National Information Management Consultant – To be seconded to the Min. of Women, Children and Poverty Alleviation (MWCPA) and provide support coordination of the preparedness activity and i

Consultant Human Rights

Contract

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

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Fiji Multi Country Office (MCO) covers 14 Pacific countries, with field offices/presence in 6 countries (Fiji, Kiribati Vanuatu, Solomon Islands, Tonga and Samoa). Each field presence is led by a national Country Programme Coordinator. UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:

• Women’s Political Empowerment and Leadership (WPEL)
• Women’s Economic Empowerment (WEE)
• Ending Violence Against Women and Girls (EVAWG)
• Gender and Protection in Humanitarian Action (GPiHA) and Disaster Risk Reduction

Within the Gender and Protection in Humanitarian Action Outcome areas, UN Women Fiji MCO works on integration of gender and protection in all phases of humanitarian response, including preparedness, disaster risk reduction and management and recovery.

There are different needs and opportunities of girls, boys, women and men during humanitarian crises, and pre-existing inequality is exacerbated. Protecting human rights and promoting equality is central to humanitarian action. UN Women supports the Pacific Humanitarian Team and Regional/National Clusters to mainstream gender & protection into humanitarian planning and action through coordination, capacity building, technical support and knowledge sharing activities.

The Fiji National Cluster system was first formed in late 2012 during the response to TC Evan. Along with other national cluster groups under the overall leadership of the National Disaster Management Office (NDMO) Clusters, the Safety and Protection Cluster functions as a coordination forum through which the protection actors prepare for and respond to disasters to ensure the protection needs of the vulnerable groups in affected areas are addressed. The Ministry of Women, Children and Poverty Alleviation (MWCPA) leads the cluster and provides direction, coordination, planning, strategy development, quality standards and advocacy functions. As Co-Conveners of the Cluster in support of MWCPA, UN Women and UNICEF have been providing both technical and secretariat support to the Fiji Safety and Protection Cluster.

The Cluster had a review and planning meeting in July 2020. One of the lessons and recommendations was that the Cluster needs better data management systems to plan and coordinate responses. A technical working group was established to focus on data and information management, and this has been identified as a key focus in the Cluster workplan.

The Information Management Consultant will be seconded to support the Ministry of Women, Children and Poverty Alleviation (MWCPA) on coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster.

Duties and Responsibilities

UN Women Fiji MCO is looking for an individual to support the Ministry with establishing a suitable information focal depository for the Fiji Safety and Protection Cluster.

For this purpose, the consultant will work under the overall leadership of the Permanent Secretary of the Ministry as the Chair of the Cluster and direct supervision of the UN Women Humanitarian and DRR Programme Analyst.

The National Consultant is expected to support the workplan of the Fiji Safety and Protection Cluster to:

• Develop infographics such as 2 pager pamphlets to support the visibility of the Safety and Protection Cluster work for TC Harold, TC Yasa, TC Ana and COVID-19 response.
• Support the infographic work on reports such as Assessment and Cluster reports when required.
• Develop maps and a GIS database for the Safety and Protection Cluster for the COVID-19 response.
• Support the information management work of the Cluster where necessary.
• Support the preparation and the carrying out of the Cluster Lessons Learnt Workshop. In preparation for the lessons learnt workshop, there are virtual sessions to be undertaken with the Ministry on the Kobo designed Detailed Needs Assessment form for both the Community and Evacuation Centres. This will require support to edit the kobo assessment form and produce a Finalised version for both online links and pdfs.
• Support the completion of the setup of suitable information depository options to maintain key documents for the Fiji Safety & Protection Cluster to ensure continuity reflecting past responses including TC Winston documents; TC Sarai; TC Harold, TC Yasa, TC Ana, COVID-19 and other relevant documents of the Cluster.

Scope of Work/Duties and Responsibilities

Under the overall guidance of the Ministry and UN Women Programme Analyst working in collaboration with the Cluster Technical Working Group on Information Management Members, the consultant will undertake the tasks as outlined in the deliverable table in section V.

Duration of the assignment

The duration of this assignment will be up to 30 working days within a 3-month’s period as per suggested schedule of deliverables below starting with late August 2021.

Expected Deliverables

The consultant is expected to deliver the following outputs:

No.

Deliverables

Approximate No. of Days

Deadlines

1.

Initial meeting with the Ministry & UN Women MCO - Humanitarian Team and Data Management Technical Working Group and other relevant stakeholders.

Development of work plan, including timetable of key deliverables

Up to 2

August

2.

Review all the current resources available with the Cluster.

Up to 2

August

Submit an inception report with a workplan and a timeline -13%

31st August

3

Develop the 2 pager pamphlets for the TC Harold, TC Yasa, TC Ana and COVID-19 response

Up to 7

August/September

4

Review and finalised these infographic versions

Up to 4

September

Submit these infographic work - 37%

30th September

5.

Collate all the resources for the Cluster and complete the finalisation of the setup of the Safety and Protection (Fiji S&P) Cluster Information depository centralised system within the Ministry.

Up to 6

October

6.

