Consultancy -Review the existing Enterprise Resource Planning (ERP) System and reconfigure the system to support programme performance

Contract

This is a International Consultant contract. More about International Consultant contracts.

Background

Introduction:

GALZ is an association of LGBTIQ people in Zimbabwe, the organization has over 30 years’ experience of working with and advocating for the rights LGBTIQ persons in Zimbabwe. GALZ wishes to strengthen and automate their Financial, programmatic and HR management systems. The organisation has made strides with the support of funding partners to develop robust systems which facilitate the efficient administrative, financial and programmatic management of the its work.

Background

To enable real time and computerised management of the various grants awarded to GALZ, the organisation has sought assistance in the development of a system which enables the management of all monitoring, evaluation, financial, administration and programmatic data within one system. This resulted in the adoption of the Enterprise Resource Planning System (ERP) in 2019 which was followed by a series of staff trainings. Currently the organisation is customising the system to optimise its suitability for use by all the units within the organisation.

GALZ currently has in place a performance management system for its staff. However, there has been a significant expansion in the number of staff at GALZ and an increase in the amount of programming that takes place through its regional offices. There is a need to review and strengthen the performance management system to make it more efficient to administer and manage. The tools and measures need to be adapted to the new programming environment and linked to programmatic achievements, including for those programmes supported through the Global Fund. There is also an opportunity to move to on-line administration of performance management through the existing ERP system at GALZ.

Currently there gaps which exists, which include gaps on staff and other key modules are not configured in the existing system which compromises the efficiency of the organisation.

Duties and Responsibilities

The Purpose and Scope;

GALZ has done a migration from a desktop-based accounting package to an online accounting system. GALZ is currently using Sage Pastel Partner together with ERP. GALZ intends to use Enterprise resource planning (ERP) on a full-time basis to manage accounting, administrative and programmatic operations of the organisation. GALZ seeks a consultant to assess the current EPR system, revise and develop tools and re-configure the system to add outstanding modules and offer training and support all staff on ERP and integration.

Under the guidance and supervision of UNDP and NAC, the Consultant will work closely with UNFPA and GALZ. On day-to-day basis the Consultant will work with GALZ and the focal persons and GALZ.

Deliverables; -

1. Assess and review the current EPR system,
2. Revise existing and develop tools
3. Re-configure the system to add outstanding modules and
4. Train and support all staff on ERP and integration.

Objective; -

To review and strengthen the performance management system to make it more efficient to administer and manage

Duties and Responsibilities:

The Consultant will:

The consultant will work with NAC, UNFPA and GALZ to

• Conduct a system audit of the current modules in ERP and suggest additional relevant modules
• Assess and review the current EPR system,
• Revise existing tools
• Develop tools as per the recommendation of the audit/assessment
• Re-configure the system to add outstanding and relevant modules
• Train and support all staff on ERP and integration.

Duration

• The work will take 20 working days, spread over a period of 40 days.

Location

• Harare, based might travel to other GALZ location, outside Harare.

Travel:

All travel costs will be covered by UNDP according to its rules and regulations. Travel, payment of travel costs including tickets, lodging and terminal expenses will be agreed upon, between UNDP and the Individual Consultant, prior to travel and will be covered and paid by UNDP. The fare will always be “most direct, most economical” and any difference in price with the preferred route will be paid for by the expert.

Evaluation

Candidates will be evaluated using a combined scoring method with the qualifications and methodology weighted at 70% and the price offer weighted at 30%. Only candidates obtaining a minimum of 49% (out of 70%) points on the technical qualifications part will be considered for the Financial Evaluation.

Payment Method:

• Payment: All-inclusive Daily Fee
• The consultant will be paid as a daily rate (based on the number of days worked).
• Payments will be based on the Certificate of Payments that will be submitted on a monthly basis;
• Time Sheet will be attached and verified by the direct supervisor; and

• Final tranche upon performance evaluation from the direct supervisor. Security: Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under https://trip.dss.un.org

All envisaged travel costs must be included in the financial proposal. In general, UNDP does not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel.

Application Submission Process:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):

• Personal History Form (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 (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc

Step 2: Submission of Financial Proposal

• Applicants are instructed to upload their financial proposals using the Letter to UNDP Confirming Interest and Availability indicating an all-inclusive daily rate in USD using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780.

The Candidate must

The term ‘all-inclusive” implies that all costs (monthly professional fees, travel related expenses if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal

ANNEX 1 - INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS is provided here: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf

Competencies

Competencies

Corporate:

• Demonstrates integrity by modelling the UN’s values and ethical standards.

• Promotes the vision, mission, and strategic goals of UNDP.

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

Functional:

• Strong analytical, negotiation and communication skills, including ability to produce high quality practical advisory reports and knowledge products,
• Professional and/or academic experience in one or more of the areas of international development, public health or related field.

Project and Resource Management:

• Ability to produce high quality outputs in a timely manner while understanding and anticipating the evolving client needs.
• Strong organizational skills.
• Ability to work independently, produce high quality outputs.

Communications and Advocacy:

• Strong ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly.
• Strong analytical, research and writing skills with demonstrated ability to think strategically.
• Strong inter-personal, negotiation and liaison skills.

Partnership building and teamwork:

• Excellent negotiating and networking skills.

• Demonstrated flexibility to excel in a multi-cultural environment.

Contractual Arrangement

• An Agreement will be signed with the consultant and UNDP. All contractual obligations managed by UNDP.

Required Skills and Experience

Qualifications:

• Bachelor’s degree or equivalent in Information Systems, Information technology, Computer Science, information Science, Software Engineering, Computer Engineering, Systems Development or any relevant qualification
• Masters and/or Professional courses in any of the disciplines highlighted above are an added advantage

Experience:

• Minimum of 3 years of experience in systems development and management
• Traceable consulting work of a similar nature conducted before with references provided
• Developing or managing an ERP system for NGOs
• Working or exposure to UN is an added advantage