Procurement Notices

Strengthening access to justice, rule of law and promoting human rights are cornerstones of UNDP’s work to achieve sustainable human development. The UNDP Pacific Office in Fiji is implementing projects as part of an overall programme in these areas including the Fiji Access to Justice Project, the Rights, Empowerment and Cohesion for rural and urban Fijians Project, and the Pacific Security Sector Governance Project.   The Fiji Access to Justice Project supports access to justice for impoverished and vulnerable groups through empowering people to access legal rights and services through the relevant key justice institutions, in conjunction with strengthening those key justice institutions to undertake improved service delivery.  The Rights, Empowerment and Cohesion for rural and urban Fijians Project promotes peace building, social cohesion and inclusiveness through awareness of rights, access to services and institutional capacity building in Fiji.   The Pacific Security Sector Governance Project supports inclusive and responsive security sector governance to promote peaceful and inclusive societies for sustainable development.

The purpose of this Consultancy is to provide support to the outreach activities of awareness raising and service delivery of the Access to Justice, Rule of Law and Human Rights Programme. The Senior Community Outreach Coordinator will be planning outreach activities to communities and also accompanying the mobile service delivery outreach teams across all of Fiji, and as such requires a person with great energy and passion to engage closely at the community level, and also a sense of adventure and flexible positive approach that will be required to support the coordination and delivery of services to all locations throughout Fiji.   The Consultant will be co-located with the Programme team in Suva, but will be required to travel throughout all of Fiji on a regular and continual basis as part of these outreach awareness raising and service delivery activities.

Scope of Work

The Consultant will be required to provide specialized technical support as follows:

1. Facilitate effective management of all training for stakeholders involved in outreach activities, including ensuring gender mainstreaming.
2. Develop knowledge products to be utilized in outreach activities, including ensuring gender mainstreaming.
3. Implement, coordinate and plan outreach activities.
4. Conduct and monitor outreach activities.
5. Ensures effective reporting of outreach activities. 

Expected Outputs

1. Develop required training strategy and materials based on training needs analysis for the different stakeholder groups involved in the outreach activities.  Develop and implement training strategy by conducting trainings, as well through the coordination of relevant expert trainers to undertake some components. Maintain a final training package to enable a sustainable utilization and application by the stakeholders in the future.
2. Ensures effective management of knowledge products to be utilized in outreach activities, including ensuring gender mainstreaming. Review existing knowledge products developed for outreach activities; and based on the review, provide recommendations for the improvement and development of new knowledge products. Coordinate application and improvement of knowledge products during outreach activities. Maintain a final portfolio of knowledge products to enable a sustainable utilization and application by stakeholders in the future.  
3. Consult with stakeholders, including government focal point, to develop schedule for outreach activities to ensure effective and efficient coordination and planning of outreach activities, including ensuring gender mainstreaming. Undertake the coordination and planning for all outreach activities and as necessary conduct advance missions for outreach activities. Engage with a broad range of stakeholders to develop partnerships and expand the scope of awareness raising and service delivery being undertaken during outreach activities.
4. Conduct and monitor outreach activities.  Accompany the mobile service delivery teams on outreach activities and respond to a range of contingencies that may arise during outreach activities; Ensures the effective and efficient conduct and monitoring of outreach activities, including ensuring gender mainstreaming. Provide inputs for the communications and visibility aspects of outreach activities.
5. Produce high quality reports of all outreach activities (by each outreach mission, by month and by each quarter); reporting of outreach activities, including ensuring gender mainstreaming.  Provide the data in accordance with provided templates for outreach activities and provide recommendations for improvement to delivery of outreach activities to develop a sustainable model for application by stakeholders in the future. Develop synthesis of lessons learned and best practices in outreach activities.

Deliverables and Timelines:

The nature of this consultancy for a Senior Community Outreach Coordinator involves the concurrent delivery of the outputs identified above throughout the twelve month period, noting that the existing mobile service delivery teams will be undertaking continual outreach activities throughout.   As such on commencement of the assignment a detailed work plan will be produced to identify under each of the outputs the deliverables for each month of the consultancy, included the monthly reports.

