Climate Change Adaptation’s Asia-Pacific Portfolio Management Support Consultant

UNDP’s Bureau of Policy and Programme Support (BPPS) provides leadership and technical support to deliver on the UNDP’s Strategic Plan priorities on Sustainable Development Pathways and Resilience and Governance. The UNDP-GEF Team within BPPS, among its many foci help countries to develop their capacity to fully incorporate environmental sustainability into development at national and local levels. The principal areas of work are in environmental mainstreaming, environmental finance, adaptation to climate change, and local governance of resources, including energy.

Under the overall guidance of the Head- Climate Change Adaptation and direct supervision of designated supervisor if applicable, the Consultant is expected to maintain and manage the CCA project portfolio in Asia and Pacific and information records, and provide the administrative and logistical support services related to the Asia Pacific portfolio and ensuring high quality, accuracy and consistency of work.

Objective

The Consultant will support the development of the GCF, GEF and NAP-GCF (National Adaptation Plans) programming within the UNDP-GEF team focusing on Asia Pacific portfolio and pipeline management and working in coordination with Regional Technical Advisors (RTAs) and NAP team to undertake research and data analysis in relation to project development.

The consultant will contribute to the preparation of papers prepared for experts and consultants’ travels and meetings including undertaking background research, preparing communications briefs based on relevant information obtained from UNDP Country Offices via RTAs, GEF Secretariat and other donor counterparts.

The Consultant will also provide administrative and logistical support, including procurements and travel arrangement, for relevant global and regional projects overseen by the Head- CCA.

Scope of Work

1. Project Portfolio of CCA in Asia Pacific region and Information Records Management:

• Optimize data tracking for the projects that are both approved and under development.
• Coordinate with the UNDP-GEF support team to ensure that the relevant databases, online portals and repositories are maintained and updated on a regularly and timely basis.
• Keep RTAs appraised on the project-wise status and progress of various projects under their respective portfolios;
• Assist Head of Climate Change Adaptation, UNDP-GEF in strategic discussions with RTAs, Country Offices and other relevant teams to improve the management and monitoring of deliverables across the portfolio.

2. Administrative and Logistical Support to CCA and NAP teams:

• Be responsible for procurement processes under the rules and regulations of UNDP, including preparation of requisition, purchase order, bids or proposals, and their preliminary evaluation
• Liaise with the Operations Support Team (OST), UNDP’s travel agent and other units for necessary administrative, procurement and financial matters as appropriate
• Maintain the supporting documents related to official mission needed to settle travel claims for audit purposes per UNDP Regulations and Rules.
• Participate in the preparation of workshops and provide all logistical services; collects and maintains all relevant documents and presentations; organizes and coordinates team meetings and prepares corresponding minutes, including follow-up.
• Be responsible for good maintenance of office administrative files and inventory records.

3.  Research and Analysis:

• Proactively identify information needs and manage the information flow to RTAs by coordinating with COs, consultants or other relevant persons/units;
• Undertake analysis and/or research to prepare information for GCF funding proposals/annexes, under the guidance of the RTAs, in coordination with consultants or relevant persons/units;
• Contribute to the preparation of papers prepared for experts and consultants’ travels and meetings including undertaking background research, preparing communications briefs based on relevant information obtained from UNDP Country Offices via RTAs, GEF Secretariat and other donor counterparts.
• Perform any other duties as required by the supervisor in relation to the team objectives.

Expected Outputs and Deliverables

• Good maintenance of UNDP/GEF project database including NAPs-GCF portfolio;
• Coordination on travel arrangement including financial planning and reports;
• Completion of 15-20 procurement cases (issue new contract and/or amendments) within given timeframe;
• Update monitoring tool for consultancy management of CCA team including action plan quarterly;
• Analyses of consultants’ workload and work completed for tracking and monitoring purposes;
• Completion of administrative support and any other outputs as determined necessary to support UNDP/GEF –CCA activities.

Institutional Arrangement

The consultant will work under the supervision and report to the Head- Climate Change Adaptation. 

S/he is also expected to liaise with other relevant UN agencies, intergovernmental organizations, bilateral agencies, NGOs and other types of organizations as necessary.

Duration of the Work 

2 January 2019 to 10 May 2019 (a maximum of 85 working days).

Duty Station

Bangkok, Thailand with no travel.

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Educational Qualifications

• At least a Bachelor’s Degree in Public Administration, Environment, Economics  or related field.

Experience

• At least 3 years of prior experience in conducting research support and assistance to administrative works;
• Experience in procurement, budget planning and monitoring and operational tasks;
• Experience in the usage of computers and office software packages (MS Word, Excel, Access, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems
• Work experience in national/ international offices or organization.

Language requirements

• Excellent command of English and Thai both oral and written .

Price Proposal and Schedule of Payments

The contract will be based on Daily Fee

Consultant shall quote an all-inclusive Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, etc.) that could be incurred by the IC in completing the assignment are already factored into the daily fee submitted in the proposal. If applicable, travel or daily allowance cost (if any work is to be done outside the IC’s duty station) should be identified separately. Payments shall be done on a monthly basis based on actual days worked, upon verification of completion of deliverables and approval by the IC’s supervisor of a Time Sheet indicating the days worked in the period.

In general, UNDP shall 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

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Travel costs shall be reimbursed at actual but not exceeding the quotation from UNDP approved travel agent.  The provided living allowance will not be exceeding UNDP DSA rates. Repatriation travel cost from home to duty station in Bangkok and return shall not be covered by UNDP.

Evaluation Method and Criteria

Individual consultants will be evaluated based on the following methodology;

Cumulative analysis

The award of the contract shall 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 set of weighted technical criteria (70%) *and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced qualified proposal received by UNDP for the assignment.

• The technical criteria (education, experience, language [max. 100 points] and interview [for expertise validation purpose, no scoring) will be based on a maximum 100 points;
• Only the top 3 candidates scoring 70 points or higher from the review of the education, experience and languages will be considered for the interview and considered for financial evaluation;
• Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal of those technically qualified;
• The financial proposal shall specify an all-inclusive daily fee.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal must additionally include a breakdown of this daily fee (including all foreseeable expenses to carry out the assignment); 

Technical Criteria for Evaluation (Maximum 100 points)

• Criteria 1: Education qualification - Max 15 points;
• Criteria 2: Relevant working experience in conducting research support and assistance to administrative work- Max 25 points;
• Criteria 3: Experience in procurement, budget planning and monitoring and operational tasks- Max 25 points;
• Criteria 4: Experience in the usage of computers and office software packages (MS Word, Excel, Access, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems- Max 15 points;
• Criteria 5: Work experience in either UN agency or international offices/ organizations- Max 10 points;
• Criteria 6: Excellent command of English and Thai both oral and written- Max 10 points

*Only candidates obtaining a minimum of 70 points (70% of the total technical points) would be considered for interview and Financial Evaluation respectively*

To download TOR and other forms, please click the link below:

http://procurement-notices.undp.org/view_notice.cfm?notice_id=51836