Terms of reference GENERAL INFORMATION Title: Individual Consultant for Cash Distribution (National, 7 post) Project Name : REDD+ Reports to: Finance Officer Duty Station: Jakarta Expected Places of Travel (if applicable): Based on call within Duty Station in 6 provinces : West Sumatra, Riau, Palembang, Jambi, West Kalimantan and Central Kalimantan Duration of Assignment: June December 2016 with possible extention REQUIRED DOCUMENT FROM HIRING UNIT TERMS OF REFERENCE 3 CONFIRMATION OF CATEGORY OF LOCAL CONSULTANT, please select : (1) Junior Consultant (2) Support Consultant (3) Support Specialist (4) Senior Specialist (5) Expert/ Advisor CATEGORY OF INTERNATIONAL CONSULTANT, please select : (6) Junior Specialist (7) Specialist (8) Senior Specialist APPROVED e requisition REQUIRED DOCUMENTATION FROM CONSULTANT CV Copy of education certificate Completed financial proposal Completed technical proposal ( if applicable ) Need for presence of IC consultant in office: partial (explain) intermittent : the consultant will perform based on call 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: < Enter name >
BACKGROUND I. BACKGROUND In the wake of new presidential administration under Joko Widodo, the REDD+ Agency was merged into the Ministry of Environment and Forestry (MoEF) through Presidential Regulation Number 16 Year 2015. This sudden change has impacted all REDD+ Agency on going programme. Some of the programme that were planned to be implemented have been put on hold and adjusted based on MoEF priority programmes. With recent completion of MoEF re structuring process, the REDD+ Project activities have been agreed to be carried over under several Directorate General, including Directorate General of Forestry Spatial Planning and Environment Governance, Directorate General of Social Forestry and Environment Partnership as well as a newly established Directorate General of Climate Change Mitigation. Aiming to support these DGs, the REDD+ Project is currently working in the following activities: 1. Forest Fire Programme 2. Communication support for DG Climate Change 3. REDD+ Knowledge Management (including system and database development on social forestry) 4. Indicative Map for Social Forestry 5. Legislation Review 6. Protection of Indigenous People 7. Conflict Resolutions In addition to the current project activities, REDD+ Project has agreed to dedicate a number of resources to directly support Badan Restorasi Gambut (BRG) for Policy design of Environment and Social Safeguard in Peatland Restoration. In order the implementation of peatland restoration effectively on target, Deputy for Education, Socialization, Participation and Partnership (Deputi 3) of BRG will do a stakeholder mapping analysis to those parties that recently involved and contributed in peatland restoration activities. This mapping will be held in 4 districts as targeted and mentioned in Presidential Decree No.1/2016. II. OBJECTIVE In light of the background above, the project will heavily implement events, trainings and workshops in various areas across Indonesia. The events require the project PIC (Person in Charge) to distribute fund for participants, resource persons and moderators who contribute to the event, most of the fund distribution should be made in cash and settlement should be done exactly 7 calendar days after the event finished. In average, REDD+ project can have 30 40 events within a month that requires the project PICs to travel to various sites where the events are located, it is evident that the significant number of events conducted has result in slow progress in settlement process in which subsequently build up significant amount of pending settlement.
There are several documents require in order to do the settlement based on requirement from UNDP, such as receipts, attendance list, ID card, etc. and it is fairly challenging for the project PICs to collect the documents especially when the events inviting significant number of participants. III. OUTPUT 1. To engage with several individuals under LTA agreement to support cash distribution and settlement for REDD+ project events, meetings, training and workshops. SCOPE OF WORK, ACTIVITIES, AND DELIVERABLES Providing financial and administrative services to the meetings, events, workshops and conference on call basis in close coordination with events PICs as well as REDD+ finance unit in 7 provinces: Padang West Sumatra, Pekan Baru Riau, Palembang South Sumatra, Jambi, Pontianak West Kalimantan, Palangkaraya Central Kalimantan and Jakarta Processes financial settlement in an accurate and timely manner adhering UNDP regulations and standard Expected Outputs and deliverables Deliverables/ Outputs Estimated number of working days Review and Approvals Required (Indicate designation of person who will review output and confirm acceptance) Report all the Cash Distribution Proccess; Total of Cash Distributed; Collected Document support for the cash distribution suchs ID Card participans, attendance list, ect that related to the Cash Distribution to Finance Officer Settlement Report of Cash Distribution based on call in the field of UNDP REDD+ Project and/or duty station (7 provinces) 60 Finance Officer 30 Finance Officer WORKING ARRANGEMENTS Institutional Arrangement
With the integration of the REDD+ Agency (BP REDD+) into the Ministry of Environment and Forestry (MoEF) by the President s Regulation 16/2015, there is an urgent need to strengthen the capacity of MoEF in term of REDD+ and to ensure smooth technical knowledge transition from BP REDD+ into MoEF. REDD+ plays an important portion in the climate change. To ensure a successful output delivery of REDD+ project particularly in relation to Cash Distribution and Settlement of PCA and or Cash Advance, a support from finance assistant will be hired. Under the supervision of the Finance Officer and in collaboration with REDD+ Project team the Contractor will be working closely with the Finance team to support the project team to ensure effective project cash advance and its settlement. Duration of the Work The duration of this work is expectedly based on call depend on the need of the REDD+ Project within 7 months as well as the satisfactory of consultant s performance. Duty Station The duty station will be traveling to conduct the Cash Distribution in REDD+ Project site: Jakarta, the post will be interact intensively with personnel within the REDD+ Project. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS Education: Bachelor degree (S1) Education with specialized certification in Accounting and Finance. University Degree in finance/accounting, business administration, public administration, economics or related field is preferable. Experience: Minimum 3 years of relevant finance experience at the national or international level is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems. Language: Good in written and spoken English EVELUATION METHOD AND CRITERIA Individual consultants will be evaluated based on the following methodologies: 1. Lowest price and technically compliant offer
When using this method, the award of a contract should be made to the individual consultant whose offer has been evaluated and determined as both: a) responsive/compliant/acceptable, and b) offering the lowest price/cost responsive/compliant/acceptable can be defined as fully meeting the TOR provided. 2. 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] Only candidates obtaining a minimum of 70 point would be considered for the Financial Evaluation Criteria Weight Maximum Point Technical 70% 100 Criteria A: qualification requirements as per TOR: Relevance of Education/ Degree Minimum 3 years of relevant finance experience at the national or international level is required International Experience Experience in the usage of computers and office software packages Others / Special Skills, Language, etc. Criteria B: Brief Description of Approach to Assignment Criteria C: Further Assessment by Interview (if any) NA NA Financial 30% 30 NA NA