Institutional Arrangement

The Consultant will report to the Deputy Programme Manager, Access to Justice, Rule of Law and Human Rights, Effective Governance. Reporting by the Consultant will be undertaken weekly to the Deputy Programme Manager, Access to Justice, Rule of Law and Human Rights.   The reporting format will be further discussed between the Supervisor and Consultant, but for weekly reports is expected to be short dot point update detailing progress against each deliverable, to be consolidated in to a monthly and quarterly template.

Given the nature of the work requiring access to a range of innovative tools and systems UNDP will provide support with a workspace in Suva within the UNDP Pacific Office in Fiji, Access to Justice, Rule of Law and Human Rights Team work space.  The consultant will be required to provide their own laptop. 

Duration of the Work

The Consultancy involves a total of 12 months located in Suva, with frequent travel (approximately 15 work days out of 20 work days a month) to locations of outreach activities as required by Supervisor.

Qualifications:

Master’s degree or equivalent in Development Studies, Law, Governance, Political Science, Social Sciences or related field.

Experience:

At least Minimum 5 years of progressively responsible experience planning and coordination of activities and events, with experience related to community level activities an asset. 

Demonstrated ability in undertaking training activities and development of associated training materials, with a focus on materials for community level activities an asset.

Demonstrated ability of the application excellent interpersonal and communication skills applied at both the community levels and working with key stakeholders such as government and non-government organizations.

Competencies:

Fluency in English, with spoken fluency in iTaukei and / or local Hindi required

Cultural and gender sensitivity and ability to actively promote gender equality in all aspects of professional work.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Daily Fee.

Consultant shall include in their price proposal two amounts: (Daily Fee + Daily Allowance).  These are the only amounts that will be considered for payment under this Consultancy.

• First, an all-inclusive Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, any insurance, use of personal computer and internet) that could be incurred by the Consultant in completing the assignment are already factored into the daily fee submitted in the proposal.   This Daily Fee will only be paid to the Consultant for days actually work as agreed by the Supervisor.

• Second, an all-inclusive amount for Daily Allowance when on mission outside of Suva.   Such daily allowance costs should be identified separately.  As the Consultant will be required to regularly travel outside of Suva for overnight missions in relation to the outreach work, the Consultant should include in their proposal the level of reimbursement they would be seeking for travel outside of Suva to other locations in Fiji.  As a general guideline it is expected that for each month of 20 working days, 15 of these working days will be outside of Suva in another location in Fiji.   Note that this does not need to include travel costs (vehicle fuel or air tickets) as these are paid by the Programme direct.    

Payments shall be done on a monthly basis based on actual days worked and actual time away from Suva, upon verification of completion of deliverables and approval by the Consultants  Supervisor of a Time Sheet indicating the days worked in the period and the appropriate Travel Forms in relation to Allowances.   

Evaluation

Cumulative analysis

The proposals will be evaluated using the cumulative analysis method with a split 70% technical and 30% financial scoring. The proposal with the highest cumulative scoring will be awarded the contract. Applications will be evaluated technically and points are attributed based on how well the proposal meets the requirements of the Terms of Reference using the guidelines detailed in the table below:

When using this weighted scoring method, the award of the contract may 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 weighting; 70%

* Financial Criteria weighting; 30%

Only candidates obtaining a minimum of 49 points in the Technical Evaluation would be considered for the Financial Evaluation. Interviews may be conducted as part of technical assessment for shortlisted proposals.

Technical Criteria – Maximum 70 points

• Master’s degree or equivalent in Development Studies, Law, Governance, Political Science, Social Sciences or related field.  ( 5 points)
• At least Minimum 5 years of progressively responsible experience planning and coordination of activities and events, with experience related to community level activities an asset. (15 points)
• Demonstrated ability in undertaking training activities and development of associated training materials, with a focus on materials for community level activities an asset.  (15 points)

• Demonstrated ability of the application excellent interpersonal and communication skills applied at both the community levels and working with key stakeholders such as government and non-government organizations. (15 points)

• Cultural and gender sensitivity and ability to actively promote gender equality in all aspects of professional work. (10 points)
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).  (5 points)
• Fluency in English, with spoken fluency in iTaukei and / or local Hindi required( 5 points)

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document:

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP (Annex II).
2. 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.
3. Technical proposal:

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

1. Financial proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided (Annex II)