TERMS OF REFERENCE (TOR) For Provision of Professional Manpower Services in High-Risk Areas of UNOPS Operations. Table of Contents:

Transcription

1 ANNEX II TERMS OF REFERENCE (TOR) For Provision of Professional Manpower Services in High-Risk Areas of UNOPS Operations Table of Contents: 1. Background and Justification 2 2. General Objective 2 3. Immediate Objective 2 4. Expected Outputs: Summary of Service 4 5. UNOPS Responsibilities 5 6. Consultant s Responsibilities 7 7. Legal Status, Rights and Obligations of the Consultant s Contractors Payment for the Consultant s Service Schedule, timing and reporting procedures ANNEX II-A: Terms and conditions for the deployment of the Consultant s Contractors ANNEX II-B: Samples of Contractors TORs and qualifications requirements ANNEX II-C: Contractor Request Form ANNEX II-D: Contractor s monthly attendance sheet 61 LIST OF ACRONYMS AL CEC CV DSA EDD HF/VHF HR IAIG IC ICA ICSC IT LC LTA NGO OC QA QC R&R RFP SC SL TEC TOR UN UNDP UNDSS UNHAS UNJSPF UNOPS USD VA WHO Annual Leave Contractor s Employment Contract Curriculum Vitae Daily Subsistence Allowance Expected Date of Delivery High Frequency/Very High Frequency Human Resources Internal Audit and Investigations Group International Contractor Individual Contractor Agreement International Civil Service Commission Information Technology Local Contractor Long-term Agreement Non Governmental Organization Operations Centre Quality Assurance Quality Control Rest and Recuperation Request for Proposal Service Contract Sick Leave Travel/Expense Claim Terms of Reference United Nations United Nations Development Programme United Nations Department of Safety and Security United Nations Humanitarian Air Service United Nations Joint Staff Pension Fund United Nations Office of Project Services United States dollars Vacancy Announcement World Health Organization Page 1 of 61

2 1. BACKGROUND AND JUSTIFICATION The UN Office for Project Services was set up under UN General Assembly decision GA/48/501 and became a separate self-financing entity within the UN system on 1 st January UNOPS governing body, the Executive Board, has mandated UNOPS to support United Nations agencies, funds and programmes, International Financial Institutions, governments and non-governmental organizations with the implementation of their programmes. To meet its requirements, UNOPS has focused and developed expertise in managing projects in specific areas such as: Physical infrastructure; Public order and security; Census and elections; Environment; Health. In recent years, UNOPS has excelled in implementing projects in complex situations, specifically in postconflict work and disaster response, where security concerns have been paramount. Today UNOPS operates in more than 60 countries all over the world. UNOPS major Operations Centres are located in conflict, post-conflict and post-disaster countries, such as Afghanistan, Haiti, Iraq, Ivory Coast, Liberia, Sri Lanka, Somalia, Sudan and others. As with any organization, the success of UNOPS operations is critically dependant on the qualifications and competencies of its personnel. UNOPS compliance with the UN s security guidelines will, however, often not permit employees directly contracted by UNOPS to be deployed to areas defined as high risk. This constraint can prevent UNOPS from delivering projects to the standard it requires in conflict, post-conflict and post-disaster environments. In order to address this situation and ensure that expert personnel are deployed to areas of high risk and that projects are executed effectively and efficiently, UNOPS has decided to contract company(s), capable of deploying qualified personnel to these areas, in order to fill this gap. 2. GENERAL OBJECTIVE UNOPS is now looking for suitably qualified and experienced company(s) (hereinafter referred to as Consultant ), which can assist in effectively delivering UNOPS programmes and projects in areas deemed high risk (hereinafter referred to as Services ) through the deployment of qualified and experienced personnel (hereinafter referred to as Contractor ). Depending on the requested type of recruitment (international and/or local) Contractors shall be separated into two categories: Local Contractor (LC) and International Contractor (IC). Areas defined as high risk according to UN security guidelines normally fall under UN s Security Phase III and above. Provision of Consultant s services is therefore expected in all countries and territories where such high risk areas exist (hereinafter referred as Country(ies) of Services ). 3. IMMEDIATE OBJECTIVE In line with its general objectives, UNOPS intends to sign one or more Long Term Agreement(s) (hereinafter referred as Agreement ) as necessary for provision of services under consideration in all the Countries of Services with one or more prospective Offeror(s) that shall possess the following qualifications and whose proposal shall best meet the requirements, as set out in this Terms of Reference: a. Sound general organizational capability and demonstrated ability to provide Contractors for the fulfilment of at least three (3) of the positions listed in section 4.1 below. The following statistical data will have to be provided: Key clients and heir contact details (to be contacted for reference checks); Number and qualifications of experts in the existing database; Professional to Support personnel ratio of the existing database; Page 2 of 61

3 Number of experts that can be deployed for undertaking various positions listed under section 4.1 below within one month from the date of LTA establishment. b. Litigation and arbitration history of the Offeror does not bear any potential reputational or other risks for UNOPS or other United Nations organizations and specialized agencies. The Consultant shall provide information with a sufficient level of detail with regards to any suits and arbitral proceedings in which the Consultant was involved for a time period of 3 years prior to the date of the release of this RFP. c. Financial indicators prove Offeror s long term sustainability and possession of sufficiently sound financial position to ensure it can meet its financial commitments under the Agreement. The Consultant shall provide audited financial statements for a time period of 3 years prior to the date of the release of this RFP. d. Relevant specialized knowledge and capacity. The following information will have to be provided: Information about existing IT recruitment and staff management tools and their possible access to clients; Access to clients: Methods used to attract new experts to replenish the database Open and competitive selection process Performance evaluation methodology Documentation of the selection process (for UNOPS audit purposes) e. Experience in similar programme/project(s). The following statistical data will have to be provided: Number and nature of positions filled/experts deployed over the last 3 years, average duration of their assignments; Geographical location of the recruitment hubs; Average deployment time; Recruitment projects accomplished for UN/major multilateral/or bilateral programmes (if any). f. Have suitably qualified key-experts for provision of the services. The following information will have to be provided: Number of professional recruiters employed on both full and part time basis A short summary of their qualifications, background and experience Areas of specialization Successful projects accomplished Any other relevant facts and information g. Ability to establish physical presence in any of the Countries of Services when need arises. UNOPS considers this factor as critical for the accomplishment of the tasks noting that it is necessary for effective recruitment of Local Contractors and provision of 24/7 security and administrative support to the Contractors in the Countries of Services under consideration. Page 3 of 61

4 4. EXPECTED OUTPUTS: SUMMARY OF SERVICES 4.1. Summary of Services Upon signature of the prospective Agreement UNOPS will request the Consultant to deploy the Contractors, as needs arise, for the fulfilment of specific tasks and performance of specific duties under various positions that include, but not limited to, the following: Project management (administrative support to government entities, infrastructure rehabilitation, construction of horizontal & vertical structures, governance, human rights, rule of law, constitutional outreach, support to civil society, etc); Construction supervision (both vertical & horizontal structures); Engineering (roads, QC, QA, de-mining, civil, structural, drainage, etc); Logistical support and facilities management; Security services (coordination, supervision, advisory, training, close protection); Medical services; Community development (trainings, labour intensive programmes); Grants management and monitoring; Civil society support projects monitoring & evaluation; Communications and IT; Data collection. Please note: Samples of Contractor s Terms of References and qualifications requirements for possible positions are given in the Annex II-B of this document. The positions are not limited to the list provided above. The Consultant shall be responsible to provide suitably qualified Contractors for any and all positions that may be required by UNOPS. As needs for any position arise, UNOPS Hiring Unit will draft the Contractor s Terms of Reference according to its requirements and will communicate its request to the Consultant. Such request shall be in writing in the form attached as Annex II-C, specifying the category and level of the required Contractors, location of the project, the duration of the requirement for the Contractor(s), the draft Terms of Reference outlining functional and qualifications requirements for the Contractor(s) and the proposed fee for the Contractor(s). Any order against the prospective Agreement shall be made by formal Call-Off Contract(s) issued to the Consultant by an authorized representative of UNOPS. The Call-Off Contract shall set out the terms and conditions for the delivery of the services. Each Call-Off Contract shall make reference to the prospective Agreement. The Consultant shall be aware of the following mandatory procedural safeguards that shall come into force upon signature of the Agreement by both parties: a. If the Consultant deploys one or more of its Contractors to work for a given UNOPS project under the Agreement and respective Call-Off Contract(s), the Consultant shall not be eligible to bid for supply of goods, services or works for that project, or any other projects where the Consultant may have obtained an advantage by reason of the deployment of its Contractors with UNOPS. b. If a contract for supply of goods, services or works for a project is awarded to a company which subsequently is identified as the successful Offeror under this RFP, the Consultant's Contractors will not be eligible for deployment under that project until such time when subject contract for supply of goods, services or works is completed. UNOPS shall have no obligation to request the Consultant to provide either any minimum number of Contractors or a minimum volume of services during the term of the prospective Agreement. Page 4 of 61

