Consultancy –Crisis Response Deployment and Deployment Tracking, CB/UNDP

Background

The Crisis Bureau (CB) is responsible for UNDP’s corporate crisis response strategy and capability. It develops and drives UNDP’s vision and priorities for crisis response, coordinates and facilitates UNDP’s crisis response with a whole-of-UNDP approach, provides oversight for all UNDP crisis response actions and ensures high quality engagement of the organization in crisis in general. The responsibility of CB focuses primarily upon and is confined to the two specific typologies of crisis listed below, to which CB provides support for limited duration:

•             Sudden onset crisis: This would include countries that have been affected by natural disasters or sudden outbreak of armed conflicts;

•             Complex protracted crisis: Examples include countries that are impacted by protracted conflicts, often with regional implications.

CB’s key functions, include: i) advising UNDP on identifying the level of a particular crisis or on scaling up or down a particular response; ii) leading timely and informed decision-making and management actions, particularly on high level crises; iii) supporting early warning and guiding corporate preparedness for crisis response; iv) managing UNDP’s crisis response tools (including Standard Operating Procedures for Crisis Response and the Crisis Response Packages); and v) managing deployments for crisis response through the SURGE and ExpRes rosters. The deployment of technical and operations experts through the SURGE (UNDP Staff), ExpRes (Consultants), and Standby Partnerships mechanisms are a key component of UNDP’s response to the immediate crisis and technical support to Country Offices.

SURGE Advisors are UNDP staff with extensive crisis experience in at least one of 18 generic UNDP profiles who are deployed to fill capacity gaps within CO units facing unexpected workload/portfolio requirements due to a crisis.

The Experts Roster for Rapid Response (ExpRes) is a recruitment and deployment mechanism which maintains pre-vetted consultants on a roster and contracts them quickly for country office support.  The primary purpose of this roster has been to deploy Crisis Prevention and Recovery (CPR) technical experts to UNDP Country Offices on short notice in the aftermath of a crisis and for CPR Programming.

UNDP has Memorandums of Understanding with eight Stand by Partners who provide in-kind support to the UN through the deployment of technical expertise for crisis preparedness and response.

The RRPT is also responsible for managing deployment infrastructure and this includes expert databases, deployment tracking systems (DTS), automated communication tools, trainings and communications materials. The experts database allow for collating of all information related to the experts such as qualifications, availability etc. and also serves as the search engine for identifying experts for specific assignments.   

Under the overall supervision of the Team Leader, Rapid Response and Preparedness Team, and the day to day management of the Programme Specialist (Deployments), the Consultant  will be responsible for the effective and efficient functioning of the ICT aspects of the CB’s Deployment mechanisms, support region specific deployments and maintain the various rosters in coordination with the UNDPs Bureau's, Country Offices and hubs in support of the selection, recruitment, deployment and support of field personnel in emergency situations.

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Under the direct supervision of the Programme Specialist (Deployments) the Consultant  will:

Conduct deployment of experts from CB Rosters to country offices globally

• Provide support for the deployment of experts from CB Rosters to COs globally;
• Attend CSMT and other crisis response meetings to take minutes and provide updates on deployments;
• Conduct searches in CB databases, contact, interview, shortlist and submit candidates for various positions in a timely and efficient manner, including liaison with country offices, experts and other parts of UNDP as required;
• Liaise with technical counterparts in UNDP with regard to identifying experts for deployments;
• Support Programme Specialist (Deployments) in ensuring business processes for deployments are adhered to including components of the UNDP’s Standard Operating Procedures for Immediate Crisis Response;
• Provide support to experts and country office during deployments including travel, logistics, and contracting; and also provide troubleshooting as required;
• Ensure that Country Offices provide evaluations of assignments and these evaluations are institutionalized within the rosters;

Provide technical support for CB rosters and the deployment tracking system:

• Support the development and maintenance of the Deployment Tracking System (DTS) on SharePoint;
• Work with IT experts to ensure that the DTS remains fully operational and all ‘bugs’ are taken care of;
• Add new components as required to the DTS to provide better and more ‘live’ tracking of deployments;
• Provide reports on deployments when required and ensure that weekly update of deployments go out to all concerned parties;
• Follow up to ensure that pre and post mission briefings are generated and conducted by colleagues responsible for their respective regions. Provide monthly update on briefings conducted;
• Follow up to ensure that back to office reports are generated and completed by relevant colleagues on completion of assignment;
• Ensure that evaluation of assignments are captured within the DTS and taken into consideration during recommendation of experts for new assignments;
• Ensure that the DTS is able to capture all relevant information with regard to deployments such as contracts, ToRs, back to office reports, evaluations, mission briefings etc.;
• Monitor flow of automated emails to ensure timely dispatch of information related to deployments;
• Review existing profiles on CB Rosters and identify gaps on the rosters. Use the information to conduct ‘gap-analyses’, develop a roster enhancement plan and support the process of recruitment of new experts for the rosters;

Assist with the development/enhancements of business process, guidelines for deployments, vetting and trainings:

• Support the RRPT in ensuring that deployment business processes are shared with and adhered to by all parts of UNDP;
• Build on existing guidelines on the usage of CB rosters by country offices to ensure new measures and changes are reflected;
• Support the Rapid Response and Preparedness Team with trainings including operations and logistics support;
• Develop and enhance guidelines to map the roles and responsibilities of deployments within CB – identification of expert to final evaluation – to ensure complementarity with the relevant business processes;
• Support the UNDP wide integration of rosters.

Expected outputs and deliverables:

The following deliverables/actions will be provided on an ongoing basis:

• Deployment of experts from CB Rosters to country offices undertaken.
• Ongoing development and maintenance of the Deployment Tracking System (DTS) on SharePoint.
• Provision of deployment reports.
• Oversee evaluation of assignments.
• Provide gap analysis of ExpRes and SURGE Profiles.

