2520 Junior Consultant for support to the roll-out of the office management IT system (ePisarnica) - Office for IT and eGovernment

Background

Purpose

 

To provide support the roll-out of the office management IT system (ePisarnica) within the Office for IT and eGovernment.

 

Objective

 

To support development of the common government ICT infrastructures and platforms, necessary for rapid provision of cost-effective, secure and citizen-focused e-services.

 

Background Information

 

Digital transformation of the national economy and public administration are among the key priorities of Serbian Government. In addition to providing high-level political support and institutional sponsorship, the Government introduced new institutional framework to manage this process and initiate internal changes. In August 2017, a new cabinet-level body – Office for IT and e Government – was created to consolidate government's ICT resources, develop common infrastructures and support transition from institution-centric to citizen-centric model of designing and providing e-services.

 

UNDP provided support to this broad digitalization agenda of the Serbian Government since its inception, through "Serbia at your Fingertips – Digital Transformation for Development" project. This project comprises six segments. The first three relate to development of the e-government system, the fourth includes support for implementation of activities from the ministerial councils' agendas, while the fifth includes support for implementation of big infrastructural projects in e-Government. The new sixth component is related to the establishment of the Centre for the Fourth Industrial Revolution in Serbia (C4IR), as well as the development of 4IR technology governance frameworks.

 

One of the key project outcomes is to support establishment of the key registries, interoperability mechanisms, reliable Government Service Bus and new integrated e-services. Thus, the establishment of the office management IT system (ePisarnica) and its roll-out is of the crucial importance for the electronic management of government bodies at all levels.

 

In 2020, a Decree on Office Management of Public Administration was adopted in the Republic of Serbia, and consequently amended in 2021. The Decree regulates the rules and measures of office management in the performance of state administration, other state bodies, local and regional self-government units and legal entities with public authority. This regulation represents one of the most significant state and public administration reforms so far. The IT system ePisarnica will be available for other institutions as of 1st January 2023, for their utilisation and/or integration with their already available systems.

 

UNDP is looking for the junior consultant to provide support to the roll-out of the office management IT system (ePisarnica) within the Office for IT and e-Government.

Duties and Responsibilities

Scope of Work

 

Within this assignment, the Junior Consultant will, under guidance of the ITE staff provide support in:

• Analysis, implementation and administration support of the “ePisarnica“ application;
• Support to government institutions to be integrated in “ePisarnica”:
  • Issuance of user parameters
  • User role assignments and authorisation
  • Delivery of trainings on ePisarnica to public servants

ITE will provide the Consultant with the existing data, information and documentation related to the aspects listed above.

 

Deliverables and Timelines

 

The Consultants will be responsible for the following deliverables:

 

No.	Deliverable	Deadline
1	Analysis, implementation and administration support of the “ePisarnica“ application	14 February 2023
2	Report on the number of the Government entities included in the system “ePisarnica” and support (support includes issuance of user parameters, user role assignments and authorisations, delivery of trainings to users) provided to them (Bimonthly, 4 reports in total).	18 April 2023
		21 June 2023
		24 August 2023
		18 October 2023
3	Final report on the number of the Government entities included in the system “ePisarnica”, support provided to institutions, bottlenecks identified and recommendations to overcome them.	11 December 2023

 

All deliverables will be quality reviewed and approved by UNDP Portfolio Manager – Digital Governance, in consultation with the national partner. All deliverables must be provided in both English and Serbian language.

Competencies

• Consistently ensures timeliness and quality of project work;
• Demonstrates strong oral and written communication skills;
• 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;
• Shares knowledge and experience;
• Focuses on results and responds positively to feedback;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrates integrity by modelling ethical standards.
• Full computer literacy;
• Excellent communication skills.

Required Skills and Experience

The Consultant selected to undertake the assignment must fulfil the following minimal requirements:

 

Education:

• University degree in information technology, mathematics, economy, social sciences, or related field.

Work experience:

• 1 year of experience in IT or telecommunications sectors;
• Experience working in an international organization will be considered as an asset;
• Experience working on complex projects/processes that included extensive; communication, coordination and facilitation requirements.

Language:

• Excellent English and Serbian language speaking and writing skills.

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 15 December 2022.

 

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: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/confirmation.docx . The Offeror’s Letter shall include a financial proposal specifying a total lump sum amount (USD) for the tasks specified in this announcement with a breakdown of costs (Offeror’s Letter, including Annex 2, Table A: Breakdown of costs & Table B: Breakdown of costs by deliverables).
• Cover Letter – explaining why you are the most suitable for the work should be included in the CV.

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.

 

The shortlisted candidates may be asked to provide copies of diplomas and any other certificates providing evidence of their education and experience in relevant fields.

 

Note: Only the short-listed applicants will be contacted and requested to submit signed Offeror’s Letter Confirming Interest and Availability including a price for the work envisaged in the section "Description of Responsibilities".

 

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

 

1. 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-desk review	70%	70 points
Criteria A	Experience in engaging and working with government bodies in Serbia or regionally in the IT sector (to be demonstrated through CV).	40
Criteria B	Experience in providing trainings to public servants on IT applications/software utilization (to be demonstrated through CV).	30
Financial	30%	30 points

 

Additional Information:

 

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  If the applicant is employed by any legal entity, IC would be issued upon submission of Consent letter from the employer acknowledging the engagement with UNDP. Template of General Conditions on IC could be found on: Template of General Conditions on IC could be found on: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/General_Conditions_for_Individual_Contracts.pdf 
• 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: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/PSU_Individual%20Contract_Model%20Reimbursable%20Loan%20Agreement.docx

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.