Monthly progress report against agreed monthly deliverables.

March 2024 (20 days)

• Conduct Trainings for CO/RO and gather feedback.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Monitor QA tests with ICTD and get reports.
• Prepare for roll out for CO/RO starting using the tool in April.
• Monthly progress report against agreed monthly deliverables.
• Q1 Summary report with key lessons learnt from Global Roll out and functionality issues/changes.

April 2024 (21 days)

• Conduct Trainings for CO/RO and gather feedback.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Prepare for roll out for CO/RO starting using the tool in May.
• Monthly progress report against agreed monthly deliverables.

May 2024 (22 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Monthly progress report against agreed monthly deliverables.

June 2024 (19 days)

• Engage in preparation with CO/RO for roll out in 2025.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Monthly progress report against agreed monthly deliverables.
• Q2 Summary report with key lessons learnt from Global Roll out and functionality issues/changes.

July 2024 (22 days)

• Engage in preparation with CO/RO for roll out in 2025.
• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Monthly progress report against agreed monthly deliverables.

August 2024 (22 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Monthly progress report against agreed monthly deliverables.

September 2024 (20 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Meetings/ calls for new CO/RO for implementation timeline.
• Monthly progress report against agreed monthly deliverables.
• Q3 Summary report with key lessons learnt from Global Roll out and functionality issues/changes.

October 2024 (23 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Training for new super users CO/RO.
• Monthly progress report against agreed monthly deliverables.

November 2024 (20 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Monthly progress report against agreed monthly deliverables.

29 December 2024 (21 days)

• Support PCM users to troubleshoot, keep PCM updated and functional in regular discussion with ICTD.
• Engage in preparation with CO/RO for roll out in 2025.
• Plan and identify required functionality enhancements for interaction with existing systems and tools.
• Meetings/ calls for new CO/RO for implementation timeline.
• Monthly progress report against agreed monthly deliverables.
• Q4 Summary report with key lessons learnt from Global Roll out and functionality issues/changes.

Other deliverables to consider:

• Support on the Common Back Office tool – the timeline and deliverables will depend on the discussions with other stakeholders.
• Work on the goods workflow & HR workflow of services– the timeline and deliverables will depend on the discussions with other stakeholders.
• Monthly/Quarterly report and submission to PRB and ad hoc follow ups.

Total days: 253

Monthly payments will be calculated based on the agreed level of effort (days) to complete deliverables and shall be considered the maximum compensation under this contract.

To qualify as an advocate for every child you will have…

Education:

• A first University Degree (Bachelor's) in Computer Science/Mathematics.

Experience:

• Minimum of 5 years of Procurement experience is required.
• Knowledge of UN/UNICEF Procurement process an asset.
• Experience in project management of software development, trial and roll out required.
• Experience in creating tests scenarios for new tools required.
• Experience in developing training material and delivery required.
• Good communication skills with different stakeholders (internal & external).

Language:

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Evaluation Criteria

Qualified candidates are requested to submit:

1. Cover letter/application.
2. Daily rate and all-inclusive lumpsum for this consultancy.
3. P11 form if not applying through UNICEF Employment site.
4. At least 3 Reference contacts.
5. A copy of your highest diploma.

Financial evaluation 25% and Technical Evaluation 75%.

For vacancy announcement in UNICEF’s Employment site: Please indicate your availability and daily rate to undertake the terms of reference above. Applications submitted without a daily rate will not be considered.

Kindly note that the advertisement will close on 10 Dec 2023

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

Payment of professional fees will be based on submission of agreed deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.