Procurement Notices

Over the past two years, the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) has supported preparations for the first-ever World Humanitarian Summit (WHS) to be convened by UN Secretary-General Ban Ki-moon for 23-24 May 2016 in Istanbul, Turkey. Organized with the purpose of setting a forward-looking agenda to ensure that the humanitarian system is fit for purpose in responding to emerging challenges, OCHA has worked with the WHS secretariat (an inter-agency body hosted by OCHA and supported by administered by UNDP) to organize, as part of the preparatory phase:

• Eight (8) regional consultations, covering (i) West and Central Africa; (ii) North and Southeast Asia; (iii) Southern and Eastern Africa; (iv) Europe and Other; (v) Middle East and North Africa; (vi) Latin America and the Caribbean; (vii) Pacific; and (viii) South and Central Asia;
• A number of industry-specific and thematic consultations, with expert working groups preparing thematic reports;
• Global online consultations; and
• A global consultation held in Geneva, Switzerland on 14-16 October 2015.

Notably, for each of the eight regional consultations, an multi-stakeholder Regional Steering Group (RSG) was formed and supported by OCHA’s respective regional office(s) to advise on the substantive and logistical aspects of organizing the regional consultation. As many of the influential members of these RSGs have demonstrated continued commitment to supporting the WHS process in the final months leading up to the Summit in May 2016, OCHA will continue to facilitate the work of the RSGs in the interim. In Asia, the OCHA Regional Office for Asia and the Pacific (ROAP), together with the OCHA Regional Office for Caucasus, Central Asia and Ukraine (ROCCA), have consolidated the RSGs for North and Southeast Asia and South and Central Asia into one group that will support the identification, prioritization among, and advocacy and mobilization of broad support for regional priorities to be raised at the Summit. This Asia RSG will liaise with other RSGs with similar interests, including the RSGs for the Pacific and Latin America, among others.

In order to support the Asia RSG, UNDP will recruit a programme officer on a full-time, temporary basis to be based in the OCHA Regional Office for Asia and the Pacific in Bangkok, Thailand with travel to Turkey during the World Humanitarian Summit.

The support to the Asia RSG will require constant dialogue with, support and oversight from the OCHA team managing the process. Office space has been secured within the existing OCHA ROAP premises to support the project officers.

• Conduct analysis of regional priorities, as highlighted by the WHS regional consultations for North and Southeast Asia and South and Central Asia and subsequent emerging prioritie s in the region (contained in the revised regional strategy for the WHS, November 2015), and cross-reference these against the recommendations and action areas outlined in the WHS Synthesis Report prepared for the Global Consultation (issued in October 2015) and the Report of the UN Secretary-General on the World Humanitarian Summit (expected to be released in late January 2016);
• Mobilize and coordinate regional advocacy and outreach efforts via the networks accessed and/or managed by diverse members of the Asia RSG;
• Support the preparation of proposals, prioritization of regionally-proposed events, and organization of roundtables and side events at the Istanbul Summit, including at the Head of State and/or Ministerial level as appropriate, that feature Asian priorities, lessons and innovations;
• Facilitate the work of the Asia RSG, including by acting as the group’s secretariat;
• Attend the WHS in Istanbul to provide logistical support for Asia-supported roundtables and side events;
• Perform other duties as required.

Working closely with staff in OCHA ROAP – including its liaison presences in Jakarta, Indonesia (ASEAN) and Kobe, Japan – and OCHA ROCCA, as well as the WHS secretariat, and under the management of the Head of the OCHA ROAP Regional Partnerships Unit, the project officer will provide all necessary secretariat support to the Asia RSG, support the group on analysis of regional priorities, organization and conduct of roundtables and side events as appropriate, advocacy and outreach, and documentation of results of the group’s work, including drafting of a regional plan of action to follow up the WHS at the regional level (if agreed with the RSG).

The duration of the contract will be from as soon as possible (i.e. mid-January 2016) for five months (i.e. through the end of May 2016).

The position is based in OCHA’s Regional Office for Asia and the Pacific in Bangkok, Thailand, with travel to Istanbul, Turkey (cost of travel and DSA budgeted separately and not included in candidates’ quotes).

• Coherent analysis of regional issues, with appropriate prioritization among them to identify those of greater import for the region as a whole.
• Timely and effective communication with the Asia RSG in preparation of and follow up to their meetings, including production of agendas, briefing notes, minutes, and other documentation.
• Development and effective implementation of a regional outreach and advocacy strategy for the WHS.
• Well-organized and well-attended roundtables and side events featuring priority issues for Asia in Istanbul.
• Drafting of an RSG action plan in follow-up to the WHS, if agreed with the Asia RSG.

Monitoring and progress controls will be the responsibility of the Head of the Regional Partnerships Unit, and will be based on the agreed timeframe and deadlines per this Terms of Reference.

Education: Advanced university degree (Master’s degree or equivalent) in political science, social science, public administration, international studies, economics, engineering, earth sciences or a related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Experience: A minimum of five years of experience in humanitarian or development affairs or related area.

Language: Verbal and written fluency in English is required. Knowledge of another UN official language is an advantage.

Other: Experience in conference management and organization with humanitarian and/or development stakeholders (NGOs, Member States, affected population) at the international level will be an asset. Familiarity with and previous experience working on the WHS at the regional and/or global level is desired.

Interested individuals must submit the following documents /information to demonstrate their qualification, experience and suitability to undertake the assignment.  All supporting documents (a-d) must be part of the detailed CV and uploaded as one document

a)            Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;

b)            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;

c)            Brief description of why the individual considers him/herself as the most suitable for the assignment

d)            Financial Proposal that indicates the all-inclusive daily rate/fee of the candidate in US dollar

Supporting documents to be included with this application:

• Completed P11 form (attached) or CV, with a minimum of 3 references;
• Financial proposal in lump sum of format, based on outcomes, which should include all related expenses including related benefits and insurance but should not include cost of travel and DSA.
• Submit your completed application to Ms. Kristen Knutson, OCHA ROAP (knutson@un.org) by the deadline.

This contract does not carry any expectation of any future engagement by UNDP

The method of payment shall be made in installments based on deliverables. Each deliverable must be approved and based on satisfactory by, the Head of the Regional Partnerships Unit. The proposed daily fee must be all-inclusive. All envisaged travel costs must be included in the financial proposal. In general, UNDP/OCHA should not accept travel costs exceeding those of an economy class ticket, quoted by UNDP/OCHA authorized travel agent. Should the IC wish to travel on a higher class he/she should do so using their own resources.

Unforeseeable travel;

In the case of unforeseeable travel for official mission as required, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be covered and paid by UNDP.

Individual consultants will be evaluated based on the following methodology

Cumulative Analysis

The award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/complaint/acceptable and
• Having received the highest score out of a pre-determined set of weight technical (70%) and financial criteria (30%) specific to the solicitation.

Financial score shall be computed as a ratio of proposal being evaluated and the lowest priced proposal received by UNDP for the assignment. Only candidates obtaining a minimum of 350 technical points would be considered for the Financial Evaluation.