REQUIRED DOCUMENT FROM HIRING UNIT

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1 Terms of reference GENERAL INFORMATION Title: Support Specialist for Supplier Management (National Consultant) Project Name: Support to Justice Sector Reform in Indonesia (SUSTAIN) Reports to: SUSTAIN Project Duty Station: Jakarta Expected Places of Travel (if applicable): N/A Duration of Assignment: 120 working days within 6 months REQUIRED DOCUMENT FROM HIRING UNIT TERMS OF REFERENCE CONFIRMATION OF CATEGORY OF LOCAL CONSULTANT, please select : (1) Junior Consultant (2) Support Consultant (3) Support Specialist (4) Senior Specialist 3 (5) Expert/ Advisor CATEGORY OF INTERNATIONAL CONSULTANT, please select : (6) Junior Specialist (7) Specialist (8) Senior Specialist APPROVED e-requisition REQUIRED DOCUMENTATION FROM CONSULTANT P11 Copy of education certificate Completed financial proposal Completed technical proposal Need for presence of IC consultant in office: partial (explain) intermittent (explain) full time/office based (needs justification from the Requesting Unit) Provision of Support Services: Office space: Yes No Equipment (laptop etc): Yes No Secretarial Services Yes No If yes has been checked, indicate here who will be responsible for providing the support services: SUSTAIN Project I. BACKGROUND UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations. UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro -Poor Policy Reforms, Conflict Prevention

2 and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development. UNDP has been working on democratic governance issues in Indonesia for many years, and has contributed significantly to consolidating democracy through provision of policy advice and technical assistance, and by promoting and brokering dialogue and engaging in knowledge networking. In the justice sector, UNDP has been involved in providing support to ensuring access to justice and is currently implementing a Strengthening Access to Justice in Indonesia (SAJI) project which was developed based on experiences and lessons learned from two previous projects: Aceh Justice Programme (AJP) and the Legal Empowerment and Assistance for the Disadvantaged (LEAD) Project. In order to ensure quality result of the activities, especially on the procurement process which in line with UNDP regulation system; The SUSTAN Project looked at the need of consultant for the Supplier Relationship Management. The consultant will work closely with procurement team in the UNDP Country Office and other relevant stakeholders in developing assessment tools required. II. SCOPE OF WORK, ACTIVITIES, AND DELIVERABLES Scope of Work Implement the procurement processes of goods, services and works which consist of solicitation process, bid opening and review of evaluation result, create draft contract of certain conditions in full compliance with UNDP rules and regulations. Implement the procurement process of hiring the Institutional Consultant which consist from solicitation process, bid opening, contract negotiation, and creating draft contract and conducting the amendment to the Contract. Expected Outputs and deliverables Deliverables/ Outputs Report of Y2018 Procurement Plan (PROMPT) and update of the original and revised procurement plan of the project. Report on the procurement process during period of January - February 2018.\ Estimated number of working days Completion deadline 20 working days February 2018 Review and Approvals Required (Indicate designation of person who will review output and confirm acceptance) SUSTAIN Project Report on procurement strategies to assist and support requirement of UNDP SUSTAIN Project, not limited to develop Long Term Agreement and Roster Vendor. 20 working days March 2018 SUSTAIN Project Report on the list of procurement process for Goods, Services, and Works (including Individual Consultant (IC), Request for Quotation (RFQ), Invitation to Bid (ITB), and Request for Proposal (RFP) against Procurement Plan of UNDP SUSTAIN Project. 20 working days April 2018 SUSTAIN Project

3 Report on: Preparation and issuance of Purchase Orders (POs) and Contracts including solicitation and advertisement as per UNDP Policies and Procedures Vendor registration / updated in ATLAS system 20 working days May 2018 SUSTAIN Project Report on: Update list of activities IC for SUSTAIN Project. Maintain Individual Consultant (IC) tools, include IC log and contract management system. 20 working days June 2018 SUSTAIN Project Report on: Filing system (hardcopy and softcopy) for all SUSTAIN Procurement documents. Evidence on contract management for all projects under SUSTAIN project. 20 working days July 2018 SUSTAIN Project III. WORKING ARRANGEMENTS Institutional Arrangement The position is under supervision of the Procurement Specialist and SUSTAIN Project. The Consultant should create a monthly report approved by SUSTAIN Project. Duration of the Work The Consultant is expected to accomplish the task in 99 working days starting on January 2018 to end on July Duty Station UNDP Country Office, Jakarta Travel Plan Not available. IV. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS Academic Qualifications: Diploma degree or Bachelor degree in Business Administration, Public Administration, Finance, Economics, or other related fields of study Years of experience: Min. 3 years of work experience for candidate with Diploma degree and minimum 6 years of work experience for candidate with Bachelor degree at the national level of Procurement Management. III. Competencies and special skills requirement: Functional Competencies: Building Strategic Partnerships Level 1.2: Maintaining a network of contacts Analyzes and selects materials for strengthening strategic alliances with partners and stakeholders Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things

4 Documents and analyses innovative strategies and new approaches Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position Analyses the requirements and synthesizes proposals Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Promoting Organizational Change and Development Level 1.2: Basic research and analysis Researches and documents best practices in organizational change and development within and outside the UN system Design and Implementation of Management Systems Level 1.2: Research and analysis and making recommendations on management systems Maintains information/databases on system design features Develops simple system components Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Actively supports the interests of the client by making choices and setting priorities to meet their needs Gathers, analyses and disseminates information on best practice in accountability and results-based management systems Monitors the implementation of corporate accountability and results-based management systems and makes recommendations to enhance performance of business units Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others. Promoting learning and Knowledge management/sharing is the responsibility of each staff member. Informed and transparent decision making UNDP Procurement Certification Programme V. EVELUATION METHOD AND CRITERIA Cumulative analysis When using this weighted scoring method, the award of the contract should 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 weight; [70%] * Financial Criteria weight; [30%]

5 Only candidates obtaining a minimum of 49 point would be considered for the Financial Evaluation Criteria Weight Maximum Point Technical 70% Criteria A: qualification requirements as per TOR Diploma degree or Bachelor degree in Business Administration, 20 Public Administration, Finance, Economics, or other related fields of study Min. 3 years of work experience for candidate with Diploma 20 degree and minimum 6 years of work experience for candidate with Bachelor degree. Having experience min. 3 years working in procurement field 30 Criteria B: Brief Description of Approach to Assignment 10 Criteria C: Further Assessment by Interview 20 Financial 30%

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