TERMS OF REFERENCE. National Business Operations Strategy (BoS) Consultant. PROCUREMENT NOTICE No. UNDP/IC/2013/008

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1 TERMS OF REFERENCE National Business Operations Strategy (BoS) Consultant PROCUREMENT NOTICE No. UNDP/IC/2013/008 Country: Monrovia, Liberia with travel to UN joint field offices at the county level where necessary. Duty Station: Monrovia Description of the Assignment: National Business Operations Strategy (BoS) Consultant Name of Project: UNCT Cost Share- OMT Business Operations Harmonization Period of Assignment: 16 days P Contract Type: Individual Contractor (National) Qualified women candidates are highly encouraged to apply 1. Background and Objective Under the overall leadership and guidance of the United Nations Country Team (UNCT), the Operations Management Team (OMT) endeavors to facilitate the implementation of Delivery as One (DaO) by harmonizing operational policies of UN bodies, agencies, funds and programmes in Liberia. Moreover, the OMT proposes and implements inter-agency initiatives to ensure the quality of support services, while utilizing resources effectively. Within this context, the UNCT has decided to adopt and implement UN Development Group s (UNDG) pilot results-based framework to plan, monitor, implement and evaluate operational activities, namely the Business Operations Strategy (BoS). The BoS will outline all inter-agency harmonization and operations activities planned to support the current UNDAF implementation cycle: , while also incorporating various operational analyses in light of the UNDAF and Costed Action Plan, Agencies Operational Policies and Procedures, the UN Mission Transition, the results of the Harmonized Approach to Cash Transfer (HACT) assessment, the OMT operational reports 2011 and 2012, the OMT procurement data, etc to prioritize and monitor inter-agency activities to ensure quality and reduction in operational expenses. 2. Functions / Key Results Expected a) SCOPE OF WORK: Within this framework, this consultancy intends to conduct a desk review of the existing reports, data, documents, etc to establish the current operational baseline both quantitative and qualitative laying the base for the planning of the BoS that captures OMT priorities for the next 5yrs. Key documents to review include:

2 High Level UNDG-HLCM Mission Report: Addressing Country-Level Bottlenecks in Business Practices UNDG Guidelines on Business Operations Strategy (BoS) UN Liberia UNDAF/One Programme, Costed Action Plan and 2013 Annual Work Plan Agencies Operational Policies and Procedures with a focus on identifying areas of operational harmonization and synergies UN Mission in Liberia Civilian Transition Plan OMT Operational Data and Financial Reports (2011 and 2012) UN One House Data and Analysis HACT Macro and Micro Assessment Reports UN Country Team Capacity Assessment Report The key deliverables include the development of an Operations Feasibility/Prioritization Report including a baseline matrix with clear baseline indicators and 5yrs targets at the pillar and outcome levels and the facilitation of the strategic planning process in collaboration with the OMT technical working groups that would lead to the formulation of the Business Operations Strategy (BoS) document itself. The pillars of the BoS under which the analysis shall be done include ICT, Administration and Finance, Procurement, Human Resources, HACT and Monitoring and Evaluation, One House and the Mission Transition respectively based on the work of the OMT Working Groups and the current country context. b. DUTIES & RESPONSIBILITIES The detailed duties and responsibilities of the Consultant are as follows: The Consultant will be primarily responsible for taking the lead in all technical, (meeting/discussion) facilitation, administrative support required by the OMT for the development of the operations feasibility/prioritization report and facilitation toward the development of the BoS including the: a. Operational Analysis: 1. Baseline: ( Supply) Current Service Offering (both agencies specific and common service mapping) 2. Needs/Requirements (Demand) Programme related Needs (deducted from the UNDAF/One Programme) Other, non-programme related Needs (UNMIL Transition Plan) 3. Prioritization: Feasibility Identifying, ranking and sequencing of common services by contextual relevance, cost, UNCT capacity, mandate, etc Develop Common Service Priority/Feasibility Report (Baseline Report) with clear baselines indicators at the pillar and outcome levels b. BoS Development: 1. Developing the BoS Results Matrix: Develop outputs per outcome

3 Identify and set baselines, targets and kpis for 5yrs at outcome level Include indicative resource requirements at the outcome level Set lead agencies at the output and activities level c. Developing the Annual Work Plan: 2013/2014 Develop and cost annualized activities per output for 2013/2014 d. Developing the Monitoring and Evaluation Framework Develop required reporting and tracking tools Develop M&E management arrangements and frequencies e. Develop Resource Mobilization and Funding Framework Develop required reporting and tracking tools and the RM Strategy f. Develop BoS Narrative The Consultant will facilitate training activities planned for BoS implementation, including the OMT Skills Training. The Consultant will present the draft BoS and associated framework documents (the Resource Mobilization Strategy, the Monitoring and Evaluation Framework, the Annual Work Plan 2013/2014, etc) to the OMT at the OMT/BoS Retreat, tentatively scheduled for mid August, and seek their feedback. The Consultant, with OMT Chairpersons and RCO, will facilitate the presentation of draft BoS at a ½ day UNCT Retreat, planned for mid-late August The Consultant will finalize and provide OMT with copies of agencies MoU to begin implementation. The Consultant will produce process and best practice documents, reflecting on the success and challenges of implementing BoS in Liberia. This consultancy contract will end after the Consultant finalizes the BoS, including quantitative and qualitative parts and submits the BoS for endorsement to OMT and to be signed into effect by the RC on behalf of the UNCT. 3. Deliverables/Outputs : More specifically, the following are the deliverables which are linked to the payments as per below table; Deliverable Timeline Payment Terms Baseline: ( Supply): Through a desk review of key documents listed above, conduct mapping of current Service (both agencies specific and common service mapping) and identify current baselines Needs/Requirements (Demand): Through a desk review of the UNDAF/One Programme and UNMIL Civilian Transition Plan, agencies interview, conduct programme related needs identification and develop current baselines per needs Prioritization/Feasibility: Identify, rank and sequence common services by contextual relevance, cost, UNCT capacity, mandate, 4 days 30% 2 Days