5 Prospective Agreement shall not accord any exclusivity to the Consultant with respect to the services described herein. UNOPS shall have no limitation on its right to obtain services of the same kind, quality and quantity from any other source at any time. Consultant may be requested to provide the services on terms other than that specified in this document to any country worldwide where UNOPS has emergency or development projects. Such provision of services would be requested by UNOPS on a case by case basis and, if agreed, such terms shall be recorded, together with any adjusted price, in the Call-Off Contract and that Call-Off Contract shall be governed by such terms as well as the provisions of the prospective Agreement that are not inconsistent with such terms Process of deployment in brief Upon receipt of UNOPS request for Contractor(s), the Consultant will provide UNOPS with the details of 3 to 5 suitably qualified and available candidates per position within maximum 10 working days from the date of request. Should the proposed candidates be deemed to be unsuitable by UNOPS, the Consultant will provide UNOPS with the details of next 3 to 5 suitably qualified and available candidates and will continue doing so until a suitable Contractor is selected by UNOPS. The Consultant shall ensure that proposed candidates make themselves available for interview by UNOPS, if necessary. UNOPS shall assess proposed candidate(s) qualifications either through desk review of the proposed candidate(s) CVs or through interview of the proposed candidate(s) and, upon satisfactory completion of background and reference checks by the Consultant, will approve the selection of the Contractor(s) deemed suitable and qualified for the performance of the required duties. Upon Consultant s confirmation that the selected candidate is medically fit and has accepted to work under the terms and conditions as specified in the Agreement, UNOPS will issue a Call-Off Contract to the Consultant for the services of the selected Contractor(s). The Consultant will then contract and mobilize the selected Contractor(s) within maximum 4 weeks, or as otherwise agreed, following UNOPS written approval Parties responsibilities: UNOPS and Consultant s responsibilities under the prospective Agreement and respective Call-Off Contract(s) are described respectively in the Sections 5 and 6 below. 5. UNOPS RESPONSIBILITIES UNOPS expects to work in close partnership with the Consultant towards achieving UNOPS objectives, regardless of the level of UNOPS presence in the Countries of Services. It must be noted that the current level of UNOPS presence in the Countries of Services varies from nonexistent to significant. In some of the Countries of Services such as Afghanistan and Sudan UNOPS is represented through large Operations Centres and number of field offices in the regions and provinces of those countries, in other countries such as Iraq and Somalia UNOPS presence is limited with small to medium project offices and UNOPS has very limited access to high-risk areas in those countries. Thus, in the event that suitable level of support services cannot be provided to the Contractors directly, as determined by UNOPS due to any existing constraints or limitations, a similar standard support services will be provided to Consultant through a disbursement cost. In this spirit, UNOPS intends to provide the Consultant with the following support services or reimburse the Consultant as and when considered necessary for the execution of the assignment undertaken by the Contractor(s): Page 5 of 61

6 5.1. Office Accommodation. UNOPS will make every effort to provide suitable office space for the Contractor(s) co-located with UNOPS in high-risk areas of operations. Such office accommodation could be within UNOPS regional/provincial offices. In the event that suitable office space cannot be provided, the Consultant will be reimbursed for office accommodation of a similar standard at the discretion of UNOPS. Necessary office equipment and furniture will be provided by UNOPS or the costs thereof reimbursed at UNOPS discretion IT and Communications. UNOPS will provide the necessary IT and computer support for Contractor(s) deployed in execution of UNOPS projects. This would ordinarily include laptop computers, internet connection in the office (wherever possible), access to shared network printers and networked file backup and data storage. In the event that Contractor(s) want to use their personal devices in UNOPS established premises, it may only be connected to the UNOPS network after being fully tested and accepted by respective UNOPS IT Department following the removal of administrative rights on the device. UNOPS will provide the Contractors with communication support for work-related purposes, to include, as necessary, all HF/VHF radio and mobile/satellite telephone support. Mobile/Satellite phones will have pre-paid sim-cards only. Scratch cards for mobile/satellite phones will be provided only for the authorized limit, defined by the respective UNOPS Project Manager Transportation services. Duty related ground transportation services within the Country of Services will be provided by UNOPS wherever available. Generally, non-armoured vehicles are used in the majority of locations. Where security risks are very high, UNOPS will provide armoured and/or tactical vehicles as available. In the event that suitable vehicles cannot be provided due to non-availability, as determined by UNOPS, the Consultant will at the discretion of UNOPS be reimbursed for the rental of vehicles of a similar standard. Where deemed necessary, i.e. where a vehicle with driver cannot be provided, the Contractor may be assigned a vehicle for official use only with no driver upon: Prior explicit approval by the Director of Operations Centre Passing of UNOPS driving test and receipt of UNOPS Driving permits; Adherence to UNOPS policies on use of vehicles (appropriate records keeping according to vehicle s logbook, follow up on regular and/or ad-hoc maintenance requirements for the assigned vehicle); Duty-related air transport within the Country of Services is either provided by UNOPS or UN Humanitarian Air Service (UNHAS) at UNOPS expense. In the event that suitable UN airtransportation cannot be provided due to non-availability, as determined by UNOPS, the Consultant shall at the discretion of UNOPS be reimbursed for air-transportation. The Contractors will have to sign General Release from Liability on Account of Use of UNOPS Transport form prior using any means of transport provided by UNOPS Interpreters, if required Petty cash and operational advances, as may be necessary for the performance of Contractor s duties from time to time Access to UN medical facilities closest to the Contractor(s) duty station, if required. Title to any equipment, including, but not limited to, vehicles, and supplies that may be furnished by UNOPS to the Consultant shall rest with UNOPS and any such equipment shall be returned to UNOPS at the conclusion of the Call-Off Contract, when no longer needed by the Consultant, or at UNOPS' request. Such equipment, when returned to UNOPS, shall be in the same condition as when delivered to the Consultant, subject to normal wear and tear. The Consultant shall be liable to compensate UNOPS for equipment damaged or degraded beyond normal wear and tear. Page 6 of 61

7 6. CONSULTANT S RESPONSIBILITIES The Consultant shall be responsible for the complete set or parts of actions necessary for recruitment of the requested Contractors, their deployment (mobilization & travel arrangements to/in the Country of Services), provision of comprehensive insurance package for Contractors, provision of 24/7 security for Contractors, provision of 24/7 administrative support to Contractors, provision of full-time HR administration and payroll services for Contractors, provision of crisis management & medical evacuation services for Contractors whenever necessary, performance monitoring of all the Contractors through personal contact and correspondence and liaison with UNOPS Project Managers on any issues or concerns that arise during the deployment of the Contractors. The Consultant shall also be responsible for submitting necessary reports to the UNOPS as outlined in this document. In this spirit, UNOPS expects that Consultant s services shall include, but not limited to, the following: 6.1 An efficient, merit based recruitment service, including sourcing & short-listing of suitable candidates, selection process in coordination with UNOPS and contracting the Contractors upon UNOPS approval. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Size and type of its database of Contractors, list of requirements for inclusion of individuals into Consultant s database, methods used to attract new qualified individuals to replenish the database; Sourcing of candidates from its existing database of experts (for recruitment of both internationally and locally recruited Contractors); Sourcing of candidates in cases when suitable candidates cannot be sourced in Consultant s existing database of experts (for recruitment of both internationally and locally recruited Contractors); Methods used for background check of the proposed candidates; Contracting and deployment (mobilization) process of the selected candidates; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information Provision of initial briefing/induction and training to Contractors in consultation with UNOPS as necessary depending on the complexity of the assignment and security situation at the duty station. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Proposed induction methods; Availability of induction packages, in-house trainers; Access to specialized training courses; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information Arrangement of transit and initial entry visa(s) for the Countries of Services, obtainment and extension (where necessary) of work permits, issuance and extension (where necessary) of identity cards and extension of visas (where necessary). The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Involvement of its existing infrastructure in different countries into this process; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: Wherever necessary and possible, UNOPS will provide assistance to the Consultant with regards to visa and work permit arrangements for the Contractor(s) on a full cost recovery basis. Page 7 of 61

