United Nations Children s Fund (UNICEF) Supply Division, Copenhagen, Denmark Request for offers for individual consultancy for the Establishment of Professional Learning and Development Plan UNICEF Supply Function Closing Date: 8 July 2013 1. Context: UNICEF Supply Function is preparing for Supply 3.0, transitioning from a current function of supply and logistics specialists to one which includes overall supply chain experts. The function is transitioning from having primary focus on direct delivery of goods, to also cover supply chain optimisation and capacity development of partners, counterparts and cooperating governments. While the organisation is adapting and aligning its strategies, systems and structures, we need to support development of staff s skills and competencies in line with the new scope of work. A number of initiatives have already been established and running for a few years. However, we would like to review some of the past and current initiatives and consider additional ones in order to ensure that learning initiatives targeting staff globally will enable the necessary up-skill and adaptation to new requirements under Supply 3.0. The Human Resources Centre of UNICEF Supply Division would therefore like to contract an individual consultant to prepare a Professional Learning and Development Plan for the UNICEF Supply Function for 2014-2017. Complete Terms of Reference are included as Annex I. The consultant will be working closely with UNICEF Supply Division on this assignment. A project team and an advisory group is being set-up to support the development of the plan. 2. Offers: Potential consultants are requested to prepare a technical and financial offer as follows: 2.1 Technical Proposal: Potential consultants shall prepare a brief technical proposal on the basis of the tasks and deliverables (detailed in the ToR below). The technical proposal shall include a proposed approach, proposed methodology and detailed work plan and timeline (keeping within the overall timeline as specified in section 4 below). Considerations of scope and data collection methodology should be included. The proposal shall also include a brief explanation of the required analysis and report/output writing. The Technical Proposal shall also include an updated CV and Personal History Form (P11), and copies of 2 relevant reports or other work performed previously by the consultant. 2.2 Financial Proposal: Consultancy fee, travel costs (economy class), Daily Subsistence Allowance (DSA) if required. Consultants are asked to use the following structure for the financial proposal:
Item Description Unit of Measure Unit Cost Quantity Total Cost (USD) 1 Fee Fee for man days to complete deliverables as per ToR 2 Daily Subsistence Allowance (if applicable) Daily lump sum to cover subsistence costs related to travel 3 Travel Expenses (if applicable) Economy flight ticket and visa 4 Other Costs (if applicable) (To be specified) days days Return Total in USD The offer must include a signed version of the UNICEF General Conditions of Contracts for the Services of Consultants / Individual Contractors (Annex II). Note: This document must not be altered. Any altering of the text of such document will lead to invalidation of the consultant s offer. 3. Qualifications or Specialized Knowledge/Experience Required: Solid experience with development of learning strategy, technical skills frameworks, skills gap analysis, scoping and review of learning initiatives required. Excellent communication and writing skills, including full fluency of English. Knowledge of supply chain management a strong advantage. Experience with UNICEF, UN or NGO s, as well as humanitarian context is an advantage. 4. Estimated Duration of Contract: The activities should be conducted between August and November 2013, and final deliverables provided by 15 December 2013. The consultant should propose the required number of working days for the consultancy. The consultant can propose a payment schedule linked to the various deliverables under the contract. 5. Supervision and Management Arrangements: The consultant will be supervised by the Supply Community Manager who is responsible for the development of the professional learning and development plan. A project structure has been set-up with a project team as well as an advisory group which will also provide feedback and input to the work of the consultant.
6. Consultant s Work Place/Any facilities to be provided by office: The consultant can either choose to offer to be seated with UNICEF Supply Division for the period of the contract, in which case UNICEF will provide office space and equipment as might be needed. Optionally, the consultant can offer to work from remote and propose a schedule of visits to UNICEF Supply Division for coordination and discussion of various deliverables. Any costs related to travel must be included in the offer as per 2.2 above. 7. Evaluation of proposals: Technical and financial proposals will be evaluated by cumulative analysis method (weight combined score method): a) Technical Qualification (max. 100 points) Overall Response (10 points) - Understanding of tasks, objectives and completeness and coherence of response - Overall match between the ToR requirements and proposal Proposed Methodology and Approach (30 points) - Quality of proposed approach/methodology - Quality of proposed work plan - Considerations of scope and proposed data collection methods Technical Capacity (60 points) - Relevance of consultant s experience with similar projects and as per required qualifications (section 3 above) - Quality of previous work - References Offers where the technical proposal scores less than 70 points are considered non-compliant with the requirements, and will not be considered further. b) Financial Proposal (max. 30 points) Financial proposals will be evaluated as follows: The maximum number of points shall be allotted to the lowest priced Financial Proposal (among those who pass the technical evaluation threshold of 70 points). All other price proposals receive points in inverse proportion according to the following formula: p = y x μ/z
where: p = points for the financial proposal being evaluated y = maximum number of points for the financial proposal μ = price of the lowest priced proposal z = price of the proposal being evaluated The consultancy will be awarded to the individual consultant obtaining the highest combined technical and financial scores, reflecting best value for money for this consultancy. Proposals not complying with the terms and conditions contained in this ToR, including the provision of all required information, may result in the Proposal being deemed non-responsive and therefore not considered further. UNICEF reserves the right to negotiate details with regards to the technical and financial offer with the identified individual consultant. 8. Deadline and submission of proposal: Proposals must be received within the deadline 8 July 2013, and should be submitted to Lena Romer on lromer@unicef.org.