4 etc; and develop the Common Service Priority/Feasibility Report (Baseline Report) with clear baselines indicators at the pillar and outcome levels. Note the pillars of the BoS include ICT, Administration and Finance, Procurement, Human Resources, HACT and Monitoring and Evaluation, One House and UNMIL Civilian Transition. Developing the BoS Results Matrix: In collaboration with the OMT and RCO, organize an OMT/BoS Retreat to develop outputs under each outcome; identify and set baselines, targets and kpis for 5yrs at outcome and output levels; include indicative resource requirements at the outcome level and set lead agencies at the output and activities level. Note that the outcomes shall be the subsectors under the various pillars. Propose alignment/realignment of the OMT coordination structure to reflect the new BoS coordination model. Developing the Annual Work Plan: 2013/2014: Work with OMT Working Groups and Task Forces to develop and cost annualized activities under each output for 2013/2014 Developing the Monitoring and Evaluation Framework: Develop required reporting and tracking tools and M&E management arrangements, frequencies based on the baselines, annualized targets and indicators at the Annual Work Plan level. Developing the Resource Mobilization and Funding Framework: Develop donor and resource mobilization strategies for the BoS taking note of the One Programme Resource Mobilization Strategy, the One Fund, the UNCT Cost Share Budget and identifying other sources of operational funds. Develop BoS Narrative: Developing the textual narrative of the BoS per pillar and outcome and seeking OMT/IAPT inputs. BoS Finalization and RC/UNCT Approval: PowerPoint Presentation of BoS for OMT/IAPT endorsement, UNCT commitment and RC approval 2 Days 40% 1 Day 2 Days 1 Day 2 Days 1 Day BoS Final Submission: Submit final BoS in word and ppt documents 1 Day 30% 4. Institutional Arrangements The contractor will be supervised by the OMT through the Office of the UN Resident Coordinator. He/she will report to the OMT Chair who is responsible to approve and accept outputs and performance on behalf of the OMT with guidance with the BoS Technical Team. During the contract period, the contractor is expected to interact with the OMT various working groups, the IAPT, the UNCG and specific agencies where necessary.

5 5. Duration of the Work The consultancy is expected to last for will run over a period of sixteen (16) days. 6. Duty Station: Monrovia, Liberia with travel to UN joint field offices at the county level where necessary. 7. Requirements for Experience and qualifications Interested candidates must have the following competencies, qualifications, required skills and experience: Qualifications Advanced degree (Masters) in operations, logistics, procurement, management, statistics or development related field preferably with specific focus on international development and humanitarian operations. Minimum of 5 years of experience with procurement, logistics or operations having quantitative analysis background and having UN experience. Professional training in, and experience with statistical/operational analyses, and inter-agency procurement activities involving multiple UN agencies. Experience working with Business Case Analysis and Business Process Harmonization in an international context. Experience working in Liberia for an international organization such as a UN agency. Competences: Professional Competencies: Professionalism: Knowledge and understanding of UN s operational context in Liberia, particularly in the fields of common services and the Business Operations Strategy. Ability to identify key procedures and issues, conduct data collection, operational analyses and discussions with decision-makers to propose solutions to these issues. Ability to apply sound judgment in the context of assignments given, and work under pressure. Shows persistence and remains calm in stressful situations. Shows pride in work and achievements, demonstrates professional competence and mastery of the subject matter. Responds positively to feedback and different points of view. Conscientious and efficient in meeting commitments, observing deadlines and achieving results. Planning and Organizing: Develops clear goals that are consistent with the terms defined here. Identifies priority activities and assignments, and adjusts them as required. Allocates appropriate time and resources for completing work by foreseeing risks and developing contingency plans accordingly. Monitors and adjusts plans as necessary, and uses time effectively.

6 Accountability: Takes ownership of responsibilities and honors commitments. Delivers assigned tasks within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Takes personal responsibility for his/her shortcomings. Functional Competencies: Expertise in operational support activities required to ensure high-quality and cost-effective delivery of UN s development and humanitarian assistance, particularly within the context of Liberia. Experience with holding operational analyses to identify benchmarks on quality and efficiency for inter-agency operations activities, and monitor and implement these activities accordingly. Knowledge of UN s legal context in Liberia, and the Liberian market, particularly to facilitate UN s inter-agency harmonization, operational support and procurement activities. Kindly apply online at the following website: At this site, you will be required to complete the online application form and also upload your CV to complete the process. PLEASE NOTE THAT ONLY APPLICATIONS RECEIVED ONLINE AT THE ABOVE JOB SITE WILL BE CONSIDERED. THE UNDP PROCUREMENT NOTICE WILL ONLY BE FORWARDED TO SHORTLISTED COMPANIES Cc: All UN Agencies in Liberia

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