Individual Consultancy: Robotic Process Automation (RPA), Global Shared Services Centre, Budapest, Hungary

To pursue operational effectiveness and efficiency through innovative use of technology, the Global Shared Service Centre (GSSC) of UNICEF is embarking on the use of Robotic Process Automation (RPA). This project was initiated to achieve operational agility, increase accuracy and reliability, cost avoidance, create better quality of service, and to do more with less. This project will require an RPA partner who can work with UNICEF to implement a solution which not only delivers the initial use cases, but which also lays the groundwork for using RPA for additional functions and use cases, to free up capacity within UNICEF operations to deliver new and innovative technologies which will strategically position the Organization to become a leader for common business operations in the UN community.

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.

To support global operations, UNICEF uses SAP as its main ERP system. UNICEF operates a Global Shared Services Centre (GSSC) in Budapest, Hungary to deliver finance, Master Data Management (MDM), payroll, HR administration and IT support to UNICEF staff and offices worldwide. In the context and timeline of the RPA initiative, ServiceNow will become UNCEF’s case management tool for offices to interact with GSSC for service request. The GSSC is currently processing annually over a quarter of a million invoices with a further related 50,000 plus MDM transactions, and HR and Payroll transactions for staff in all UNICEF locations.

How can you make a difference?

To pursue operational effectiveness and efficiency through innovative use of technology, the Global Shared Service Centre (GSSC) of UNICEF is embarking on the use of Robotic Process Automation (RPA). This project was initiated to achieve operational agility, increase accuracy and reliability, cost avoidance, create better quality of service, and to do more with less. This project will require an RPA partner who can work with UNICEF to implement a solution which not only delivers the initial use cases, but which also lays the groundwork for using RPA for additional functions and use cases, to free up capacity within UNICEF operations to deliver new and innovative technologies which will strategically position the Organization to become a leader for common business operations in the UN community.

Under the supervision of Finance Manager, GSSC Finance Section (Budapest, Hungary), the consultant will:
• Review the current GSSC operations and identify opportunities for RPA, in addition to the two priority Use Cases: 1) Invoice Processing and 2) Vendor Master Management
• Write and develop a comprehensive tender document for Request for Proposal for Services (RFPS) for the selection of the right vendor who can deliver in accordance with the defined scope as well as preparing the Organization for the next phases and full-scale adoption of RPA; and
• Lead and guide the UNICEF Project Team in the evaluation of RFPS responses and make informed choices.

Activities and key deliverables

1. Review GSSC operations and identify opportunities for adoption of RPA
(estimated duration = 15 days)
• In coordination with the Finance Manager, lead focus groups in reviewing the two priority use cases: Invoice Processing and Vendor Master Management.
• Lead focus groups in reviewing other areas of GSSC operations with emphasis on identifying opportunities for process automation:
   a. HR functions (e.g. entitlements, onboarding, off boarding, leave administration)
   b. Customer Care functions
   c. Service Quality Management functions
   d. Finance functions
• Produce a descriptive and analytical report presenting the main findings and suggestion on areas/functions of GSSC operations that are considered good candidates for RPA.
• Verbal presentation of findings with proposed prioritization of the Use Cases, and estimated cost.

2. Preparation of Request for Proposal for Services
(estimated duration = 8 days)
• Produce timeline for the tendering stage: from development of RFPS until bid evaluation.
• In accordance to UNICEF Procurement Guidelines and in collaboration with the Project Team, develop comprehensive terms of reference for the RFPS with the corresponding evaluation criteria.
• Advise on the sourcing list of suitable firms who can provide the solution and be invited for the tender process.

3. Guide the bid evaluation process
(estimated duration = 10 days)
• Outline a guideline and advise on the most favourable structure for time efficient evaluation of bid responses; in compliance with UNICEF Procurement Guidelines.
• Guide the actual bid evaluation stage; provide professional and expert advice in evaluating the detailed responses especially on the proposed solution and implementation strategy/approach.
• Guide the UNICEF Project Team to make informed choice.
• Prepare the bid summary and final recommendation with the right justification.
• Identify key points for negotiating the contract with the selected vendor and provide technical support to UNICEF in the contracting phase and support agreement.