8 6.4. Necessary travel arrangements (including freight requirements for personal belongings) for the Contractor(s) to travel to/from the Countries of Services at the time of undertaking/ completing the assignment. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Involvement of existing infrastructures in different countries into this process; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: Wherever necessary and possible, UNOPS will provide assistance to the Consultant with regards to travel arrangements for the Contractor(s) on a full cost recovery basis Professional Liability Insurance for each Contractor. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Brief description of conditions and limits of the provided insurance; Any other relevant information. Please note: Professional liability insurance shall cover your company, its employees (including, without limitation, the Contractors), agents or servants for claims arising out of or in connection with the professional services that your company (and your Contractors) shall provide. Liability limits shall conform to industry norms and must be sufficient to ensure provisions of the sub-article c, Article 2, Section I of the model LTA (Annex IV-A). UNOPS expects that each company intending to submit a proposal shall assess the nature and level of risks applicable in the context of the services envisaged under this RFP and, if awarded an LTA, shall obtain such insurance as is necessary to cover such risks. As a general recommendations, the insurance limits should be commensurate with customary limits (or at least the minimum statutory limits, if applicable) in the country of incorporation of the Consultant Provide or negotiate for insurance policies for each Contractor covering: Adequate Service-Incurred Illness, Injury and Death Insurance (according to section 5.1 of the Terms and Conditions for the deployment of Consultant s Contractors attached hereto as Annex II-A); Adequate insurance for injury, death or disability resulting from Malicious Acts in the Country of Services (according to section 5.2 of the Terms and Conditions for the deployment of Consultant s Contractors attached hereto as Annex II-A); Health insurance including medical evacuation (according to section 5.3 of the Terms and Conditions for the deployment of Consultant s Contractors attached hereto as Annex II-A). The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Brief description of conditions and limits of the provided insurances; Brief description of arrangements related to medical evacuation for the Contractor(s) in case of any injury/health problems during the assignment; Any other relevant information Security in the Countries of Services. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Page 8 of 61

9 Description of the existing processes and procedures; Involvement of existing infrastructure (if any) in the Countries of Services, possibility of establishing presence in the Countries of Services (including description of necessary requirements, processes and procedures for such presence establishment); Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: The Consultant, it s Contractors, agents, servants, employees, subcontractors or independent contractors shall not be subject to UN security rules in any of the Countries of Services and UNOPS under no circumstances shall be held responsible for their security. The Consultant shall be responsible for undertaking the measures considered as appropriate and necessary for the security and safety of all Contractors that shall be deployed under the prospective Agreement and Call-Off Contract(s). UNOPS will share with the Consultant on a regular basis all the latest UNDSS reports on the security situation in the Country of Services and areas of the Contractors assignment for security briefings of the Contractors. However, UNOPS shall not be held liable in case of any incorrect information and/or possible consequences. It is Consultant s responsibility to verify all the received information prior to briefing its Contractors Arrangement of secure residential accommodation, as well as food for ICs in each Country of Services. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Involvement of existing infrastructure (if any) in the Countries of Services, possibility of establishing presence in the countries of service (including description of processes and procedures for such presence establishment); Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: It shall be the ICs responsibility to cover the related expenses for accommodation and food. In the event that UNOPS establishes guesthouses or field camps for remote area operations, residential accommodation may be provided, co-located with UNOPS international staff (where space is available), for the Consultant s Contractor(s) as per rates established by UNOPS and payable by the Internationally Recruited Contractor(s) Communications equipment (mobile phones or satellite phones) necessary for communication between the Consultant and the Contractor(s). The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: UNOPS will not reimburse the Consultant for any costs associated with the acquisition and/or use of communication equipment for communication between the Consultant and its Contractors HR Administration services. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Page 9 of 61

10 Involvement of existing infrastructure (including those located in the countries of service, if any), for handling necessary duties including, but not limited to: Administration of Contractors contracts in accordance with prospective Agreement and Call-Off Contract(s); Daily contact with the Contractors, monitoring and proper maintenance of Contractors leave and attendance records; Preparation of Contractors payroll ensuring its consistence to attendance records; Timely settlement of Contractors payments (with due attention paid to the fact that Contractors normally require certain amount of cash to be issued in the Country of Services for coverage of their expenses); Full travel arrangements (including freight requirements for personal belongings) for the Contractor(s) for going on (or returning from) leave during the assignment; Performance monitoring of all the Contractors through personal contact and correspondence and regular reporting to UNOPS on the progress/delivery rate of each Contractor Liaison with UNOPS Project Managers on any issues or concerns that arise during the deployment of the Contractors and termination/replacement of the Contractor(s) if deemed necessary by UNOPS; Legal protection of Contractors in case of any legal claims or litigation Support initiatives on knowledge sharing and capacity building for the Contractors. Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Please note: Wherever necessary and possible, UNOPS will provide assistance to the Consultant with regards to travel arrangements for the Contractor(s) for going on leave during their assignments on a full cost recovery basis Establishment of physical presence in any of the Countries of Services in the case of a complex deployment (more than 20 Contractors at one time): UNOPS prefers that in case of complex deployment at least one of the Consultant s direct employees shall be stationed (at the Consultant s cost) in the Country of Services on full-time basis and shall be sufficiently senior within the Consultant s organization to make binding commitments for, and on behalf of, the Consultant during the whole period of the Contractors deployment, serve as Consultant s focal point within the respective theatre of operations and act as liaison to the respective UNOPS OC Management team. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing relevant processes and procedures; Involvement of existing infrastructure (including those located in the countries of service, if any); Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information Personal weapons, accessories and ammunition necessary for fulfilment of security related assignments. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Involvement of existing infrastructure (including those located in the countries of service, if any); Full information about sub-contracted parties or partner entities involved in performance of these services, their roles and responsibilities, etc.; Any other relevant information. Page 10 of 61

11 Please note: the Consultant shall be responsible for procurement, transportation, obtaining necessary permits and customs clearance of any personal weapon, accessories and ammunition. UNOPS will not be held liable or assist in obtaining permits or clearance for the use of these items. Certificates of firearm training, firearm carrying permits/licences must be submitted by the Consultant to UNOPS Chief of Security before the Contractor(s) are allowed to carry firearms. Use of weapons for duty and duration of assignments requiring use of weapons (including, but not limited to close protection services, evacuation of personnel from conflict areas, armed escort, etc.) shall be communicated to the Consultant in advance and shall be followed by issuance of written authorizations to those Contractors Provision of any other related service as may be requested by UNOPS. Such related services may include, but shall not be limited to, the services described under Section 5 above for the Countries of Services where UNOPS does not have presence or cannot fulfil its responsibilities due to any other reason. The Offeror shall describe with sufficient level of details how it aims to provide these services, including, but not limited to: Description of the existing processes and procedures; Any other relevant information. 7. LEGAL STATUS, RIGHTS AND OBLIGATIONS OF THE CONSUTANT S CONTRACTORS 7.1 The Consultant s Contractors shall be deployed according to the terms and conditions stipulated in the Terms and Conditions for the deployment of Consultant s Contractors attached hereto as Annex II-A. The rules and procedures set forth in this document follow the UNOPS Individual Contractor Agreement Policy (except for UN Security standards that do not apply to Consultant s Contractors) in order to accord the conditions of the Consultant s Contractors services with those directly employed by UNOPS and to ensure fair treatment of Consultant s Contractors in line with UN human resources principles on personnel selection and overall administration. 8. PAYMENT FOR THE CONSULTANT S SERVICES Remuneration of the Consultant for the provided services shall comprise of the following elements: 8.1. Recruitment and deployment services as described in sections 6.1 to 6.4 (inclusive). Remuneration of this element shall be one-time payment per deployed Contractor and shall vary depending on the type of recruitment, i.e. local and international. 8.2 Support and administration of Contractors in the Country(ies) of Services as described in sections 6.5 to 6.11 (inclusive). Remuneration of this element shall be by monthly payment per deployed Contractor and shall vary depending on the type of recruitment, i.e. local and international. In case the Consultant s Contractors are deployed to work for a period of less than one month or on part-time basis, a pro-rated Consultant s payment shall be calculated according to the formulae provided in section (iii). 8.3 Support of assignments requiring carriage of weapons as described in section Remuneration of this element shall consist of two sub-elements: One-time payment that shall compensate Consultant s expenses for arrangement of the necessary weapons, their transportation to the Country of Services, customs clearance in the Country of Services, receipt of necessary permits for carriage and use of weapons, etc Monthly, daily or as otherwise agreed, payment to compensate for the Contractor(s) exposure to extra risk (due to carriage of weapon), replenishment of the necessary ammunition, regular shooting trainings, etc. Page 11 of 61