ANNEX I: Terms of Reference Establishment of Professional Learning and Development Plan UNICEF Supply Function Background: UNICEF Supply Function is preparing for Supply 3.0, transitioning from a current function of supply and logistics specialists to one which includes overall supply chain experts who have solid knowledge of UNICEF programmes and products to be able to provide full-fledged strategic supply chain advice to programmes. The function is transitioning from having primary focus on direct delivery of goods, to also cover supply chain optimisation and capacity development of partners, counterparts and cooperating governments, as well as working more strategically and interlinked with programme colleagues. Justification: While the organisation is adapting and aligning its strategies, systems and structures, we need to support development of staff s skills and competencies in line with the new scope of work. A number of initiatives have already been established and running for a few years. However, we would like to review some of the past and current initiatives and consider additional ones in order to ensure that learning initiatives targeting staff globally will enable the necessary up-skill and adaptation to new requirements under Supply 3.0. The Human Resources Centre of UNICEF Supply Division would therefore like to contract an individual consultant to prepare a Professional Learning and Development Plan for the UNICEF Supply Function for 2014-2017. Immediate objective: The objective of the consultancy is to prepare a Professional Learning and Development Plan for 2014-2017, which will allow UNICEF supply function globally to ensure up-skill of staff capacity in line with the strategic direction of the organisation. This will include undertaking of a learning needs analysis, review, analyse and recommend actions and initiatives, which will allow the Supply Function Senior Management to take relevant decisions on how to proceed to close skill gaps. Future vision and needs will be identified, current skills reviewed and benchmarked against future needs, gaps identified, and recommendations made for actions to close the gaps. Outputs: - Inception report, detailing scope, responsibilities and expected results, as well as any constraints identified. The inception report will be based on review of relevant documents and initial discussions with key stakeholders in UNICEF, and submitted latest 2 weeks after start-up of the activities. - Finalised version of Supply Function Technical Skills Framework, based on existing draft as well as final discussions with UNICEF key stakeholders to incorporate relevant elements including future vision and needs of the function. - Report on future business skills needed, including technical skills, competencies (with reference to UNICEF competency framework) and any other consideration identified as important. - Learning needs analysis; inventory and evaluation of current skills, including mapping towards future needs. Inventory will cover a relevant sample population of the global supply community (global number of staff in supply function is approximately 850).
- Overview of various options for how to close the skill gaps. A repository of options, and suggestions for which combinations to implement. Cost-benefit analysis of the various suggestions including considerations of internal development vs. buying off the shelf. - Sample future job descriptions in line with future needs. - Draft final report including Professional Learning and Development Plan, learning needs analysis, cost-benefit analysis, sample job descriptions and recommendations. The report should include suggestions for how to implement as well as monitor and evaluate the roll out of the learning plan. - Approximately 20 minutes presentation of the proposed Professional Learning and Development Plan including learning needs analysis and cost benefit analysis, delivered to approximately 25 managers in Supply Division plus selected field based staff via conference call, webex (or otherwise video streamed). - Final report including adjustments based on comments received. - Final Professional Learning and Development plan for 2014-2017. Activities: Activities include but are not necessarily limited to the following: 1. Collect data to review future needs: - Desk review of current business strategies and key documents describing the direction the organisation and the supply function is taking. - Review key supply policies, current job descriptions and other documents describing tasks and activities performed by supply function staff. - Review UNICEF competency framework, as well as draft technical skills framework for supply function (approximately 70% completed as of today). - Conduct additional data collection on future tasks and skills needs (through survey or interviews or other means found appropriate as per good practices in learning needs analysis and as agreed with UNICEF). 2. Inventory and evaluate current skills - Finalise Technical Skills Framework in close cooperation with key stakeholders in UNICEF. - Collect data on current skills and competencies through survey or sample interviews (methodology to be agreed with UNICEF). Validate, evaluate and prepare inventory of current skills. 3. Analyse findings and prepare learning needs analysis - Map current skills towards future needs. - Define missing knowledge, capacity to use available tools, skills and attitudes to perform future tasks. 4. Draft professional learning and development plan for 2014-2017 - Identify relevant measures to close critical gaps. - Conduct cost-benefit analysis of the various options. - Propose strategy and approach, as well as relevant training or other initiatives to close gaps. - Suggest how the plan should be implemented and monitored, as well as evaluated in terms of impact over time. 5. Prepare sample job descriptions in line with future needs following UNICEF standard template for job descriptions.
