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International Consultancy for Supply and Logistics (S&L) Consultant

Panama City (Panama)

Under the supervision of the Contracts Specialist in the Operations Section of LACRO and in close collaboration with Country office Focal points, the purpose of this consultancy is to support the implementation of the Regional Supply strategy with specific focus on supporting LAC Cos. Moreover, the Incumbent will support all 24 COs in establishing the emergency preparedness standards in terms of S&L through the sourcing of UNICEF’s Emergency Supply List (ESL) materials and the establishment of different agreements at the national level.

THE UNITED NATIONS CHILDREN’S FUND (UNICEF)

TERMS OF REFERENCE FOR INDIVIDUAL CONTRACTOR/ CONSULTANCY

FOR

INTERNATIONAL CONSULTANCY FOR

SUPPLY & LOGISTICS (S&L) CONSULTANT

Level of experience:   Junior [   ] 1-3yrs        Medium [X] 4-10yrs   Senior [  ] more than 10yrs

Location: Regional Office for Latin America and the Caribbean [LACRO]

Language(s) required: Fluency in Spanish and English is required

Closing date for applying to this consultancy: 5 September 2018

Duration: 11.5 months

Estimated start date of this consultancy: 15.09.2018                         Estimated end date: 30.08.2019

BACKGROUND:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. In emergencies, additional child protection interventions are necessary to address heightened vulnerabilities due to the protection risks that humanitarian crises exacerbate and the new protection risks that emerge.  The Core Commitments for Children in Humanitarian Action (CCCs) are UNICEF’s central policy to uphold the rights of children affected by humanitarian crisis. The CCCs are guided by international human rights law, in particular the Convention on the Rights of the Child and, in the case of complex emergencies, also by international humanitarian law. The CCCs reaffirms that protecting the rights of children and women is an integral part of humanitarian action.

In light of the scale, frequency and complexity of humanitarian crises, the expectations of UNICEF to deliver on the CCCs in a timely and effective manner will continue to increase.  To enhance its ability to meet these expectations and save time and resources in the response of humanitarian crises, UNICEF has been working to strengthen its emergency preparedness procedures and systems.  

As part of this effort and in response to several emergency situations in the region in the last couple of years, the Regional Office for Latin American and the Caribbean (LACRO) is reviewing its emergency response systems and procedures.  Currently, the LAC Regional Office supports 24 Country Offices (COs) both in routine programmes and in emergency response.  Recommendations from this review, highlighted the need for the LAC Regional office to strengthen its supply and logistics function.  Therefore, and as an essential part to providing principled humanitarian action and delivery, LACRO will be engaging in an emergency preparedness exercise that aims to strengthen the Supply and Logistics support function to all 24 COs.

PURPOSE:

Under the supervision of the Contracts Specialist in the Operations Section of LACRO and in close collaboration with Country office Focal points, the purpose of this consultancy is to support the implementation of the Regional Supply strategy with specific focus on supporting LAC Cos.  Moreover, the Incumbent will support all 24 COs in establishing the emergency preparedness standards in terms of S&L through the sourcing of UNICEF’s Emergency Supply List (ESL) materials and the establishment of different agreements at the national level. 

EXPECTED RESULTS (measurable results):

To implement the Regional Supply Strategy in LACRO, work to establish emergency preparedness standards will target three specific focus areas:

Expected Result Function (How?) Timeline
Review current COs Emergency Standards
  • Establish appropriate communication /coordination with relevant LACRO, CO operations and programme Focal points, and UNICEF’s Supply Division in Copenhagen (SD).
  • Assess supply/logistical operations at LACRO and COs and control mechanisms.
  • Propose appropriate actions.
  • Within 2 months after issued contract

 

  • 3rd month after issued contract
Monitoring
  • Develop accurate and user-friendly supply/logistical management systems to monitor national emergency plans.
  • Map warehousing, transportation agreements and relevant logistical information at the nation level.
  • Coordinate with the Regional Office, COs, SD and other aid agencies on sharing S&L information to support disaster affected countries
  • Maintain effective working relations and contact with the Supply Division, to confer on supply procurement and shipping policies and procedures, as well as transnational shipments, deliveries, claims and appropriateness of supplies.
3rd month after issued contract and throughout the consultancy
Logistical/Supply support to COs
  • Support COs, as needed, in preparing Emergency Minimum Preparedness Standards
  • Advise the country office on policies and procedures impacting on offshore and local procurement and delivery.
  • Conduct quality assurance audits of MEPS assuring organizational standards are maintained and integrity of procedures preserved.
  • 3rd month after issued contract and throughout the consultancy.

DELIVERABLES:

description

 

Duration

(Estimated # of Days)

Target Deadline

3 learning sessions (Webinars) to build staff capacity on guidance/instructions/SCM tips

On-going

15 November 2018

15 January 2019

15 February 2019

Mapping exercise on warehousing and logistics/transportation agreements in LACRO as well as the 24 Country Offices.

On-going

30 January 2019

Coordinate and monitor effective procurement at local, regional and/or offshore levels and reporting on a monthly basis

On-going

Monthly reporting

Create a supply/logistics management system database along with procedures guide

On-going

15 October 2018

TOTAL

242 working days**

 

**The payment schedule will be as follows: due to the mixed and on-going nature of deliverables, Payment shall be made against deliverables upon submission of monthly invoices, specifying the number of working days spent on each deliverable. **

KEY QUALIFICATIONS, TECHNICAL BACKGROUND, AND EXPERIENCE REQUIRED:

This consultancy requires an individual with strong self-initiative, excellent time management and deadline making, creativity and ability to multi-task, passion for and experience working with young people. It further requires that the candidate have:

Education

  • Advanced University degree in Procurement, Logistics, Contract/Commercial Law, Business Administration, Economics, Supply Chain Management or related field.

