Procurement Notices

UNDP is supporting developing countries in Asia Pacific with the implementation of the 2030 Agenda. Initial country level efforts, supported by UNDP and other UN and development partners, have focused on putting in place the building blocks necessary to support SDG achievements. This includes developing institutional arrangements to promote coordination and policy coherence across sectors and government levels, aligning national and sub-national development plans and budgets with the 2030 Agenda and to assess the availability of data and capacities of data ecosystems to monitor progress. Work has also started on identifying priorities and target setting. Beyond aligning national development strategies and other policies, countries are also looking at ways to integrate the SDGs into the budget process and to come up with new, more integrated financing options. Next steps will involve the identification of interlinkages between goals and targets and ‘accelerator interventions’, interventions that can trigger progress across a range of goals and targets. Many countries are keen to learn from the experience of other countries in the region and beyond. To facilitate such exchange, UNDP’s Bangkok Regional Hub is organizing annual Regional Knowledge Exchanges, the first one took place in October 2016 in Bangkok (http://www.asiapacific.undp.org/meetTheSDGs.html). The next one is planned for October 2017.

UNDP Philippines and UNDP Bangkok Regional Hub will provide support to  the organization and conduct of this Regional Knowledge Exchange which is being co-hosted by the Government of the Philippines (tbc) and the Consultant will provide logistical and administrative support for the preparations and conduct of the Exchange. 

Purpose of the Assignment

The purpose of this assignment is to support the Government of the Philippines, UNDP Philippines Country Office- Management Support Unit and the Inclusive Growth Team at the UNDP Bangkok Regional Hub with the planning and organization of the Regional Knowledge Exchange taking place in October 2017 (exact dates to be confirmed), including facilitating participation from other countries in the region, preparation of event materials and presentations, and communication with focal points.

Scope of Work and Responsibilities

The Consultant will be responsible for the following:

• Ensure registration of all respective participants is in order and keep track of their correspondences for establishing a master list of participants;

• Overall logistical and administrative (including finance) aspects of the workshop, ensuring that the substantive and logistical planning for the workshop are well-managed and complementary, leading to the orderly and successful conduct of the workshop; 

• Coordinate with various suppliers/service providers needed for the workshop (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers and keep a logistics checklist;

• Provide overall secretariat support during the workshop making sure that all the requirements of the speakers and participants are fully met;

• Process travel requests of participants, reimbursements/liquidations, hotel reservations, etc., as may be necessary;

• Communicate with speakers, panelists, resource persons, and participants, to provide guidance on administrative and logistical requirements in preparation for and during the workshop;

• Communicate with UNDP Country Offices, and with participants and invitees to the workshop, to facilitate participation, answer questions, and ensure proactive communication with key constituencies about the workshop pertaining to issues related to administration and logistics

• Facilitate the production of workshop documents and materials;

• In consultation with Inclusive Growth Team BRH design a workshop evaluation form, administer it, and compile results after the workshop;

• Closely liaise with and provide with regular updates to the team in UNDP Philippines and Bangkok Regional Hub to ensure effective preparation and delivery of the workshop from logistic point of view;

• Other duties related to the workshop planning and follow-up may also be assigned.

Outputs/ Deliverables

The Consultant will be responsible for the following deliverables:

• Logistics and Administrative Note for all participants

• Master list with all details of the participants and logistics checklist

• Workshop evaluation form design, administration and submission of compiled report

Financial, Administrative and Logistical Summary Report on the Regional Workshop

• First Tranche - 25% Upon submission and acceptance of the Draft Logistics and Administrative Note for all participants;
• Second Tranche - 25% Upon submission and acceptance of the Master list with participants’ details and logistics checklist;
• Third Tranche - 25% Upon submission and acceptance of the Final lay-out of programme, session guidance notes facilitation notes and workshop evaluation form;
• Fourth Tranche - 25% Upon submission and acceptance of the Financial, Administrative and Logistical Summary Report, including consolidated results of the Workshop evaluation

Duration of Assignment and Duty Station

The assignment will be up to a maximum of 60 working days intermittently during the period 12 June 2017 to 31 October 2017 and will be based in Makati City, Philippines.  There is no expected travel outside the duty station during the assignment. 

Provision of Monitoring and progress controls

The Consultant will be regularly touch base and be supervised by the Inclusive Growth Team at the UNDP Bangkok Regional Hub and Management Support Unit at the UNDP Philippines Country Office who will provide technical direction. Daily work will be monitored by Management Support Unit - UNDP Philippines. 

Corporate competences

• Commitment to UNDP’s mission, vision and values.
• Sensitivity to cultural, gender, religion, race, nationality and age differences.

Functional competences

• Experience in working in the private sector, or in an outreach position relating with the government and private sector
• Past experience and effective communication skills for dialoguing with senior level private sector executives
• Strong initiative and desire to succeed, accountable and willingness to be pro-active in identifying suitable companies for BCtA membership and engaging in appropriate business opportunities
• Experience and knowledge of the international development sector, e.g. through working at the UN in the private sector engagement and/or development field
• Existing work experience in the Philippines and with the Philippines-based private sector organizations/companies, donor partners and UN agencies
• Possess strong intellectual interest in economic development and the role of the private sector in driving poverty reduction’; knowledge of private sector – development impact assessment
• Past international work experience preferred
• Demonstrated ability to function in a team environment & to deal with complex multi-stakeholder environment.

• Excellent written and spoken communication skills in English

Qualifications:

Education:

• University degree in Business Administration, Finance, Development or Mass Communication, Behavioral Sciences, International Studies or any related field. 

Experience:

• At least 5 years of experience in organizing and process documentation of medium-sized workshop and conferences participated in by multi-sectoral groups and/or organized by international organizations;

Language:

• Very good command of oral and written English.

Skills

• Excellent written and verbal communication skills;

• Excellent report packaging skills and/or publication software skills;

• Ability to work well in a multidisciplinary team;

• Ability to relate well with a diverse range of stakeholders at local and national levels;

• Strong planning and management skills;

• Strong initiative and can work with minimum supervision.

• Competence in the use of personal computers and Internet;

• Ability to work independently, against tight deadlines;

• Experience working with UNDP and/or UN system an asset

Criteria for selection process:

The offer will evaluated based on the Combined Scoring method – where the qualifications will be weighted a max. of 70% and combined with the financial offer which will be weighted a max of 30%.

Application requirements:

• Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
• 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.

Application requirements should be emailed to procurement.ph@undp.org and registry.ph@undp.org on or before  23 May 2017.