12 Please note: UNOPS shall not compensate the procurement of weapons. It shall be Consultant s responsibility to procure and provide weapons to its Contractors and the title of weapons shall rest with the Consultant at all times. 8.4 Reimbursable costs: costs related to and directly arising from deployment of Contractors: Contractor s fees as paid by the Consultant (according to Section 11 of the Terms and Conditions for the deployment of Consultant s Contractors ); Expenses related to Travel to Join and Repatriation Travel of the IC (according to Section 7 of the Terms and Conditions for the deployment of Consultant s Contractors ); Contractors in-country travel related expenses (according to Section 7 of the Terms and Conditions for the deployment of Consultant s Contractors ); Cost of rented vehicle(s) in the duty station for work related travel (subject to prior approval by UNOPS); Cost of fuel bought for UNOPS vehicle(s) (subject to appropriate recording in vehicle s logbook and approval by UNOPS); Cost of UNOPS vehicle(s) ad-hoc routine maintenance (subject to appropriate recording in vehicle s logbook and approval by UNOPS); Contractors expenses directly arising from performance of his/her duties and responsibilities for UNOPS, if authorized by UNOPS in advance and properly documented as per UNOPS procedures; Expenses incurred by the Consultant with the prior agreement of UNOPS as may be stipulated in the Call-Off Contract (as described in section 6.13 above). 8.5 To consider the economies of scale Offeror s are encouraged to offer their prices for remuneration elements described in paragraphs 8.1, 8.2 and 8.3 above in ranges depending on the number of deployed Contractors as per the below table: Remuneration Element I. Recruitment and deployment services (sections 6.1 to 6.4 of the TOR). II. Support and administration of Contractors (sections 6.5 to 6.11 of the TOR) III. Support of assignments requiring carriage of weapons (section 6.12 of the TOR) Number of deployments above above above 50 Price range for LC Price range for IC 8.6 The following hypothetical case scenario shall be used for the purposes of evaluation of Offeror s financial proposals: Deployment of Contractors in a X Country of Services as per the below table: Sr. # Position to be filled Contractor's Duration of category and Service level Comments: 1 Junior Security Officer IC A 3 month Carriage of weapon is required 2 Facilities Manager IC A 12 months 3 Construction Supervisor IC B 8 months 4 M&E Officer IC B 9 months Retainer CEC (15 days a month) Page 12 of 61

13 5 Project Manager IC C 9 months 6 Security Coordinator IC C 3 months 7 Program Manager IC D 6 months 8 Driver/Messenger LC 2 12 months 9 Receptionist LC 2 12 months 10 Admin Clerk LC 3 12 months 11 Admin Assistant LC 5 12 months 12 Admin Associate LC 6 12 months 13 Water Engineer LC 8 6 months 14 QC Engineer LC 8 6 months Retainer CEC (15 days a month) UNOPS shall use the applicable unit rates proposed by the Offerors (as described in section 8.5 above) to calculate the total cost of each Offeror for the requested services according to this hypothetical case scenario. The maximum number of points will be allocated to the lowest price proposal and all other price proposals will receive points in inverse proportion as described in the RFP, Annex I, section 5.3: Evaluation Criteria, Point (2): Evaluation of financial proposal. 9. SCHEDULE, TIMING AND REPORTING PROCEDURES 9.1 UNOPS expects to enter into one or more non-exclusive Agreements as necessary for provision of services under consideration in all the Countries of Services with one or more prospective Offeror(s) no later than 01 July It is expected that Agreements shall remain valid for three (3) years from the date of signature with a possibility of extension(s) for another two (2) years at the discretion of UNOPS based on satisfactory performance of the Consultant and further need for the Services. 9.3 The Consultant shall be reporting to UNOPS as shall be outlined in the Agreement and respective Call-Off Contract(s). Page 13 of 61

14 ANNEX II-A TERMS AND CONDITIONS FOR THE DEPLOYMENT OF CONSULTANT S CONTRACTORS 1.0 INTRODUCTION AND BACKGROUND 1.1 The Terms and Conditions for the deployment of Consultant s Contractors is an integral part of the Agreement, thus cannot be governed by national legislation in the countries where UNOPS operates. 1.2 The Agreement is used by UNOPS to procure professional manpower services provided by Contractors deployed through Consultant in their individual capacity to perform a specific function, task or deliver a specific piece of work. 1.3 Contractors do not benefit from the privileges and immunities applicable to United Nations staff members. The status of Contractors is governed by Section 4 of this document ( Legal Status, Rights, and Obligations ). 1.4 The rules and procedures set forth in this document follow UN human resources principles on personnel selection and administration and the UNOPS Individual Contractor Agreement Policy except for UN Security standards that do not apply to Contractors. 1.5 The terms and conditions described in this document have been developed to respond effectively to the dynamic environment in which UNOPS operates, and to ensure rational use of procedures to deploy Contractors throughout all UNOPS business units. 2.0 DURATION OF CONTRACTORS SERVICES 2.1 Duration of Contractors deployment under the Agreement and respective Call-Off Contract The deployment of Contractors under the Agreement and respective Call-Off Contract(s) is intended solely to accommodate specific services for a period ranging from one (1) hour to a maximum of one (1) year at a time. The deployment of Contractors under the Agreement and respective Call-Off Contract(s) may be extended, subject to satisfactory performance, up to the following maximum duration: (i) International Contractors and Local Contractors in the specialist category (see (ii) below): Up to a total contract period of three (3) years; (ii) Local Contractors providing support services (see (i) below): Up to a total contract period of three (3) years or up to the total duration of the project under which they are deployed, whichever is longer The deployment of Contractors under the Agreement and respective Call-Off Contract(s) carries no expectation of any future deployment of Contractors with UNOPS. However, the Contractors are not precluded, during or after the contract period, from applying as an external candidate to any UNOPS vacancy, be it for Individual Contractor Agreement or for a staff member position. 3.0 FUNCTIONS 3.1 Support or Specialist Functions Contractors shall be deployed by UNOPS for a defined period of time (see maximum duration in para above) to provide: (i) Support services such as administrative and secretarial support, driving, maintenance of buildings and grounds, translation and interpretation, semi-skilled labour or; (ii) Specialist services such as expert advisory services, technical skills and/or knowledge. Page 14 of 61