4. Prepare Final Report
(estimated duration = 1 day)
• Prepare a final report which will include:
   1. summary of key accomplishments
   2. checklist of turned-over documents and materials
   3. personal assessment of assignment including recommendations for future considerations.

Expected expertise and qualification

• Advanced Degree in ICT, Computer Science, Information Management, Digital Technology, Analytics, Robotics, Procurement, or in another discipline with focus on project management.
• Minimum 3 years of professional relevant work experience in acquisition and implementation of RPA solutions, either as individual consultant or part of team
• Minimum 3 years working experience in preparing tender documents (e.g. request for proposal, invitation to bid) and evaluating bids
• Relevant UN or NGO experience is an asset
• Prior RPA experience in connecting SAP, SharePoint, ServiceNow is desirable
• Fluency in written and spoken English is essential.
• Ability to communicate effectively to varied audiences, including during formal public speaking.
• Ability to express clearly and concisely ideas and concepts in written and oral form and to produce reports in a timely manner.
• Ability to set high standards for quality of work and consistently achievement of project goals.
• Demonstrates an awareness of changes in organizational strategy that impact on own work area.
• Demonstrates good skills and relevant knowledge in own area. Seeks and quickly absorbs new information and technique.
• Ability to work independently as well as with a team in an international, multicultural and interdisciplinary environment and establish harmonious and effective working relationships both within and outside the organization

Mandatory Requirements

The proposing service provider must include the following attachments in their submission:
• Cover Letter
• Curriculum Vitae
• Examples of previous relevant work
• Financial quote which must include: an all-inclusive lump-sum consultancy fee in Hungarian Forints, NET + VAT, if applicable.  Please indicate the exact amount. Any applicable taxes and insurances will be shouldered by the Consultant. This assignment will not require the consultant to travel outside of the duty station. Applications submitted without the financial quote will not be considered.
• Document to prove eligibility to work in Hungary, if applicant is non-Hungarian citizen (copy of passport in case of EU citizens; work permit in case of non-EU citizens).

Successful bidders will be required to accept UNICEF’s General Terms and Conditions for Service Contracts.

Location and Duration

The working hours for this individual consultancy will be 8 working hours per day, 5 days per week. The consultant will work full-time on GSSC premises in Budapest, Hungary under the supervision of the Reporting and Analytics Unit team leader. The contract duration will be 34 working days.

Evaluation Criteria

UNICEF considers best value for money as criteria for evaluating potential candidates. As a general principle, the fees payable to a consultant or individual contractor follow the "best value for money" principle, i.e., achieving the desired outcome at the lowest possible fee.

Candidates who are under serious consideration will be invited to a telephone interview and will be evaluated by the following criteria:

Technical Evaluation Criteria (70 points possible)
Overall Response (20 points)
• Understanding of tasks, objectives and completeness and coherence of response
• Overall match between the TOR requirements and Consultant's competencies.
Technical Capacity (50 points)
• Relevance of Consultant's experience with similar projects and as per required qualifications
• Quality of previous work
• References

Maximum Points for Financial proposal (30 points)

Total points of Evaluation (100 points)

Payment Information

The terms of payment are net 30 days, after receipt of invoice and acceptance of work. Payment will be effected by bank transfer in the currency of billing.

Payment will be based on the following schedule:
• 30% upon completion of the activities and deliverables for the “Review GSSC operations and identify opportunities for adoption of RPA”
• 40% upon completion of the activities and deliverables for the “Preparation of Request for Proposal for Services”
• 30% upon completion of the remaining activities and deliverables

Terms of Employment

Consultants are required to submit a statement of good health prior to commencement of work and to take full responsibility for the accuracy of that statement.

Consultants are responsible for arranging at their own expense life, health and other forms of insurance covering the period of their services on behalf of UNICEF as they consider appropriate. Consultants are not eligible to participate in the life or health insurance schemes available to United Nations staff members.

UNICEF undertakes no liability for taxes, duty or other contribution payable by the consultant on payments made under this contract.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.