6. Prepare reporting as per Outputs defined above. Prepare presentation on findings and conclusions and present such to an identified internal UNICEF audience. All activities are to be undertaken in close consultation with UNICEF Supply Function to ensure relevance and acceptability of the outcome. Inputs: UNICEF will provide access to relevant existing materials for review and facilitate communication with relevant informants. UNICEF will provide office space, computer and phone access with UNICEF Supply Division, Copenhagen, for the time of the activities if needed. UNICEF will provide input to how the professional learning and development plan should be structured, and overall work closely with the consultant to ensure alignment of outputs with UNICEF standards and needs. UNICEF will establish a project team and an advisory board with whom the consultant will work closely during the consultancy. Timing: The activities should be conducted from August to November 2013, and final deliverables provided by 15 December 2013. Reporting: All reports as per outputs above are to be submitted electronically to the project manager, Lena Romer on lromer@unicef.org. All data collected and material developed must be submitted electronically in a format which allows further use/adaption of the material by UNICEF.
ANNEX II: General Conditions of Contracts for the Services of Consultants / Individual Contractors 1. Legal Status The individual engaged by UNICEF under this contract as a consultant or individual contractors (the Contractor ) is engaged in a personal capacity and not as representatives of a Government or of any other entity external to the United Nations. The Contractor is neither a "staff member" under the Staff Regulations of the United Nations and UNICEF policies and procedures nor an "official" for the purpose of the Convention on the Privileges and Immunities of the United Nations, 1946. The Contractor may, however, be afforded the status of "Experts on Mission" in the sense of Section 22 of Article VI of the Convention and the Contractor is required by UNICEF to travel in order to fulfill the requirements of this contract, the Contractor may be issued a United Nations Certificate in accordance with Section 26 of Article VII of the Convention. 2. Obligations The Contractor shall complete the assignment set out in the Terms of Reference for this contract with due diligence, efficiency and economy, in accordance with generally accepted professional techniques and practices. The Contractor must respect the impartiality and independence of UNICEF and the United Nations and in connection with this contract must neither seek nor accept instructions from anyone other than UNICEF. During the term of this contract the Contractor must refrain from any conduct that would adversely reflect on UNICEF or the United Nations and must not engage in any activity that is incompatible with the administrative instructions and policies and procedures of UNICEF. The Contractor must exercise the utmost discretion in all matters relating to this contract. In particular, but without limiting the foregoing, the Contractor (a) will conduct him- or herself in a manner consistent with the Standards of Conduct in the International Civil Service; and (b) will comply with the administrative instructions and policies and procedures of UNICE relating to fraud and corruption; information disclosure; use of electronic communication assets; harassment, sexual harassment and abuse of authority; and the requirements set forth in the Secretary General's Bulletin on Special Measures for Protection from Sexual Exploitation and Sexual Abuse. Unless otherwise authorized by the appropriate official in the office concerned, the Contractor must not communicate at any time to the media or to any institution, person, Government or other entity external to UNICEF any information that has not been made public and which has become known to the Contractor by reason of his or her association with UNICEF or the United Nations. The Contractor may not use such information without the written authorization of UNICEF, and shall under no circumstances use such information for his or her private advantage or that of others. These obligations do not lapse upon termination of this contact. 3. Title rights UNICEF shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material created by the Contractor which bears a direct relation to, or is made in order to perform, this contract. At the request of UNICEF, the Contractor shall assist in securing such property rights and transferring them to UNICEF in compliance with the requirements of the law governing such rights.
