Technical support/expert on design of Standard Operating Procedures (SOP) for financial management processes in new Cloud Enterprise Resource Planning (ERP) system (Quantum)

Background

 Project Title

Technical support/expert on design of Standard Operating Procedures (SOP) for financial management processes in new Cloud Enterprise Resource Planning (ERP) system (Quantum)

Project Description 

United Nations Volunteers Programme (UNV) is administered by United Nations Development Programme (UNDP). In 2022, UNDP will launch a new ERP, called Quantum (Oracle Cloud). UNV, as a UN Programme administered by UNDP, is one of the Quantum partner agencies.

Since 2004, UNDP and UNV have been using ERP-Atlas, a PeopleSoft based ERP system, which will be subsequently retired in 2022. Since 2004, business and system related workflow processes were based and integrated with Atlas-based solutions.

With introduction of Quantum, it is required to review the current workflows on financial management and update them with requirements of Quantum-based solutions.

SOP should focus on selected workflows in the area of financial management:

1. Internal to UNV;
2. External to UNV with touchpoints with UNDP SOPs;
3. At Field Unit (FU); Regional Office (RO), and HQ levels.

UNV’s Management Services hold the responsibility for the strategic planning, managerial leadership, oversight and quality control of an integrated platform of operational services ensuring timely, effective and efficient delivery according to corporate performance standards and in compliance with the UN Regulations and Rules, UNDP’s Accountability Framework, UNDP Governing Frameworks and Policies and Procedures.

UNV’s current PeopleSoft ERP ATLAS, has formed the operational and financial backbone of UNV. In 2020, a multi-stakeholder, multi-year project was launched to replace the current ERP with a future-proofed, cloud-based digital engagement platform called Quantum, an Oracle Cloud ERP. Quantum will offer a range of expanded features that will streamline the platforms ecosystem and will facilitate new and simplified ways of working and collaborating.

Finance and Budget Section (FBS) makes integral part of the Management Services Division in UNV. FBS consists of eight positions. FBS provides advisory, oversight and support roles in all areas of financial management.

The incumbent will be closely working with all FBS team members to collect the necessary inputs to design new SOPs.

Existing financial management workflows are interrelated with UNDP corporate procedures, and it will be required to ensure that new Quantum based procedures of UNDP are incorporated in the design of new UNV SOPs.

The assignment is aimed at ensuring that the financial management branch of management services of UNV is well equipped to manage the new business processes in Quantum and offline, as well as, at ensuring that the roles and responsibilities internally and among UNV FBS and other various UNDP business units are clear.

Stakeholders of the project include but are not limited to:

UNV FBS;

UNV ROs/FUs;

UNV HQ relevant sections with inter-functional workflows (procurement, human resources, IT, volunteer management);

UNDP Office of Financial Management (OFM);

UNDP Global Shared Services Unit (GSSU)

Duties and Responsibilities

 Scope of Work

As a result of this assignment, it is expected to develop a set of brand new SOPs in the following main areas:

Accounts Payable, i.e. P2P, VAT

Revenue and Contributions

SCA (or Quantum equivalent)

Budget Management: establishment and maintenance

GL/Correction Management: postings to GL and correction in sub-modules

Balance Sheet a/c maintenance: open item reconciliation in collaboration with Volunteers Services Centre

Close collaboration with relevant UNV sections, UNDP Business Process Owners, and Quantum Project Team are required.

Analysis of the existing SOPs, how they will be transformed as a result of system changes of Quantum and development of newly updated SOPs will be the major result of this assignment.

Activities involve analysis and synthesis of the existing documentation; studying the new modules of Quantum and the changes in the business processes in the selected areas; ability to write concise analytical documentation and present the findings in graphical form.

The assignment can be conducted remotely with a limited number of days on Campus during the assignment, which will be decided upon presentation of the first findings.

The following documentation will be made available to the contractor to facilitate the project’s implementation:

1. The existing UNV SOPs in financial management and other management services areas as required;
2. UNDP Programme and Operations Policies and Procedures;
3. Quantum presentations;
4. Quantum recorded webinars;
5. Prior research completed in relation to Quantum project launch. 

Expected Outputs and Deliverables 

Institutional Arrangement

The incumbent will be performing the tasks under direct supervision and guidance of Chief, FBS and in close collaboration with FBS team members and other sections in UNV.

To ensure progress and achievement of deliverables, weekly check-in meetings will be organised with Chief, FBS and relevant FBS expert on the dedicated subject.

