ERP-Quantum transition Consultant

Background

UNCDF uses PeopleSoft ERP system, referred to internally as “Atlas” which was implemented in 2004 and comprises various modules including, Accounts Payable, Contracts Module (used for management of revenues and receivables), General Ledger, Treasury Module, Human Resources, Grants and Project Management and Asset Management modules. UNCDF has embarked on the process of migrating from the current PeopleSoft ERP to Oracle Cloud ERP to improve internal processes and keep up with evolving industry standards. The Cloud ERP project is in the design phase with the partial realization activities already taking place. The system is expected go-live on 1 July 2022. The system stabilization and staff support activities requiring expert input will continue till at least Q2, 2023.

UNCDF largely follows UNDP’s POPP and is dependent to a large extent on UNDP for operational support (including Treasury, procurement and HR processes) especially in the field. Due to the high dependency on UNDP, UNCDF is tied to UNDP’s implementation timeline and Oracle Cloud configuration and setup decisions. There are however a few areas which are unique to UNCDF where the entity will need to engage directly with the Oracle Cloud implementation team. Taking into account the above and UNCDF’s limited capacity/resources, UNCDF decided to hire an ERP-Quantum Transition Specialist to support the implementation of the NEXTGEN ERP from UNCDF’s side.

Duties and Responsibilities

The main objective of this contract is to engage a consultant to support UNCDF in the preparation, roll-out and implementation of the new ERP resource (known and hereinafter referred to as Quantum) and other transition arrangements. The consultant will work closely with the UNCDF business process leads in HR, Finance, Procurement, Programme Management, Practice Teams and the ERP technical team.

The consultant will support the ERP activities related to the design, realization, testing, system integration and roll-out of Quantum. The consultant’s responsibilities will cover the following broad functional areas:

1. Coordinate with functional leads (HR, Finance, Procurement, Programme Managment, Practice Teams) and UNDP’s ERP & UNall technical team on timely implementation of various modules in Quantum. This covers strategic planning, programme execution, travel & facilities, financial management, procurement & logistics, human resources management, and grants modules.
2. Act as de facto focal point between UNCDF functional leads and UNDP’s technical team during the entire course of design, preparation and roll-out, by participating in and facilitating internal and external meetings and discussions on all stages of the Quantum roll-out and implementation.
3. Liaising with UNCDF functional leads, generating and consolidating inputs, feedback, and other requirements of UNDP Technical team from UNCDF including the setup of user profiles and UNCDF Business Unit configuration in Oracle Cloud that is most appropriate for UNCDF’s business model.
4. Lead the process for identifying and implementing additional controls to supplement those already built-in the Quantum to ensure data integrity, minimize fraud and manage risks.
5. Identify functionality gaps, propose changes to business process and/or assist in updating relevant UNCDF policies and procedures to mitigate them.
6. Lead and plan for comprehensive data clean up, conversion and migration for various modules.
7. Provide updates to the Senior Management on the status of the Quantum roll-out at any given time, citing progress, issues, action points and other recommendations
8. Provide sound integration of all modules that interface into Quantum to provide confidence in the accuracy of UNCDF’s official books of accounts.
9. Facilitating and implementing change management throughout the ERP implementation and providing the necessary support to all UNCDF units.
10. Ensure enabling process and policy framework to adopt the best business practices prescribed by the software vendor for Oracle Financials as well as programme management activities while ensuring consistency with the application financial regulations.
11. Lead the configuration of the Governance Risk and Control (GRC) module and user reporting requirements for UNCDF.