Support provided for the integration of UNDP rosters across the Crisis Bureau and Development Policy Bureau. 

Competencies

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

Under the direct supervision of the Programme Specialist (Deployments) the Consultant  will:

Conduct deployment of experts from CB Rosters to country offices globally

• Provide support for the deployment of experts from CB Rosters to COs globally;
• Attend CSMT and other crisis response meetings to take minutes and provide updates on deployments;
• Conduct searches in CB databases, contact, interview, shortlist and submit candidates for various positions in a timely and efficient manner, including liaison with country offices, experts and other parts of UNDP as required;
• Liaise with technical counterparts in UNDP with regard to identifying experts for deployments;
• Support Programme Specialist (Deployments) in ensuring business processes for deployments are adhered to including components of the UNDP’s Standard Operating Procedures for Immediate Crisis Response;
• Provide support to experts and country office during deployments including travel, logistics, and contracting; and also provide troubleshooting as required;
• Ensure that Country Offices provide evaluations of assignments and these evaluations are institutionalized within the rosters;

Provide technical support for CB rosters and the deployment tracking system:

• Support the development and maintenance of the Deployment Tracking System (DTS) on SharePoint;
• Work with IT experts to ensure that the DTS remains fully operational and all ‘bugs’ are taken care of;
• Add new components as required to the DTS to provide better and more ‘live’ tracking of deployments;
• Provide reports on deployments when required and ensure that weekly update of deployments go out to all concerned parties;
• Follow up to ensure that pre and post mission briefings are generated and conducted by colleagues responsible for their respective regions. Provide monthly update on briefings conducted;
• Follow up to ensure that back to office reports are generated and completed by relevant colleagues on completion of assignment;
• Ensure that evaluation of assignments are captured within the DTS and taken into consideration during recommendation of experts for new assignments;
• Ensure that the DTS is able to capture all relevant information with regard to deployments such as contracts, ToRs, back to office reports, evaluations, mission briefings etc.;
• Monitor flow of automated emails to ensure timely dispatch of information related to deployments;
• Review existing profiles on CB Rosters and identify gaps on the rosters. Use the information to conduct ‘gap-analyses’, develop a roster enhancement plan and support the process of recruitment of new experts for the rosters;

Assist with the development/enhancements of business process, guidelines for deployments, vetting and trainings:

• Support the RRPT in ensuring that deployment business processes are shared with and adhered to by all parts of UNDP;
• Build on existing guidelines on the usage of CB rosters by country offices to ensure new measures and changes are reflected;
• Support the Rapid Response and Preparedness Team with trainings including operations and logistics support;
• Develop and enhance guidelines to map the roles and responsibilities of deployments within CB – identification of expert to final evaluation – to ensure complementarity with the relevant business processes;
• Support the UNDP wide integration of rosters.

Expected outputs and deliverables:

The following deliverables/actions will be provided on an ongoing basis:

• Deployment of experts from CB Rosters to country offices undertaken.
• Ongoing development and maintenance of the Deployment Tracking System (DTS) on SharePoint.
• Provision of deployment reports.
• Oversee evaluation of assignments.
• Provide gap analysis of ExpRes and SURGE Profiles.

Support provided for the integration of UNDP rosters across the Crisis Bureau and Development Policy Bureau. 

Required Skills and Experience

Academic qualifications:

• Advanced university degree (Master’s or equivalent) in international Relations and/or Regional Studies, Project Management, Human Resources or Information Technology is required.

Experience:

• Minimum of 2 years of relevant post-Masters Work experience, in roster management, operations and crisis response is required;
• The candidate should be familiar with matters pertaining to UN/UNDPs technical work, crisis response and humanitarian field work in general is desired;
• Project management, good IT skills and human resources experience is also an advantage is desired;
• Experience with databases and online/offline HR/roster platforms/recruitment tools is required;
• Flexibility and organization are highly preferred is required;
• Computer proficient and well versed in the use of the HR databases, online portals, Excel and Word required;

Language:

• Proficiency in English both written and oral is a must;
• Fluency in Spanish or other UN working languages (s) would be an added advantage.

Application Procedure

The application package containing the following (to be uploaded as one file):

• A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;
• Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

• The financial proposal should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
• The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; (excluding mission travel); 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. 
• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP 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.
• If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below. Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points):

• Criteria 1. Proven and relevant experience in working on deployment mechanisms, databases, rosters and/or human resources: Weight = 21.4%; Maximum Points: 15;
• Criteria 2. Experience working in the different pillars of the UN system is highly desirable: Weight = 21.4 %; Maximum Points: 15;
• Criteria 3. Proven ability to deliver in a timely manner within cost and quality standards: Weight = 7.2 %; Maximum Points: 5;
• Criteria 4. Proven ability to work in a multicultural setting: Weight = 7.2%; Maximum Points: 5
• Criteria 5. Proven networking skills in the development/humanitarian sector to leverage new ideas and mechanisms: Weight = 21.4%; Maximum Points: 15
• Criteria 6. Proven knowledge of organizations and institutions providing the technical knowledge that CB seeks: Weight = 21.4%; Maximum Points: 15

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

The following formula will be used to evaluate financial proposal:

p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of the SURGE Deployment Coordinator/Deployment Specialist in the Crisis Interface Team, UNDP CB, New York and will be responsible for the fulfilment of the deliverables as specified above.

A work station will be provided to the consultant in the UNDP CB. The consultant is expected to bring a laptop. Frequent interactions and consultations with a variety of UN stakeholders will form an integral part of the consultant’s duties.

Payment modality

• Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.

The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents):

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

Any request for clarification must be sent by email to cpu.bids@undp.org 

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

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