In addition to UNV internal sections, the contractor will be required to collaborate and directly engage in discussions with various UNDP sections: OFM, GSSU in various locations, Business Process Owners from Bureau for Management Services (BMS), and assigned Team/Module Leads of Quantum Project Team.

UNDP Business Process Owners, Quantum Project/Team Leads, and UNV FBS Chief will clear/endorse the deliverables.

The work can be primarily conducted remotely with one week on-site visit to UNV Bonn HQ. In principle, the visit should be planned for mid-June, however, the final dates will be confirmed upon receipt of Deliverable 3.

Duration of the Work

Assignment is for four months. The final deliverable is due 31 July 2022, upon update of Quantum in mid-July 2022. Delays cannot be accepted.

The pre-condition for this assignment is the launch of Quantum in mid-July 2022. The start date should be mid-April 2022, and the completion of the assignment – end July 2022.

The Lead time for review of draft or intermediary inputs is three-five business days, and for final product five-seven business days.

Duty Station

Home-based with a possibility of travel to Bonn, Germany

Main deliverables are spelled out under Section Expected Outputs and Deliverables of this ToR. Weekly meetings will be adopted as a monitoring mechanism of the progress.

Competencies

Qualifications of the Successful Individual Contractor

Master/expert level of business process development, business re-engineering, internal control, financial management.

The incumbent understands the fundamental concept of an ERP system.

Master’s degree in business administration, finance, accounting and information technologies.

Minimum seven years of experience in business process re-engineering in the area of financial management.

Experience in working with ERP cloud solutions (Oracle) is a distinct advantage.

Experience in infographics and other analytical tools is an added advantage.

Prior working experience in UN is a distinct advantage.

Excellent knowledge of written and spoken English is a must, and working knowledge of another UN language is an asset.

Required Skills and Experience

Scope of Price Proposal and Schedule of Payments

Lump Sum Amount – The financial proposal shall consist of an all-inclusive lump sum for the whole duration of the contract period, which shall include the consultancy fee, costs of living, costs for insurance, and cost of travel to and from the duty station (one week mission to Bonn). The financial proposal shall also contain a breakdown of these costs. The lump sum/contract price is fixed regardless of subsequent changes in the cost components

   Recommended Presentation of Offer

Applicants have to provide a technical and financial proposal. 

The technical proposal shall consist of:

• Motivation Letter describing their interest in the assignment and why they are the most suitable for the work;
• Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
• A technical proposal (3-5 pages): shall describe the methodology and the approach on how to fulfil the required deliverables as well as outline the major components of its implementation; Additionally, one-two samples of prior similar non-confidential work is requested.

The financial proposal shall consist of 

• Letter to UNDP Confirming Interest and Availability-please fill in the attached form  https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_POPP_DOCUMENT_LIBRARY/Public/PSU_%20Individual%20Contract_Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx&action=default); The financial proposal shall consist of an all-inclusive lump sum for the whole duration of the contract period, which shall include the consultancy fee, costs of living, costs for insurance, and cost of travel to and from the duty station (one week mission to Bonn). The financial proposal shall also contain a breakdown of these costs for each deliverable and for the travel costs The lump sum/contract price is fixed regardless of subsequent changes in the cost components.

  If an 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 UNV under 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. 

UNV does 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.

PLEASE NOTE THAT INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED FOR FURTHER EVALUATION

Qualified women and members of social minorities are encouraged to apply. Due to the large number of applications we receive, we are only able to inform the successful candidates about the outcome or status of the selection process.

How to Submit the Application:

To submit your application online, please follow the steps below:

• Merge your Cover Letter, CV, Technical Proposal and Letter to UNDP Confirming Interest and Availability (including the financial proposal) into a single file. The system does not allow for more than one attachment to be uploaded;
• Click on the Job Title (job vacancy announcement);
• Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
• Upload your application/single file as indicated above with the merged documents (underlined above);
• You will receive an automatic response to your email confirming receipt of your application by the system.

Queries should be sent to : procurement@unv.org,   clearly marking: 88452_SOP Development

Applications sent by email will not be considered.

Criteria for Selection of the Best Offer

Combined Scoring method – where the qualifications and methodology will be weighted a max. of 70%, and combined with the price offer which will be weighted a max of 30%

• Approach and working experience in the field of finance standard operating procedures (40 points)
• Proven experience in business development and workflow mapping (10 points)
• Proven experience in using analytical and visual tools for SOP development (5 points)
• Proven experience working with Enterprise Resource Planning (preferably Oracle) (15 points)