Work Experience

  • A minimum of 5 (five) years of solid and relevant professional work experience in procurement for high value; on emergency supply preparedness & humanitarian response mechanisms.
  • Demonstrated experience in supply chain monitoring and reporting
  • Proven experience in working with SAP, especially with Supply/Procurement Modules
  • Complete fluency of English and Spanish

Asset

  • Working knowledge of UNICEF systems, policies and procedures is considered an asset.

MANAGEMENT ARRANGEMENTS

This consultancy will be managed and under the supervision of the Contracts Specialist.

INDIVIDUAL CONTRACTOR’S WORKPLACE:

The consultancy is based in Panama. The Contractor should take care of all legal requirements for their stay in Panama.

It is not yet determined if travel will be involved, in any case, the Contractor shall be ready to undertake international travel during the assignment period, including countries deemed as “Emergency Country”.

In the case of unforeseeable travel requested by UNICEF, travel expenses will be covered following UNICEF rules and procedures.  In general, UNCEF should 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.

Note: With the nature of this consultancy, there may be travel to L2 emergency countries.

TRAVEL (IF APPLICABLE):

Travel will be covered by UNICEF as per policy.

Travel costs will be estimated and added to the contract once they are determined based on UNICEF Financial Rules and Regulations.

Please note, for travel to countries - it will be decided based on agreements with UNICEF and contractor/consultant. For agreed country visits, the contractor/consultant will be responsible in administering its own travel. UNICEF will reimburse travel related expenses based on actual costs or on the below criteria whichever is lower and upon presentation of receipts.

Any travel involved should be budgeted according to UN Travel Standards as a ceiling.

Travel: http://www.un.org/ga/search/view_doc.asp?symbol=ST/AI/2013/3 Section 4, paragraph 4.2 

Accommodation (Daily Subsistence Allowance, DSA): http://icsc.un.org/ (all countries and destinations can be found by navigating on the map)

FEES:

Candidates are requested to submit a financial proposal based on a daily and monthly fee.

PAYMENT PROVISIONS:

UNICEF's policy is to pay for the performance of contractual services rendered or to effect payment upon the achievement of specific milestones described in the contract. UNICEF's policy is not to grant advance payments except in unusual situations where the potential contractor, whether an Individual consultant, private firm, NGO or a government or other entity, specifies in the bid that there are special circumstances warranting an advance payment. UNICEF will normally require a bank guarantee or other suitable security arrangement.

Payments will be made upon delivery and approval of deliverables by UNICEF. UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if outputs are incomplete, not delivered of for failure to meet deadlines.

Details of payments will be agreed in advance and individually between the consultant and UNICEF.

EVALUATION METHOD AND CRITERIA:

Consultants and/or Individual Contractors (CIC) will be evaluated based on a cumulative methodology, being the award of the contract made to the CIC whose offer has been evaluated and determined as:

  1. Responsive/compliant/acceptable, and;
  2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

 

Technical component score

Max. 70 points

Economical component score

Max. 30 points

TOTAL score

Max. 100 points

Only candidates obtaining a minimum of 50 points (of the total technical points) would be considered for the Financial Evaluation.

Technical Proposal

 The technical proposal should include: cover letter referring to the required qualifications, timeline, workplan, proposed methodology, and 3 contact references from previous work experience.

Technical Evaluation

Technical Criteria

Rated Category

Max. Point

Education

  • Advanced University degree in Procurement, Logistics, Contract/Commercial Law, Business Administration, Economics, Supply Chain Management or related field.

15

 

 

 

 

 Maximum sub-total score

20

Work Experience

  • A minimum of 5 (five) years of solid and relevant professional work experience in procurement for high value; on emergency supply preparedness & humanitarian response mechanisms.
  • Demonstrated experience in supply chain monitoring and reporting
  • Proven experience in working with SAP, especially with Supply/Procurement Modules
  • Complete fluency of English and Spanish

20

 

 

 

 

10

 

10

 

10

 

 Maximum sub-total score

60

Asset

  • Working knowledge of UNICEF systems, policies and procedures is considered an asset.

5

 

 Maximum sub-total score

5

Total Technical Score

(Note: the total maximum score must be equivalent to the assigned technical score of the rated category)

70

 

Minimum score to be shortlisted is 50 points

 

Financial Proposal

 In addition, separately from the technical proposal (as in another document), a financial proposal detailing the total costs of the assignment (not including costs for travel yet) must be submitted.

The total amount of points allocated for the economic component is 30. The maximum number of points will be allotted to the lowest price proposal and compared among those consultants which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price; e.g:

        

HOW TO APPLY

To apply, click on the Apply link found either at the beginning or at the end. In case of doubts please send your comments to lacro-ops@unicef.org with the subject: SUPPLY & LOGISTICS CONSULTANT at least 3 working days before the deadline.

Applications must include: (NOTE: Files should not exceed 5.0MB limit)

  • Cover letter,
  • CV, and
  • 3 contact references
  • Indicate Consulting Fee to undertake the terms of reference above. Fee must be all-inclusive daily fee (based on an 8-hour working day and estimated 21 days per month.   All-inclusive should take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract. 

**Applications submitted without a daily/monthly rate will not be considered. **

Example:
The pre-selection of candidates will be done after closing date. Please note only selected candidates will be contacted.

Important: In the selection of its consultants, UNICEF is committed to gender equality and diversity, without distinction as to race, sex, or religion, and without discrimination to people with disabilities.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply

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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Panama City (Panama)
  • Grade: Consultant - Contractors Agreement - Consultancy
  • Occupational Groups:
    • Supply Chain
    • Logistics
  • Closing Date: 2018-09-06

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