Support the preparation and conducting of the Lessons Learnt Workshop. Editing of the kobo assessment forms and providing of the finalised version for both – Community level and Evacuation centres.

Up to 3

October

7.

Develop maps and a GIS Database for the Safety and Protection Cluster on the Covid 19 response activities.

Up to 4

October

8.

Provide guidance and coaching to the Ministry on maintaining the information depository centralised systems.

Up to 2

October

Submit Final Report on the work carried out under the consultancy.

Final payment: 3rd Tranche – 50%

Total up to 30 days

November 2021

(submission to be done at least 1 week before 22nd November)

The Consultant will submit drafts of all reports and documents to the Ministry and UN Women for review and comment.

The Ministry and UN Women will review all documents and reports within one week of submission. The Consultant will then submit final documents that incorporate and respond to both the Ministry and UN Women feedback.

Upon receipt of the final deliverables and prior to the payment of the instalment, the deliverables, related reports and documents will be reviewed and approved by both the Ministry and UN Women within one week.

All the deliverables should be agreed with UN Women and be provided in English electronic copy.

Note that all materials, including any video footage and images, will remain property of UN Women

and cannot be used without UN Women’s permission.

Inputs

• Ministry and UN Women/UNICEF and other Cluster members will provide the Consultant with background materials.
• UN Women will only cover Consultant’s travel outside of Suva should the need arise and upon prior approval by the Ministry and UN Women.
• The Consultant is expected to work remotely with frequent meetings with UN Women and the Ministry using her/his own computer.
• The Consultant may access the either the Ministry or the UN Women Office for printing of relevant documents or should he/she be required to work on-site at any point during the assignment, subject to COVID-19 conditions/requirements.

Performance evaluation

The Consultant’s performance will be evaluated based on timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.

Financial Arrangements

Payments will be disbursed to the consultant in instalments, upon submission and approval of deliverables set forth in Section “Expected Outputs and Deliverables” above and certification by the UN Women Programme Analyst for the Humanitarian Programme that the services have been satisfactorily performed.

Travel

UN Women will not cover transportation cost within Suva.

Travel costs outside Suva are not envisaged and if needed will be covered separately by UN Women with prior approval.

During the Consultant’s assignment related missions, the UN Women Fiji Multi Country Office will cover travel cost for the Consultant for the agreed upon routing and in conformity with UN Women applicable travel rules and regulations.

Competencies

Core Values

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.
• Functional Competencies
• Ability to think conceptually, strategically and analytically;
• Demonstrates strong oral and written communication skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Results oriented, flexible and problem-solving skills

Required Skills and Experience

The Consultant should fulfil the following requirements:

Education:

• Master’s Degree (or equivalent) in Information Management System and Graphics Design or in any other related fields is highly required.

• A first-level University Degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Experience and Skills:

• A minimum of two (2) years (with Masters’ Degree), or minimum of four (4) years (with first-level University Degree) of progressively responsible experience at the national and/or international level in information management systems and graphic design works.

• Experience in Geographical Information System (GIS) is an asset;

• Experience in working with Government Ministries, Civil Societies, Non-Governmental Organisations and international organizations;
• Experience in the Fiji Islands;
• Ability to produce well written reports, demonstrating analytical ability and communication skills (samples or reference to be provided);
• Experience of relevant work in the field of disaster risk reduction is an asset;
• Computer literacy and ability to effectively use office technology equipment, IT tools, ability to use Internet and email.

Language and other skills:

• Fluency in verbal & written English is required.

Evaluation

Initially, individual consultants will be short-listed based on the following minimum qualification criteria:

• Master’s Degree (or equivalent) in Information Management System and Graphics Design or in any other related fields is highly required.

• A first-level University Degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

• A minimum of two (2) years (with Masters’ Degree), or minimum of four (4) years (with first-level University Degree) of progressively responsible experience at the national and/or international level in information management systems and graphic design works.

The short-listed individual consultant/s will be further evaluated based on a cumulative analysis scheme, with a total score being obtained upon the combination of weighted technical and financial attributes. Cost under this method of analysis is rendered as an award criterion, which will be 30% out of a total score of 100 points.

Evaluation of submitted offers will be done based on the following formula:

where:

T

is the total technical score awarded to the evaluated proposal (only to those proposals that pass 70% of 70 points obtainable under technical evaluation);

C

is the price of the evaluated proposal;

Clow

is the lowest of all evaluated proposal prices among responsive proposals; and

X

is the maximum financial points obtainable (30 points)

Technical evaluation will be represented through desk review of applications. Interviews and/or written tests will be organized if needed only, depending on the short-listed candidates’ qualifications.

1. Technical Qualification Evaluation Criteria: The technical part is evaluated on the basis of its responsiveness to the Terms of Reference (TOR).

No.

Criteria

Maximum Points

1

• Master’s Degree (or equivalent) in Information Management System and Graphics Design or in any other related fields is highly required.
• A first-level University Degree in combination with two (2) additional years of qualifying experience may be accepted in lieu of the advanced university degree.

