2201 Coordination Consultant

Background

Purpose

 

To provide coordination support to “Strengthening Resilience and Preparedness of the City of Belgrade to Respond the Natural disasters and Emergencies” Project.  

 

Objective

 

To ensure results oriented, efficient and accountable implementation of the project activities and achievement of planned results within the “Strengthening Resilience and Preparedness of the City of Belgrade to Respond the Natural disasters and Emergencies” project. 

 

Background 

 

UNDP supports municipalities in Serbia to implement priority projects in the following areas: good governance, local economic development, tourism, agriculture and rural development, nature preservation and energy efficiency. The support is provided in selection of priority projects, in development of annual work plans and realistic implementation timeframes and careful resource planning and monitoring. 

 

UNDP and the City of Belgrade are implementing the Project „Strengthening Resilience and Preparedness of the City of Belgrade to Respond the Natural disasters and Emergencies “. The Project aims to strengthen the resilience of the City of Belgrade through increasing the capacities to plan for and execute emergency response in crisis situations. The project focuses on sustainably coping with various crisis which might occur in the future. The project has comprehensive approach to respond to and mitigate the effects of disasters caused by natural hazards as well as to increase general awareness about emergency preparedness among the population. 

 

UNDP in partnership with the City of Belgrade is implementing three activities within the “Strengthening Resilience and Preparedness of the City of Belgrade to Respond the Natural disasters and Emergencies” project and those are:

• “Preparing the study for establishing an early warning system for floods from category 2 watercourses for the territory of the City of Belgrade”;
• “Preparation of technical documentation for the dam and reservoir on the territory of the City of Belgrade”;
• “Providing Location Conditions and Developing Preliminary Designs for Alarm Stations for the City of Belgrade Public Information and Alarming System”. 

Duties and Responsibilities

The focus of this Consultancy will be on issues related to coordination support in the following:

• Provide coordination support during the following processes:
  • Development of Terms of reference for procurement of measuring equipment (meteorological and hydrological stations). This is related to the following activity “Preparing the study for establishing an early warning system for floods from category 2 watercourses for the territory of the City of Belgrade”;
  • Development of Terms of reference for the preparation of technical documentation for seven dams and reservoirs. This is related to the second mentioned activity. They shall be located on the Topcider and Baric rivers.
• Monitoring and providing support during development of the technical documentation for seven dams and reservoirs; 
• Monitoring and providing support during installation of measuring equipment (meteorological and hydrological stations);
• Provide support to the City of Belgrade in coordination among relevant stakeholders for the above-mentioned activities, so as to overcome challenges and accelerate administrative procedures appearing during the implementation phase of these activities;
• Provide support in organizing regular coordination meetings with all relevant stakeholders and draft minutes of the meetings.

The consultant is expected to produce the following deliverables:

 

Deliverables	Estimated timing and deadlines
Up to five pages report (in Serbian) on monitoring and providing support during installation of measuring equipment (meteorological and hydrological stations), submitted and accepted	25 March 2021
Up to five pages report (in Serbian) on support provided for development of Terms of reference for preparation of technical documentation for seven dams and reservoirs, submitted and accepted	15 April 2021
Up to five pages report (in Serbian) on coordination mechanisms for development of the technical documentation for Alarming System, submitted and approved	20 June 2021
Up to five pages report (in Serbian) on coordination mechanisms for development of the technical documentation for seven dams and reservoirs, submitted and approved	10 October 2021
Final report (in Serbian, up to 10 pages) consisting of minutes of the coordination meeting, adopted decisions and provided recommendations and next steps , accepted and approved	5 December 2021

 

Deliverables will have to be quality reviewed and approved/accepted by the UNDP Project Manager in consultations with City of Belgrade.

Competencies

• Excellent research and analytical skills; 
• Proven capacity to produce reports;
• Evidence of ability to express ideas clearly; to work independently and in teams;
• Ability to summarize and systematize complex information and identify priorities for follow up activities;
• Strong computer literacy and good use of digital media, and administrative research tools and databases;
• Ability to deliver when working under pressure and within changing circumstances;
• Consistently approaches work with energy and a positive, constructive attitude; 
• Excellent negotiating and leadership skills; 
• Responsible, communicative, well-organized, team-oriented person;
• Excellent interpersonal skills.

Required Skills and Experience

• University degree in social science;
• A minimum of 5 years relevant working experience in coordinating affairs in the public administration; 
• Previous participation in project planning, development and implementation of projects is an asset; 
• Previous working experience in the public institutions such as ministries, agencies, municipalities, etc. is considered an asset;
• Solid understanding of administrative issues;
• Broad understanding and knowledge of issues in the public sector; 
• A demonstrated ability to work congenially and productively with a large diverse consultant team, counterparts, and other project stakeholders;
• Advanced command of MS Office package;
• Fluency in English and Serbian language.

 

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

 

Application Procedure:

 

Qualified and interested candidates are asked to submit their applications via UNDP Web site: UNDP in Serbia under section “Jobs” no later than 11 March 2021.

 

Application should include: 

• CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).  
• Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: http://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying a total lump sum amount for the tasks specified in this announcement with a breakdown of costs. 

In order to apply please merge above listed documents into a single PDF file. The system does not allow for more than one attachment to be uploaded.

 

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

 

Financial Proposal

 

Lump sum contracts

 

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

 

Travel

 

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  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.

 

Evaluation

 

Cumulative analysis 

 

When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and                                                                                 

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; 70%

* Financial Criteria weight; 30%

Only candidates obtaining a minimum of 49 points would be considered for the Financial Evaluation

 

 

Criteria	Weight	Max. Point
Technical	70%	70 points
Criteria A	Desk review of CVs based on e experience in programme support service and monitoring of projects and coordination with project partners	30
Criteria B	Desk Review of CVs based on the experience in project work and project planning and implementation	25
Criteria C	Qualifications	15
Financial	30%	30 points

 

Additional Information:

 

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  
• Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: http://www.undp.org.rs/download/RLA%20with%20General%20Terms%20and%20Conditions.doc. In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‘no-objection’ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‘leave-without-pay’ confirmation should be submitted.

Engagement of Government Officials and Employees:

 

• Government Officials or Employees are civil servants of UN Member States.  As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e., engagement is not done through RLA signed by their Government employer), the following conditions must be met prior to the award of contract: 

(i)       A “No-objection” letter in respect of the individual is received from the Government employing him/her, and; 

(ii)     The individual must provide an official documentation from his/her employer formally certifying his or her status as being on “official leave without pay” for the duration of the IC. 

• The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.   

UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of “on-leave-without-pay” is not required.  Under such circumstance, the individual entering into an IC with UNDP must still provide a “No-objection” letter from the Government employing him/her.  The “no objection” letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status, and include any conditions and restrictions on granting such permission, if any.  The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.