This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-PNG-00174, following the instructions in the user guide.

Introduction

 Scope

The following duties and responsibilities are expected under the financial management of grants and performance-based payments in compliance with the UNDP rules and procedures: 

·         Responsible for due diligence checks (for example, review of expenditure against invoices and receipts provided by the grantees, examine its atheneite and cross verifications if required), as requested and directed by UNDP according to Financial Management, and if necessary relevant Procurement Policies within the UNDP Programme and Operations Policies and Procedures, available at this link https://popp.undp.org/.

·         Maintain and update a grant database. Conduct the financial reconciliation of quarterly financial reports and receipts submitted by recipients, up to a maximum of 30 grants valued from between PGK 50,000 and PGK 350,000 of each grant ranging from between 6 and 24 months in total duration. The implementation modality would use the UNDP low-value grants rules and procedures or the UNDP performance-based payments rules and procedures.  It is anticipated that there will be intense periods of work at the end of each quarter, followed by relatively slow lulls in-between. The contractor would be responsible for checking and informing UNDP whether the financial tranche reconciliation is compliant with the granting and payment policies as per UNDP Programme and Operations Policies and Procedures, available at this link https://popp.undp.org/.

·         Create a template to supply information to the BCF Secretariat and UNDP, on a monthly  basis, (i) which grantee financial reports are complete and have been fully liquidated, (ii) which grantee financial reports are incomplete, (current cash position) and which documentation is missing, (iii) highlight any areas of concern which should be monitored or investigated by the BCF Secretariat and (iv) assess potential extensions and revisions of agreements and payments.

·         Submit monthly reports to the BCF Secretariat on the disbursements, liquidations and highlight any areas of improvement of financial performance.

·         Submit a final consolidated report detailing the results of all financial reconciliations and lessons learned for strengthening the granting and reporting process. Please note that UNDP will be responsible for conducting capacity assessments and approving grantees, registering grantees in the payment system and transferring tranche payments to grantees. The BCF Secretariat will be responsible for the verification of technical reports submitted by grantees that includes site monitoring visits. The contractor provides financial verification services to UNDP, advising when the next tranche to each grantee can be executed based on the financial verification of financial reports and receipts submitted by the grantees. 

Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org  using the profile you may have in the portal. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders.  Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

Documents :

Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)