15 3.1.2 Support services for the purpose of this document shall mean services where a master s degree or equivalent is not normally required. Specialist services, on the other hand, shall mean services at a level where a master s degree or equivalent would normally be required. 3.2 Local Contractor (LC) A LC is a person deployed by the Consultant at the request of UNOPS to perform a specific function in his/her home country or place of temporary or permanent residence. A LC may be deployed to perform either support services or specialist services Examples of LC functions are listed in Table 1. The list of functions described in Table 1 is neither exhaustive, nor does it mean that all UNOPS personnel performing the said functions shall be contracted as LC under the Agreement. Table 1: Examples of Local Contractor Functions Support functions Administrative assistant/associate (general administration, HR, Finance, IT, etc.) Driver Maintenance of buildings and grounds Interpretation Security guard Specialist functions Experts and advisors in various programmerelated fields Chief Technical Advisor Technical specialist Engineer Performance of specific, time-bound tasks requiring no direct supervision and not required to be performed at UNOPS premises (reports, research, etc.) 3.3 International Contractor (IC) An IC is a person deployed by the Consultant at the request of UNOPS to perform a function, specific task or piece of work outside his/her home country or place of temporary or permanent residence. ICs are deployed to perform specialist functions If a Contractor is to undertake an assignment in his/her home country but is required to travel on official business outside that country for more than 50% of the service period, then he/she may be deployed as an IC Examples of IC functions are listed in Table 2. The list of functions described in Table 2 is not exhaustive, nor does it mean that any UNOPS personnel performing the said functions shall be contracted as ICs under the Agreement. Table 2: Examples of International Contractor Functions Support functions Not applicable Specialist functions Technical specialist Chief Technical Advisor Experts and advisors in various programme-related fields Engineer Performance of specific, time-bound tasks requiring no direct supervision and not required to be performed at UNOPS premises (reports, research, etc.) Page 15 of 61

16 4.0 LEGAL STATUS, RIGHTS AND OBLIGATIONS 4.1 Legal Status Nothing contained in the Agreement and respective Call-Off Contract(s) shall be construed as establishing or creating between UNOPS and the Consultant the relationship of master and servant, principal and agent or employer and employee; it being understood that the Consultant is an independent contractor in relation to UNOPS. Accordingly, no Contractor deployed by the Consultant in connection with the performance of any obligation under the Agreement and respective Call-Off Contract(s) shall be regarded as an agent, servant, employee, contractor or consultant of UNOPS, and the Consultant shall be solely responsible for all claims by such Contractors arising out of or in connection with their deployment by the Consultant. The Consultant shall inform its Contractors of the foregoing Contractors shall recognize and accept that terms and conditions of their deployment under the Agreement and respective Call-Off Contract(s) differ from those applicable to UNOPS personnel appointed under the United Nations Staff Regulations and Rules and under the UNOPS Individual Contractor Agreement Policy. Accordingly, Contractors are not entitled to any benefit, payment, subsidy, compensation, entitlement, or pension from UNOPS Contractors must comply with the applicable, legal requirements of all relevant locations (e.g. country of origin, country of residence and Country(ies) of Services), including but not limited to those on taxation, licences, work permits and visas. 4.2 Standards of Conduct During the period of service for UNOPS, Contractors are required to uphold the standard of conduct set forth herein Although Contractors do not have the status of United Nations staff members/officials, while working on UNOPS-related activities and in the performance of their assigned functions Contractors shall comply with the standards of conduct required of UN civil servants, except where such standards may be inconsistent with the Contractor s status. Additionally, Contractors shall comply fully with the UN Secretary-General s Bulletin of 9 October 2003 entitled Special Measures for Protection from Sexual Exploitation and Sexual Abuse (ST/SGB/2003/13) and the Secretary- General s Bulletin of 18 June 2002 entitled "Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission" (ST/SGB/2002/9). Furthermore, the UNOPS Policy on prevention of harassment, sexual harassment, and abuse of authority (available at: will apply to Contractors Contractors may be investigated in relation of a duly authorized investigation into allegations of wrongdoing against them and may be considered as being in breach of conduct for failure to observe standards of conduct applicable to them Contractors shall acknowledge and agree that any breach of any of the provisions of the Agreement and respective Call-Off Contract(s) and/or any breach or failure to observe the standards of conduct applicable to them shall mean the imposition of different remedies or the termination with immediate effect of their deployment with UNOPS for cause. In addition, nothing herein shall limit the right of UNOPS to refer any alleged breach of the foregoing standards of conduct to the relevant national authorities for appropriate legal action Contractors must cooperate fully and in good faith with an investigation and/or audit arranged by UNOPS Contractors may report allegations of wrongdoing in good faith to the UNOPS Internal Audit and Investigations Group (IAIG) or to their UNOPS Managers. If the allegations of wrongdoing relate to Page 16 of 61

17 workplace harassment and abuse of authority, such allegations may be reported to UNOPS Human Resources Practice Group In the event that the Contractor fears retribution or retaliation after reporting allegations of wrongdoing or cooperating with an audit or investigation, he or she may report the matter to the UNOPS Ethics Officer Contractors are bound by the terms of the Agreement and respective Call-Off Contract(s) to respect the impartiality and independence of the United Nations and UNOPS and exercise the utmost discretion in all matters relating to the performance of their assigned functions. During the period of service for UNOPS, Contractors may not engage in any activity that is incompatible with the performance of their functions for UNOPS. They shall exercise utmost discretion in all matters of official activities of UNOPS Unless authorized in writing by the UNOPS Executive Director or his/her designate, Contractors may not communicate at any time to the media, or to any institution, person, government, or other external entity/authority any information that has not been made public and which has become known to them by reason of their association with UNOPS, nor shall they use such information for private advantage. These obligations shall survive the expiration or termination of their deployment for UNOPS Contractors shall neither advertise nor publicize their association with UNOPS under the Agreement and respective Call-Off Contract(s) nor use the name, emblem, or official seal of UNOPS for commercial purposes or for their personal gain or benefit without the prior written approval of UNOPS. This provision shall survive the expiration or termination of their deployment for UNOPS, but shall not prevent current or former Contractors from mentioning periods worked on UNOPS assignment on their curriculum vitae (CV) Contractors shall neither seek nor accept instructions from any authority external to the UNOPS in connection with the performance of their functions. Should any authority external to UNOPS seek to impose any instructions on the Contractors regarding performance of their functions, Contractors shall promptly notify UNOPS and shall provide all reasonable assistance required by UNOPS. Contractors shall not take any action in respect of performance of their functions or otherwise related to the obligations under the Agreement and respective Call-Off Contract(s) that may adversely affect the interests of UNOPS, and Contractors shall perform their functions with the fullest regard to the interests of UNOPS. Contractors shall warrant that they have not and shall not offer any direct or indirect benefit arising from or related to the performance of their functions or the award thereof to any representative, official, employee or other agent of UNOPS. Contractors shall comply with all laws, ordinances, rules and regulations bearing upon the performance of their obligations under the Agreement and respective Call-Off Contract(s). 4.3 Title Rights Title to any equipment and supplies that may be furnished by UNOPS to the Contractor or for which the Contractor has been reimbursed by UNOPS for the performance of his/her functions shall rest with UNOPS, and any such equipment shall be returned to UNOPS at the conclusion of the Call-Off Contract or when no longer needed by the Contractor. Such equipment, when returned to UNOPS, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear, and the Contractor shall be liable to compensate UNOPS for any damage or degradation of the equipment that is beyond normal wear and tear UNOPS shall be entitled to all intellectual property and other proprietary rights, including, but not limited to, patents, copyrights and trademarks, with regard to products, processes, inventions, ideas, know-how or documents and other materials which the Contractor has developed for UNOPS under the Agreement and respective Call-Off Contract(s) and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of Contractor s functions, and the Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for UNOPS. However, to the extent that any such Page 17 of 61