Expected Outputs, Deliverables and Payment Terms

1. Participation in inter-agency meetings on Quantum, providing them updates on UNCDF progress, note-taking and sharing minutes of the meeting with UNCDF functional leads, withparticular focus on action points for UNCDF(Outputs: Meeting updates, meetings conducted, minutes of meetings submitted and distributed)

2. Conduct meetings with each of OFMS functional leads to track the progress of UAT for each business process (Finance, SCM, PPM, HCM), render support to those teams as and when requested, and consolidate UAT status report, and relay them to the OFMS Head (Outputs: UAT status reports; minutes of meetings)

3. Report to the Head of OFMS capturing any or any combination of the following key points and issues: (I) UAT     status/progress     of     OFMS functional leads; (ii) issues and gaps and how they can be mitigated; (iii) possible     changes     to     business process where needed; (iv) Identification of additional control presents in Atlas that needs to be addressed in Quantum in order to ensure the new system is fit for purpose; (v) other Quantum implementation tasks conducted during the period, including information gathering from UNCDF users, data migration, user and reporting configuration and user training etc; and (vi) other relevant updates and issues.(Status report/progress updates on action taken, minutes of meetings submitted and distributed

4, Send out communications and updates to all UNCDF staff on progress of Quantum implementation, duly reviewed and approved for release by the OFMS Head (Communication updates sent)

Payment shall be based on the lump sum cost quoted by the IC for each deliverble 

Competencies

• Demonstrates ethics, integrity, and respect of diversity.
• Displays cultural and gender sensitivity and adaptability.
• Fosters a safe, inclusive environment for thought-sharing and open communication.
• Remains calm and collected even in sensitive situations.
• Conducts fair and transparent work processes
• Proven ability to manage and effectively lead an assignment 
• Articulate ideas clearly and coherently, and ability to translate technical terms for non-technical audiences.
• Anticipates constraints in the delivery of services and identifies solutions or alternatives.

Required Skills and Experience

Qualifications and Evaluation Criteria 

Education: Master’s Degree in Business Administration; Finance/Accounting or a relevant discipline or a Professional Accounting Qualification in lieu of a master’s degree, required

Experience and Certification: 

• At least 7 years’ experience in senior financial management position(s) for large international organizations, required 
• Extensive experience with Oracle-based ERP Cloud is required.
• Experience with UNCDF/UNDP/UN financial information systems, policies and practices
• Accounting qualification from an internationally recognized institute of accountancy, an advantage

Language: Full working proficiency in English is required. Working proficiency in French considered an asset.

Application and Evaluation Process

Application:

Interested individuals must submit the documents mentioned below as proposals in order to demonstrate their qualifications 

(Note: the system does not allow multiple uploads of documents. Applicants must make sure to upload all documents in one PDF file except the financial proposal. Successful candidates will be reached out to submit their financial proposal).

The following documents are requested:

1. Complete and Signed P11 form or CV indicating all experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
2. Financial Proposal that indicates the all-inclusive Daily Fee price and cost per deliverables. For this purpose, please complete and submit a Letter of Confirmation of Interest and Availability (Please click here for document),

Applications must be submitted in English.

Evaluation:

Consultants will be evaluated based on the qualification criteria listed below. Qualified and responsive bidders will pass to stage two of the evaluation process, assessing their financial proposal. Accordingly, the award of the contract shall be made to the qualified bidder and lowest financial proposer.

Step I:  Longlisting/Screening:

Applications will be screened and only applicants meeting the mandatory criteria will progress to the pool for longlisting.

• Master’s Degree in Business Administration; Finance/Accounting or a relevant discipline or a Professional Accounting Qualification in lieu of a master’s degree, required
• At least 7 years of relevant working experience

Step II: Shortlisting 

A desk review will be conducted to identify a shortlist of applicants according to the criteria listed below. Only applicants who obtain over 70% in this stage shall be invited for the next step.

• At least 7 years’ experience in senior financial management position(s) for large international organizations, required  (25 points)
• Extensive experience with ERP, including Atlas and Oracle-based ERP Cloud is required (25 points)
• Experience with UNCDF/UNDP/UN financial information systems, policies and practices (10 points)
• Accounting qualification from an internationally recognized institute of accountancy, an advantage (10 points)