4. Travel If UNICEF determines that the Contractor needs to travel in order to perform this contract, that travel shall be specified in the contract and the Contractor s travel costs shall be set out in the contract, on the following basis: (a) UNICEF will pay for travel in economy class via the most direct and economical route; provided however that in exceptional circumstances, such as for medical reasons, travel in business class may be approved by UNICEF on a case-by-case basis. (b) UNICEF will reimburse the Contractor for out-of-pocket expenses associated with such travel by paying an amount equivalent to the daily subsistence allowance that would be paid to staff members undertaking similar travel for official purposes. 5. Statement of good health Before commencing work, the Contractor must deliver to UNICEF a certified selfstatement of good health and to take full responsibility for the accuracy of that statement. In addition, the Contractor must include in this statement of good health (a) confirmation that he or she has been informed regarding inoculations required for him or her to receive, at his or her own cost and from his or her own medical practitioner or other party, for travel to the country or countries to which travel is authorized; and (b) a statement he or she is covered by medical/health insurance and that, if required to travel beyond commuting distance from his or her usual place or residence to UNICEF (other than to duty station(s) with hardship ratings H and A, a list of which has been provided to the Contractor) the Contractor s medical/health insurance covers medical evacuations. The Contractor will be responsible for assuming all costs that may be occurred in relation to the statement of good health. 6. Insurance The Contractor is fully responsible for arranging, at his or her own expense, such life, health and other forms of insurance covering the term of this contract as he or she considers appropriate taking into account, among other things, the requirements of paragraph 5 above. The Contractor is not eligible to participate in the life or health insurance schemes available to UNICEF and United Nations staff members. The responsibility of UNICEF and the United Nations is limited solely to the payment of compensation under the conditions described in paragraph 7 below. 7. Service incurred death, injury or illness If the Contractor is travelling with UNICEF s prior approval and at UNICEF's expense in order to perform his or her obligations under this contract, or is performing his or her obligations under this contract in a UNICEF or United Nations office with UNICEF s approval, the Contractor (or his or her dependents as appropriate), shall be entitled to compensation from UNICEF in the event of death, injury or illness attributable to the fact that the Contractor was travelling with UNICEF s prior approval and at UNICEF's expense in order to perform his or her obligations under this contractor, or was performing his or her obligations under this contract in a UNICEF or United Nations office with UNICEF s approval. Such compensation will be paid through a third party insurance provider retained by UNICEF and shall be capped at the amounts set out in the Administrative Instruction on Individual Consultants and Contractors. Under no circumstances will UNICEF be liable for any other or greater payments to the Contractor (or his or her dependents as appropriate).
8. Arbitration (a) Any dispute arising out of or, in connection with, this contract shall be resolved through amicable negotiation between the parties. (b) If the parties are not able to reach agreement after attempting amicable negotiation for a period of thirty (30) days after one party has notified the other of such a dispute, either party may submit the matter to arbitration in accordance with the UNCITRAL procedures within fifteen (15) days thereafter. If neither party submits the matter for arbitration within the specified time the dispute will be deemed resolved to the full satisfaction of both parties. Such arbitration shall take place in New York before a single arbitrator agreed to by both parties; provided however that should the parties be unable to agree on a single arbitrator within thirty days of the request for arbitration, the arbitrator shall be designated by the United Nations Legal Counsel. The decision rendered in the arbitration shall constitute final adjudication of the dispute. 9. Penalties for Underperformance Payment of fees to the Contractor under this contractor, including each installment or periodic payment (if any), is subject to the Contractor s full and complete performance of his or her obligations under this contract with regard to such payment to UNICEF s satisfaction, and UNICEF s certification to that effect. 10. Termination of Contract This contract may be terminated by either party before its specified termination date by giving notice in writing to the other party. The period of notice shall be five (5) business days (in the UNICEF office engaging the Contractor) in the case of contracts for a total period of less than two (2) months and ten (10) business days (in the UNICEF office engaging the Contractor) in the case of contracts for a longer period; provided however that in the event of termination on the grounds of impropriety or other misconduct by the Contractor (including but not limited to breach by the Contractor of relevant UNICEF policies, procedures, and administrative instructions), UNICEF shall be entitled to terminate the contract without notice. If this contract is terminated in accordance with this paragraph 10, the Contractor shall be paid on a pro rata basis determined by UNICEF for the actual amount of work performed to UNICEF s satisfaction at the time of termination. UNICEF will also pay any outstanding reimbursement claims related to travel by the Contractor. Any additional costs incurred by UNICEF resulting from the termination of the contract by either party may be withheld from any amount otherwise due to the Contractor under this paragraph 10. 11. Taxation UNICEF and the United Nations accept no liability for any taxes, duty or other contribution payable by the consultant and individual contractor on payments made under this contract. Neither UNICEF nor the United Nations will issue a statement of earnings to the consultant and individual contractor. I accept the General Terms and Conditions outlined above: Signature Date, Place