18 intellectual property or other proprietary rights consist of any intellectual property or other proprietary rights of the Contractor: (a) that pre-existed the performance by the Contractor of his/her functions, or (b) that the Contractor may develop or acquire, or may have developed or acquired, independently of the performance of his/her functions, UNOPS does not and shall not claim any ownership interest thereto, and the Contractor grants to UNOPS a perpetual license to use such intellectual property or other proprietary right solely for the purposes of and in accordance with the requirements of the Agreement and respective Call-Off Contract(s). At the request of UNOPS, the Contractor shall take all necessary steps, execute all necessary documents and generally assist in securing such proprietary rights and transferring or licensing them to UNOPS in compliance with the requirements of the applicable law and of the Agreement and respective Call-Off Contract(s). Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates, recommendations, documents and all other data compiled by or received by the Contractor under the Agreement and respective Call-Off Contract(s) shall be the property of UNOPS, shall be made available for use or inspection by UNOPS at reasonable times and in reasonable places, shall be treated as confidential and shall be delivered only to UNOPS authorized officials on completion of work under the Agreement and respective Call-Off Contract. 4.4 Contractor s Rights and Obligations The rights and obligations of the Contractor are strictly limited to the following terms and conditions: Contractors are specifically deployed in recognition of their skills and expertise, and to provide identified deliverables Contractors as a rule have no authority or other rights under the Agreement and respective Call-Off Contract(s) to commit UNOPS to any legal or financial obligation, and no such authority or rights shall be granted to Contractors Contractors who are required to use Atlas (UNOPS Enterprise Resource Planning System) in order to perform the functions specified in their Contractor s Terms of Reference will be provided basic Atlas user rights and access Services must be performed within the timeframe indicated in the respective Call-Off Contract, and shall not duplicate work already performed by other UNOPS personnel or units Contractors cannot supervise UNOPS staff members appointed under the United Nations Staff Regulations and Rules or individuals engaged under UNOPS Individual Contractor Agreement Policy, but may supervise as many Consultant s Contractors as required to perform their functions as specified in their Contractor s Terms of Reference Contractors are responsible for paying any tax on their UNOPS earnings levied by their government or other entities Contractors may get address and access to the UNOPS intranet unless they: (i) will work for UNOPS only for a very short time (e.g. less than one (1) month), or (ii) work in an environment with no access to IT equipment or internet access, and thus would be unable to use it UN Security standards do not apply to Contractors, thus Contractors have no responsibility to abide by security policies, administrative instructions, directives, plans and procedures of the UN Security Management System and that of UNOPS. They must however exercise proper precautions and avoid taking unwarranted risks that jeopardize either their own safety and security or that of colleagues, as well as assets, property and information of UNOPS Contractors are not obliged to follow UN declared movement restrictions or other confinements called for security purposes for the locality where their services are provided, unless deemed necessary by the Consultant or Contractor. If UN movement restrictions or other confinements are observed, no payment for Contractor s services shall be made by UNOPS for such days. Page 18 of 61

19 Contractors are not entitled to any benefits, compensation or subsidies except those explicitly provided for in the Agreement and respective Call-Off Contract(s). 4.5 No Employer/Employee Relationship Nothing within or relating to the Agreement and respective Call-Off Contract(s) shall establish the relationship of employer and employee, or of principal and agent, between UNOPS and the Consultant s Contractors. 5.0 INSURANCE PROVISIONS Contractors expected to work in any UNOPS office or work location or travel for official UNOPS purposes will be covered by insurance(s) provided or negotiated by the Consultant as described in this section. 5.1 Service-Incurred Illness, Injury and Death Insurance Contractors who are deployed to perform services in a UNOPS office or work location and/or travel at UNOPS expense shall be covered by the insurance policy taken out and maintained by the Consultant in the event of illness, injury or death attributable to the performance of functions under the Agreement and respective Call-Off Contract(s) anywhere in the world. Should the Consultant fail to take out and/or maintain said insurance policy, Contractors shall be entitled to receive from the Consultant the same benefits as would have been due to them had the insurance policy been in effect Coverage for service-incurred illness, injury and death starts from the time of leaving home (or present place of residence) and continues until arrival back at home (or present place of residence) for as long as the Contractor is deployed to perform functions under the Agreement and respective Call-Off Contract(s). Coverage shall not include any intervening period that the Contractor spends on his/her personal business Rules Governing Compensation in the Event of Death, Injury or Illness Attributable to the Performance of Official Duties on Behalf of the United Nations as described in Appendix D to UN Staff Rules ( may be used as benchmark for the Service-Incurred Illness, Injury and Death Insurance policy to be taken out and maintained by the Consultant. 5.2 Malicious Acts Insurance The intent of malicious acts insurance policy (MAIP) taken out and maintained by the Consultant is to cover incidents resulting in death or disability of the Contractors caused by malicious acts, including war, sabotage and terrorism. Should the Consultant fail to take out and/or maintain said insurance policy, Contractors shall be entitled to receive from the Consultant the same benefits as would have been due to them had the insurance policy been in effect MAIP shall cover on a twenty-four (24) hour basis those Contractors who serve at, or travel at UNOPS expense to, a designated duty station worldwide, as long as the Contractor is deployed to perform functions under the Agreement and respective Call-Off Contract(s) The maximum compensation for IC in the event of death or permanent total disability shall be not less than US$500,000. For LC, the maximum compensation shall be not less than ten times their net annual salary subject to a maximum of US$500,000 and a minimum of US$50,000. MAIP shall also cover medical expenses up to a value of 10% of the benefit for death or permanent disability. 5.3 Health Insurance Page 19 of 61

20 5.3.1 Consultant shall provide health insurance for all LCs. The provisions of such insurance plan shall be equal to the provisions of Group Medical, Death & Disability Insurance Plan provided by Vanbreda International ( Dependents of LCs are not covered by the health insurance provided by the Consultant For part-time LCs the Consultant shall pay a prorated portion of the health insurance premium and the LC shall cover the remaining portion. For example, an eligible LC who works 50% of the regular daily working hours, the Consultant will pay 50% of the health insurance premium while the remaining 50% shall be covered by the LC or will be deducted from his/her fee by the Consultant ICs shall not be covered by a Consultant-funded health insurance and shall be responsible for obtaining adequate health insurance for themselves for the entire period of their deployment under the Agreement and respective Call-Off Contract For ICs the Consultant shall negotiate an optional health insurance scheme with provisions equal to EXPATPLUS insurance plan provided by Vanbreda International (click on EXPATPLUS at Coverage under such scheme shall be optional and insurance premiums shall be fully paid by the IC. The ICs shall have the option to extend this coverage, at their personal cost, to their dependents The Consultant shall be required to obtain proof of valid health insurance coverage prior to deployment of ICs on contracts of at least one month and submit a copy of such proof to UNOPS. 5.4 Statement of Medical Fitness for Work Contractors must submit a Statement of Medical Fitness for Work from a recognized physician and take full responsibility for the accuracy of that statement. Copy of the said statement must be submitted by the Consultant to UNOPS prior to the effective date of the Contractor s deployment under the Agreement and respective Call-Off Contract The above statements are valid for one (1) year. Should the services of the Contractor extend beyond one (1) year, a new Statement of Medical Fitness must be provided Costs related to obtaining a Statement of Medical Fitness will be borne by the Consultant for LCs. For ICs, this cost will be the responsibility of the IC to bear. 6.0 ABSENCE MANAGEMENT 6.1 Working Hours Standard work weeks are established at each duty station where UNOPS operates in coordination with the UN Country Team Contractors will generally not be requested to work more than the standard work week at their duty station, unless otherwise specified in the contract The average number of working days in a calendar month depends on the established work week as follows: (i) When the established work week is a five (5)-day work week, the average number of working days in the calendar month is days; and (ii) When the established work week is other than five (5) days, the average number of working days in the calendar month must be adjusted, e.g. where a five-and-a-half (5.5)-day work week is established: 24 working days constitute a month and where a six (6)-day work week is observed 26 working days constitute a month). Page 20 of 61

