| Overview : Terms of Reference (TOR) For an Assignment Requiring the Services of a Project Associate to be Engaged Through an Individual Contract A. Project Title : TRAC 1.1.3 Project ER Marawi B. Project Description Within UNDP, it is the Resilience and Peacebuilding Unit (UNDP) that is called upon to design and implement projects that help prevent crises or to support the rapid recovery of communities affected by human induced or natural disasters. In line with this, the RPBU unit has been in charge of implementing projects that were designed to hasten the recovery of the LGUs and communities affected by Typhoon Yolanda. The support ranged from debris clearance, provision of emergency employment, technical assistance in solid waste management, provision of disaster resilient infrastructure such as community evacuation shelters, resettlement housing and enabling the marginalized to access sustainable livelihood opportunities. In the area of peacebuilding, the unit has been providing technical and administrative support to various stakeholders to help protect and sustain the gains in the peace process. As the recovery projects are winding down, the unit needs the support of a consultant to smoothen the project closure process, especially since practically all the field-based Project Staff have ceased operations and have left the project. In addition, as UNDP prepares to provide support for the early recovery of Marawi City, it will need to count on technical staff which it can deploy to the field to provide technical and administrative support for the field personnel in the interim (especially because these personnel are currently immersed in implementing numerous peacebuilding activities in various areas in Mindanao). Thus, to facilitate the smooth closure of some of its projects and to help in the implementation of emerging RPBU projects, the unit needs to have a Project Associate who can provide technical and administrative support to the Project Team. The detailed tasks are explained in the subsequent section of this document. C. Scope of Work Under the direct supervision of the UNDP Team Leader of the Resilience and Peacebuilding Unit, the Project Associate will provide both technical and administrative services for RPBU projects, by performing the following functions: - Provide quality technical and administrative support in the overall coordination and management of RPBU projects;
- Contribute to the development and monitoring of Annual Work Plans (AWP) in order to identify and resolve issues on financial delivery towards the full and optimal utilization of project funds;
- Assist the RPBU Team Leader in managing partnerships with project stakeholders towards the effective, efficient and timely implementation of project activities;
- Prepare TORs, contracts, procurement requests and other administrative documents needed in project implementation;
- Assist in identifying project issues, challenges and risks and make appropriate recommendations;
- Ensure the proper maintenance of up-to-date financial records, reconcile financial records and ensure accurate financial reporting. The IC will provide weekly financial updates to the Project Manager to enable the latter to closely monitor financial expenditures as the Project approaches its milestones.
- Prepare progress monitoring reports (e.g. donor reports), activity designs, briefing papers, technical reports, meeting documentation, situation updates, official correspondences, M&E documents, and other documentation as may be required in project implementation;
- Organize and participate in workshops, needs assessments, consultations, planning sessions and provide technical inputs as maybe necessary;
- Undertake communication assignments such as writing of articles, press releases, development of knowledge products and other related activities;
- Perform other tasks as may be assigned by the Supervisor.
D. Expected Outputs and Deliverables Deliverables/ Outputs | Estimated Duration to Complete | Target Due Dates | Review and Approvals Required | Monthly Accomplishment Report | Three to four weeks | 31 October 2017 | Team Leader, RPBU | Monthly Accomplishment Report | Three to four weeks | 30 November 2017 | Team Leader, RPBU | Monthly Accomplishment Report | Three to four weeks | 31 December 2017 | Team Leader, RPBU | Monthly Accomplishment Report | Three to four weeks | 31 January 2018 | Team Leader, RPBU |
E. Institutional Arrangement The individual contractor (IC) will be supervised by the Team Leader of the Resilience and Peacebuilding Unit (RPBU). The IC will closely coordinate with the technical team of the RPBU to facilitate processing of operational needs such as procurement, fund releases, coordination with partners, among others. The Project will provide vehicles for the mobility of the expert in coordinating with partners like suppliers and in conducting missions to areas of operations as needed. F. Duration of the Work Four Months (Oct 2017 to January 2018) G. Duty Station - Manila
- The IC is expected to report for work on a daily basis.
H. Qualifications of the Successful Individual Expert Competencies Corporate Competencies - Ability to perform a variety of standard tasks related to Results Management, including support to design, planning and implementation of programmes, as well as management of data and reporting; builds strong relationships with clients;
- Responds positively to feedback; consistently approaches work with energy and a positive, constructive attitude; remains calm, in control and good humored under pressure; plans, prioritizes and delivers tasks on time;
- Participates effectively in a team-based information-sharing environment, collaborating and cooperating with others.
Required Skills and Experience Education: - A university degree in Business Administration, International Development, Development Studies, Community Development, Project Management or other related fields.
- At least 7 years work experience in project management and coordination
- Familiarity with UN System and administrative and financial management of donor-financed projects is an advantage.
Skills: - Possess a comprehensive set of competencies in business administration or project management
- Good communication skills (Oral and Written)
- Demonstrates a high tolerance for change, complexity and unpredictability
- Results-oriented and demonstrates teamwork, good interpersonal skills and well developed communication skills.
- Computer literate
Language requirements: English and Filipino I. Scope of Price Proposal and Schedule of Payments Tranche Percentage | Deliverables | Approving Authority | 20% | Upon Signing of Contract | Project Manager | 20 % | Upon submission and approval of monthly accomplishment report for October 2017 | Project Manager | 20 % | Upon submission and approval of monthly accomplishment report for November 2017 | Project Manager | 20 % | Upon submission and approval of monthly accomplishment report for December 2017 | Project Manager | 20% | Upon submission and approval of monthly accomplishment report for January 2017 | |
Travel outside duty station shall be determined by the project management, hence, travel expenses shall be covered by the project. Communication expenses and a laptop shall also be provided. I. Recommended Presentation of Offer Prospective consultants should submit the following: - CV
- Financial proposal
Financial proposals should indicate an all-inclusive amount covering professional fees, travel costs, supplies, support staff and all other related costs. (Please use attached template). K. Criteria for Selection of the Best Offer CV (relevant experience and qualifications) – 70% Financial proposal – 30% Please submit your CV and financial proposal (use attached template) to procurement.ph@undp.org L. Annexes to the TOR None |
