Procurement Notices

Project Title

ACCELERATING BOTTOM-UP BUDGETING THROUGH INCLUSIVE AND EFFECTIVE GOVERNANCE

Project Description 

In light of significant socioeconomic disparity and poor governance systems, the Philippine government launched in 2012 the Bottom-Up Budgeting (BUB) initiative. The BUB is a national government program designed to facilitate annual participatory planning and budgeting at the city and municipal level with the active participation of civil society organisations (CSOs), grassroots organisations, and communities. The BUB has 2 central objectives: 1) Support the attainment of the Philippine Development Plan’s goal of inclusive growth and poverty reduction by funding relevant projects, and 2) strengthening state – society relationships at the local level by providing incentives for local government units (LGUs) to engage with citizens in the budgeting and planning of such projects. There are 13 national agencies involved, each one providing a menu of services that LGUs and local communities can choose from. The Department of Social Welfare and Development is one of the agencies currently implementing BUB through the KALAHI-NCDDP, PSB and SLP programmes.

However, due to weak social infrastructure, financial and administrative bottlenecks, low government and CSO capacities, as well as policy gaps, implementation performance has been lacklustre. While DSWD has introduced a number of initiatives to accelerate delivery for 2015 projects, it faces an immense challenge in 2016, wherein it will have to address the 2015 backlog in addition to delivering on the 2016 projects within an election year. It is in this respect that the United Nations Development Programme (UNDP) offers support to assist in the implementation of BUB through a government co-financing initiative, which draws from the Standard Basic Assistance Agreement (SBAA) signed by the Philippine Government and UNDP in 1977, and clarified by the 2015 resolution issued by the Government Procurement and Policy Board. This programme aims to deliver 80% of BUB projects in 7 regions in 2016, while at the same time, piloting enhanced governance infrastructure, capacities, and reforms that will enable DSWD, LGUs, and CSOs to execute BUB - and wider service delivery processes - effectively and, over time, independently, without the need for external support.

Scope of Work

Administrative and Finance Assistant (AFA) will be assisting the Administrative and Finance Officer (AFO) in the daily operation of BUB project in UNDP Country Office. The AFA will be covering administrative works, finance works, and travel related tasks.

Under the guidance of the UNDP Democratic Governance Team Leader and direct supervision from the Finance and Admin Officer, the Administrative and Finance Assistant shall perform the following:

·       Assist in the maintenance of accounting records;

·       Process documents for cash advance, liquidation, and reimbursements in a timely manner, for submission to and approval of the UNDP Finance Officer / BUB project manager;

·       Assist in the preparation of vouchers

·       Assist in the process of incoming payments from different regions

·       Asist in the management of ATLAS system subject to access granted by the UNDP Country Office

·       Record incoming and outgoing documents related to the project;

·       Preparation of Travel Authorizations and processing in the Travel Module

·       Maintenance in the filing system ensuring safekeeping of materials

·       Perform messengerial tasks when needed;

·       Perform such other functions as may be directed by the Finance and Admin Officer and the Programme Manager. 

Expected Outputs and Deliverables

Institutional Arrangement

The Administrative and Finance Assistant (AFA) will be under the supervision of the Administrative and Finance Officer (AFO). She will be assisting the AFO in coordinating with the Regional Administrative and Finance Clerks nationwide. All works of the AFA will be reviewed by the AFO and approved by the Programme Manager.

The AFA will be reporting to UNDP CO to assist in the daily operation of BUB through the guidance of the AFO. A monthly report will be needed to process the monthly fee. The AFA will be assisting the AFO in the coordinating with Finance unit and Procurement Unit.

Duration of the Work

The contract will be for forty-five (45) working days to assist in the closing of the project. The project expects the AFA to be on board not later than July 2019 until 30 September 2019.

Duty Station

The AFA will be reporting in UNDP Country Office in 15F North Tower, Rockwell Business Sheridan, Mandaluyong City.

Scope of Price Proposal and Schedule of Payments

Corporate competencies

• 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.

Functional and technical competencies

• Ability to work in a diverse and multi-cultural environment;
• Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
• Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner;
• Demonstrates openness to change and ability to manage complexities;
• Computer literate.

Qualifications of the Successful Individual Contractor

Educational Qualifications

• College graduate, ideally with a finance / accounting or related background.

Experience

• At least three years’ experience in clerical/administrative tasks;
• Experience in working in a diverse and multi-cultural environment;
• Familiarity with ATLAS and Ultramar;
• Computer literate; good knowledge of Microsoft Office Applications.
• Previous working experience with a UN agency an asset.
• Excellent organizational skills and ability to work effectively in teams, delivering through and with others;

Language requirements

• English and Filipino

Evaluation Method and Criteria

Offers will be evaluated based on combined scoring method – where the Technical Proposal will be evaluated based on qualifications in the CV. The Technical evaluation is weighted a max. of 70%.

The Financial Proposal that will be evaluated through submission of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC including Financial Proposal Template and combined with the price offer will be weighted a max of 30%;

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based in the following qualifications (with the appropriate obtainable points):

Technical Criteria for Evaluation

Applicants who will only receive a minimum score of 70 points and above from the assessment of the CV will be qualified for the assessment of the Financial Proposal.

Recommended Presentation of Offer and Documentation

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document at https://jobs.undp.org/cj_view_job.cfm?cur_job_id=86161.

• 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;
• Brief description of why the individual considers him/herself as the most suitable for the assignment, and a methodology, if applicable, on how they will approach and complete the assignment. A methodology is recommended for intellectual services, but may be omitted for support services [Note: this is optional for support services];  
• Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided.  If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP. 

You may download the editable version of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC by clicking on this link: http://gofile.me/6xdJm/bE9TCw8fU

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.