21 6.2 Overtime Contractors deployments in the specialist category (both Local and International) are not entitled to overtime pay. When exigencies of service permit, and subject to prior approval by the UNOPS Manager, occasional compensatory time off may be granted to Contractors in the specialist category, who have been required to work substantial or recurrent periods of overtime LCs deployed in the support category with duration of three (3) months or longer, allow for the granting of overtime compensation. Overtime compensation may be granted in the form of overtime pay or compensatory time off, where compensatory time off is the preferred option. Overtime compensation may only be granted for hours worked in excess of forty (40) hours per week (or in excess of the established work week, if this is different) and subject to prior approval by the UNOPS Manager Overtime compensation may be granted up to a given maximum which depends on the established work week. Hence, where the established work week is forty (40) hours, overtime may be granted only up to forty (40) hours per month. Where a forty-eight (48) hour work week is established, overtime may only be granted up to eight (8) hours per month Overtime pay is subject to availability of funds and UNOPS Managers must approve overtime pay in advance of any performance of extra work through necessary financial provision in the respective Call-Off Contract. Overtime compensation, whether overtime pay or compensatory time off, will be granted at the LC s normal work rate (one hundred (100) per cent) regardless of whether the contractor is on full or part-time Periods of overtime worked which are less than half an hour in any given day, are disregarded. 6.3 UN Holidays and Weekends Contractors (both Local and International) may observe weekends and UN official holidays without any reduction in their monthly fee Under special circumstances (e.g. contracts of less than one (1) month) where Contractors are expected to work during weekends and on UN holidays, this requirement shall be specified in the Call-Off Contract. 6.4 Sick Leave (SL) ICs shall not be entitled to paid sick leave LC deployments with a duration of three (3) months or longer provide for sick leave of two (2) working days per month, which may be accumulated during the contract year A medical certificate from a recognized physician is required as documentation of any sick leave of more than three (3) consecutive working days. For sick leave days over and above three (3) days in any rolling six (6)-month period, medical certification is required, regardless of whether it is taken as consecutive or separate days In the event that a LC surpasses the sick leave limit in the contract period, the period in excess will be charged against accrued annual leave. If annual leave has been exhausted, excess sick leave is unpaid Where, according to above, the LC deployment does not provide for paid sick leave, UNOPS shall exercise the highest possible degree of flexibility in accepting unpaid leave due to illness (see para. 6.8). Only in such cases where the extent or timing of absences prevents the LC from delivering the services as specified in the Contractor s Terms of Reference may UNOPS consider a termination of the LC s deployment due to illness. Page 21 of 61

22 6.4.6 Accumulated sick leave days are not carried over from one contract year to the next Unused sick leave is not commutable to cash. 6.5 Annual Leave (AL) Contractors deployments (both local and international) with a duration of three (3) months or longer are entitled to paid annual leave of two-and-a-half (2.5) working days per month for rest and recuperation purposes, which may be accumulated during the contract period All annual leave must be taken within the period of the Contractor s deployment under the Agreement and respective Call-Off Contract. When the Contractor s deployment under the Agreement and respective Call-Off Contract is extended for an additional period, the Contractor may carry over accumulated annual leave days to the subsequent contract period. However, a maximum of eighteen (18) days of annual leave can be carried over as of the annual leave cut-off date of 1 April of any given year Unused annual leave is not commutable to cash. 6.6 Maternity Leave ICs are not entitled for paid maternity leave LCs deployments of six (6) months or longer provide for 16 continuous weeks of paid maternity leave Contractors must submit the request for maternity leave at least three (3) months prior to its start and the request should be accompanied by a certification from a doctor or midwife stating the Expected Date of Delivery (EDD) Maternity leave must begin between two (2) and six (6) weeks prior to EDD and be taken in one consecutive period Maternity leave must fall within and be taken during the contract period. Where maternity leave has started during the contract period but the contract is due to expire during the period of the maternity leave, the contract will be extended to cover the full sixteen (16)-week duration of the maternity leave. No leave will accumulate during the extended period. 6.7 Paternity Leave ICs are not entitled for paid paternity leave LC deployments of six (6) months or longer provide four (4) weeks of paid paternity leave, provided that the LC has had at least six (6) months of service with UNOPS under the Agreement and respective Call-Off Contract(s) at the time of the birth of the child Paternity leave may be taken in either one (1) period or two (2) periods of equal duration during the first twelve (12) months from the birth Eligible LCs must submit the request for paternity leave at least three (3) months prior to the expected start of paternity leave and the request should be accompanied by a certification from a doctor or midwife stating the Expected Date of Delivery (EDD) or a copy of the child s birth certificate Paternity leave is limited to one (1) occurrence per twelve (12) months, regardless of the number of children born during that twelve (12)-month period, and can be used a maximum of six (6) times during the total deployment under the Agreement and respective Call-Off Contract(s). Page 22 of 61

23 6.7.6 Paternity leave must fall within and be taken during the contract period. 6.8 Unpaid Leave UNOPS may exercise flexibility in allowing unpaid leave at the Contractor s request, subject to exigencies of service Unpaid leave shall not be granted until paid leave provisions, when applicable, have been exhausted. Unpaid leave must be approved in advance by UNOPS Unpaid leave of a consecutive period of one (1) week or longer is to be avoided, except in the following exceptional circumstances: (i) In connection with maternity leave; and (ii) In relation to illness, as described in para Annual and sick leave will not accumulate during unpaid leave periods of one (1) month or longer, nor will health insurance coverage be provided by the Consultant for LCs on unpaid leave for one (1) month or longer. The eligible Contractors are responsible for obtaining adequate health insurance for themselves during periods of unpaid leave of one (1) month or longer. 6.9 Absence Management Overview Table 3: Absence Management for Contractors* Local International Support Specialist Overtime Yes, for contracts 3 No No months UN holidays and Yes Yes Yes weekends Sick Leave Yes, for contracts 3 months: Max. 2 days per month Yes, for contracts 3 months: Max. 2 days per month No Annual Leave Yes, for contracts 3 months: Max. 2.5 days per month Maternity & Paternity Leave Yes, for contracts 6 months: Max. 16 weeks maternity or 4 weeks paternity leave Yes, for contracts 3 months: Max. 2.5 days per month Yes, for contracts 6 months: Max. 16 weeks maternity or 4 weeks paternity leave Yes, for contracts 3 months: Max. 2.5 days per month No * For retainer contracts, none of the above provisions apply as work schedules and deliverables for such contracts are determined on a case-by-case basis Leave and Overtime Provisions on Extension of Contractors deployments When a Call-Off Contract for deployment of a Contractor is initially issued for a contract period of less than three (3) months and is subsequently extended so that the accumulative contract period reaches or exceeds three months, this will have an impact on the leave and overtime provisions. The following paragraphs illustrate how When a Call-Off Contract for deployment of a Contractor is initially issued for a contract period of less than three (3) months the Contractor shall not be granted any paid leave. However, the Contractor may request unpaid absences and such will be granted within reasonable limits subject to exigencies of service and advance approval by UNOPS. Page 23 of 61

24 When a Call-Off Contract for deployment of a Contractor for less than three (3) months is subsequently extended to reach or exceed three (3) months, provisions for AL and SL will start to apply subject to the eligibility as specified in sections 6, 6.4 and 6.5 above, from the effective date of the contract extension. Leave is not accumulated retroactively Similarly when a LC deployed at support level for less than three (3) months, the LC shall not be subject to overtime pay. However, when exigencies of service require flexibility, compensatory time off may be used. When the Call-Off Contract for deployment of the LC at support level for less than three (3) months is subsequently extended to reach or exceed three (3) months, the LC becomes eligible for overtime pay from the effective date of the contract extension Computation of Annual and Sick Leave Absence from work of two (2) hours or longer and up to four (4) hours shall be counted as one half (0.5) day. Absence of more than four (4) hours shall be counted as one (1) full day. Authorized absences of less than two (2) hours taken by the Contractor at a time mutually agreeable to the Contractor and UNOPS do not need to be recorded as annual leave For contract periods of less than one (1) full calendar month, and where the contract start and end date fall in separate months, leave provisions shall be calculated as follows (subject to paragraphs 6.1.2, 6.4 and 6.5): (i) When the contract start date falls between the 2 nd and the 16 th of the month: Two (2) days AL and one (1) day SL for that calendar month. (ii) When the contract start date falls on the 17 th of the month or later: One (1) day AL and one (1) day SL for that calendar month. (iii) When the contract end date falls between the 1 st and the 16 th of the month: One (1) day AL and one (1) day SL for that calendar month. (iv) When contract end date falls on the 17th of the month or later, but not on the last day of the month: Two (2) days AL and one (1) day SL Leave Provisions While on Part-time Status Contractor deployments for part-time work shall provide for annual and sick leave on a pro-rated basis, as follows: (i) When the part-time work is evenly distributed in the week (e.g. if a Contractor works 50%, equal to twenty (20) hours per week, four (4) hours per day), then the leave provision would be two-and-a-half (2.5) part-time days of AL and two (2) part-time days of SL per month. A parttime day in this example would consist of four (4) working hours, and (ii) When the part-time work is not distributed evenly (e.g. if a Contract works 50%, equal to twenty (20) hours per week, two (2) full days and one half (0.5) day per week), then the leave provision would be one-and-a-quarter (1.25) full-time AL days per month and one (1) full-time SL day per month. A full-time day in this example would consist of eight (8) working hours Maternity Leave and Paternity Leave under part-time status would be calculated as sixteen (16) weeks of Maternity Leave at part-time pay or four (4) weeks of Paternity Leave at part-time pay. 7.0 TRAVEL ARRANGEMENTS Contractors may be required from time to time to undertake travel, either in conjunction with the start and end of the assignment or during the assignment in the form of work-related trips away from the duty station. This section will outline the rules and procedures applicable to such travel. Page 24 of 61