A First-level University degree – 10 pts, Masters or equivalent of 15 pts

15

2

A minimum of two (2) years (with Masters’ Degree), or minimum of four (4) years (with first-level University Degree) of progressively responsible experience at the national and/or international level in information management systems and graphic design works.

2 years (Master’s Degree) or 4 years (first-level University degree) – 10 pts, each year over 2 (or 4) years - 1 pts up to a max 15 pts

15

3

Experience in Geographical Information System is an asset.

Up to maximum of 8 points

8

4

Experience in working with Government Ministries, Civil Societies, Non-Governmental Organisations, and international organizations.

Up to 5 points maximum

5

5

Work experience in Fiji.

Up to 5 points maximum

5

6

Ability to produce well written reports, demonstrating analytical ability and communication skills (samples or reference to be provided).

Up to 7 points maximum

7

7

Experience of relevant work in the field of disaster risk reduction is an asset.

Up to 5 points

maximum

5

8

Computer literary and ability to effectively use office technology equipment, IT tools, ability to use internet and email.

Up to 5 pts maximum

5

9

Fluency in verbal and written English.

Up to 5 pts maximum

5

Total Technical Scoring

70

1. Financial Evaluation Criteria: In this Second Stage, the financial proposal of candidates, who have attained minimum 70% score in the technical evaluation (at least 49 points), will be compared.

WINNING CANDIDATE

The winning candidate will be the candidate, who has accumulated the highest aggregated score (technical scoring + financial scoring).

1. Submission of application

Interested candidates are requested to submit fully completed application on the UNDP Vacancy Site.

Submission Package:

1. Cover letter explaining the suitability of the consultant: applicants are encouraged to address experience and qualifications listed in the ‘criteria for technical evaluation’.
2. Duly filled Personal History Form (P11) and/or Curriculum Vitae (CV) of Consultant including records of past experience in similar assignments and specific outputs obtained; P11 can be downloaded at: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-p11-personal-history-form.doc?la=en&vs=3539
3. Financial proposal – specifying a total lump sum amount for the tasks specified in this Terms of Reference. The financial proposal shall include a breakdown of this lump sum amount (daily rate and number of anticipate working days and any other possible costs).

Please read, use and complete ANNEX I and ANNEX II below to provide your financial proposal.

Applications without a complete financial proposal will be treated as incomplete and will not be considered for further assessment. UN Women reserves the right to accept or reject any bid.

The consultancy recruitment process will be governed by the rules and regulations of the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women).

Deadline of all submission: 20th August 2021.

Annex A

Price Proposal Guideline and Template

The prospective Individual Consultant should take the following explanations into account during submission of his/her price proposal.

1.Daily fee

The daily price proposal should indicate a "lump sum amount" which is "all-inclusive". All costs (professional fees, communications, consumables during field related missions, etc.) that could possibly be incurred by the Contractor needs to be factored into the proposed price.

UN Women will not withhold any amount of the payments for tax and/or social security related payments. UN Women shall have no liability for taxes, duties or other similar charges payable by the Individual Contractor in respect of any amounts paid to the Individual Contractor under this Contract, and the Contractor acknowledges that UN Women will not issue any statements of earnings to the Individual contractor in respect of any such payments.

2.Travel costs

UN Women will not cover transportation cost within Suva, Fiji.

Travel costs outside Suva, Fiji are not envisaged and if needed will be covered separately by UN Women with prior approval, in line with the existing UN Travel Rules and Guidelines.

3.Daily Subsistence Allowance

Not applicable.

4.Currency of the price proposal

The applicants are requested to submit their price proposals in FJD.

In case of proposals in other currency, these shall be converted into FJD using the official UN exchange rate for currency conversion to FJD at the date of applications’ submission deadline.

Annex B

Price Proposal Submission Form

[ Mandatory document for the Consultant to complete and submit]

To: United Nations Entity for Gender Equality and the Empowerment of Women

Ref: National Information Management Consultant – To be seconded to the Ministry of Women, Children and Poverty Alleviation (MWCPA) and provide support coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster

Dear Sir / Madam,

I, the undersigned, offer to provide professional consulting services to UN Women within the scope of the referred Assignment. Having examined, understood, and agreed to the Terms of Reference and its annexes, the receipt of which are hereby duly acknowledged, I, the undersigned, offer to deliver professional services, in conformity with the Terms of Reference.

My maximum total price proposal for the assignment is given below:

Estimated Costs (in FJD)

Unit of Measure (e.g. Day, Month, etc)

Unit Price (FJD)

No. of Units

Total Price FJD

Consultancy Fee

Daily Fee

$

Other Related Costs (please specify)

$

Total FJD$

$

*** Please be informed that for shorter assignments than a full day, the daily rate will be pro-rated into hourly rate.

I confirm that my financial proposal will remain unchanged. I also confirm that the price that I quote is gross, and is inclusive of all legal expenses, including but not limited to social security, income tax, pension, etc., which shall be required applicable laws. I agree that my proposal shall remain binding upon me for the duration of the contract timeline i.e. ________________ days / weeks / months / year.

I understand that you are not bound to accept any proposal you may receive.

[ Signature]

Date:

Name:

Address:

Telephone / Fax:

Email:

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