25 7.0.2 Travel for Contractors shall follow the provisions stated in this document. In the event that there are no provisions in this document governing a specific circumstance, the provisions of UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel shall be applicable (copy of the document shall be provided to the Consultant upon signature of the Agreement). However, in the event of inconsistency between the provisions in this document and UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel, the provisions in this document shall prevail. 7.1 Duty Travel Duty travel is defined as travel which is requested as part of the performance of services under the Agreement and respective Call-Off Contract. Duty travel is usually from the duty station to the place of the mission and return to the duty station Both ICs and LCs may be requested to undertake duty travel as part of the performance of their functions, depending on the business needs. 7.2 Travel to Join and Repatriation Travel Travel to join and repatriation travel is only applicable to ICs who do not reside at the duty station, or within commuting distance from the duty station, at the time of deployment. Travel to join is the travel of an IC from his/her place of residence at the time of hire to the duty station. Repatriation travel is the reverse travel of the IC from the duty station to his/her place of residence upon completion of the assignment Travel to join / repatriation travel applies only to ICs who are actually required to travel. Hence ICs who are residing at the duty station at the time of hire are ineligible for travel to join and Contractors who remain at the duty station after completion of the Call-Off Order are ineligible for repatriation travel When an IC is offered a new contract at the same duty station before the prior contract expires, he/she is ineligible for travel between the two contracts. Taking (or granting) leave of absence immediately before contract expiry or postponing contract start under the new contract in order to create an unnecessary break between contracts will have no effect on the in-eligibility for travel Contractors are ineligible for travel to join / repatriation travel in connection with contract extensions. 7.2 Standards for Travel The standard for air travel authorized by UNOPS for Contractors is economy class irrespective of flight duration. Contractors wishing to travel in business or first class shall personally cover the cost of an upgrade For standards of travel when the mode of transportation is other than by air, UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel shall be consulted Travel should always be by the most direct and economical route Those Contractors required by UNOPS to travel overnight shall receive Daily Subsistence Allowance (DSA) at the normal UN rate applicable to the location. 7.3 Visa and Travel Documents The Consultant shall arrange for required visas and work permits for ICs who work in a country other than their own. UNOPS may facilitate this process where possible. Foreseeable costs related to visas and work permits shall be reimbursed to the Consultant under the Agreement and respective Call-Off Contract. Page 25 of 61

26 7.3.2 LCs are responsible for obtaining at their expense all necessary visas and work permits required by local authorities in the country of assignment before commencing said assignment with UNOPS. A letter stating that the individual has been deployed with UNOPS under the Agreement and respective Call-Off Contract may be issued by UNOPS to assist in this process Where LCs travel for official purposes UNOPS may facilitate this process where possible and visa costs may be claimed from UNOPS by Consultant through submission of a travel/expense claim and supporting documents. 7.4 Inoculations Contractors travelling to certain countries must have those inoculations designated by the UN Medical Director. The Consultant shall refer the Contractor to relevant information (e.g. the WHO website) about required inoculations in advance so that his/her personal physician can attest to those inoculations having been administered as part of the certification described above in section 5.4 ( Statement of Medical Fitness for Work ) The cost of required inoculations will be reimbursed by UNOPS to the Consultant to the extent that they are related to the performance of services under the Agreement and respective Call-Off Contract(s). 7.5 Travel Payments UNOPS will make payments for any duty travel, travel to join and repatriation travel which has been authorized by UNOPS in advance. The travel cost, i.e. ticket cost, DSA, terminal expenses, visa costs, cost of inoculations, and other miscellaneous expenses may be covered in one of the following ways: a) The Consultant covers the Contractor s travel expenses upfront and subsequently claims reimbursement: (i) Reimbursement must be claimed through submission of a travel/expense claim and all necessary supporting documents must be attached. (ii) Except where this document specifies differently, reimbursement shall be made in accordance with UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel. b) A lumpsum payment of the calculated travel costs is included as part of the Call-Off Contract: (i) Except where this document specifies differently, travel costs are calculated in accordance with UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel. (ii) The lumpsum payment will be paid at 100% of the calculated travel costs. There is no need for the Consultant or Contractor to submit a travel/expense claim unless the actual itinerary deviates from planned travel. When the actual itinerary deviates from the planned travel, the Consultant must submit a travel/expense claim upon completion of the Contractor s travel with original ticket stubs and other necessary supporting documents attached. Based on the travel claim, the Consultant will be reimbursed for any justified additional expenses or in case of overpayment, a deduction will be made from the Consultant s next payment. (iii) Notwithstanding point c) (ii) above, UNOPS may process a limited advance payment of 80% of calculated travel costs when travel is undertaken near the end of the contract, or when otherwise there is a risk that potential overpayments cannot be recovered. In such case, the remaining 20% will be paid upon completion of travel and based on submission of a travel/expense claim form (TEC form) and necessary supporting documents. (iv) When applicable and except where this document specifies differently, reimbursements shall be made in accordance with UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel. c) Ticket purchased by UNOPS: Page 26 of 61

27 (i) When feasible for UNOPS, the organization may opt to purchase ticket(s) directly for the Contractor s travel, in which case such ticket purchase shall be in accordance with the rules and procedures outlined in UNOPS Administrative Instruction AI/CSG/2009/01 on Official Duty Travel. (ii) When UNOPS directly purchases (a) ticket(s) for a Contractor, reimbursement to the Consultant for the Contractor s DSA, terminal expenses and other miscellaneous expenses will be made separately in accordance with one of the aforementioned procedures Before making payment to the Consultant for Contractor s travel to join, UNOPS and the Consultant shall make a joint assessment as to whether the duration on the Call-Off Contract (and its future extensions) will make it feasible to pay one return ticket to cover both travel to join and repatriation travel or if only travel to join should be paid at the start of the contract. 8.0 DEPLOYMENT OF FORMER AND RETIRED UN STAFF MEMBERS In selection and deployment of Contractors, it is important to note that the deployment of candidates who currently work or previously worked as UN staff members is subject to special rules. This section briefly summarizes those rules. 8.1 Conditions for Engaging Former United Nations Staff Former UN staff members may be deployed under the Agreement and respective Call-Off contract provided they did not separate from UNOPS or another organization of the UN common system for any of the following reasons: Abandonment of post; Dismissal for misconduct; Non-renewal of appointment for unsatisfactory service; Termination of appointment for unsatisfactory service, or Resignation in lieu of disciplinary action Before engaging former UN staff members, the Consultant shall check the reasons for separation: (i) For internationally-recruited staff members, check with the HR focal point at the UNOPS Headquarters, and (ii) For other staff members, check with the relevant HR/Operations Manager at the duty station where they served before separation. 8.2 Break in service Any offer of deployment under the Agreement and respective Call-Off Contract(s) to UN staff members who have separated by resignation or contract completion must be made after a break in service of at least one (1) month UN interns and volunteers shall not be subject to a mandatory break when moving from an internship or volunteer post to a deployment under the Agreement and respective Call-Off Contract(s) When a former and retired UN staff member returns to service through deployment under the Agreement and respective Call-Off Contract(s), the Consultant shall follow UN rules pertaining to re-engagement of such former or retired staff members. According to the rules applicable at the time of issue of this Policy the following restrictions apply: (i) Re-engagement of former staff members shall begin only after a period of at least three (3) months has elapsed since the date of retirement; (ii) If the separation from UN System was an agreed termination, the former UN staff member to be deployed under the Agreement and Call-Off Contract(s) may only be re-engaged after a period of thirty-six (36) months from the date of separation from service (or once the break period stipulated in their separation agreement has elapsed, if different). Page 27 of 61

28 8.3 Determining Fees for Former UN Staff Members When a former UN staff member is deployed under the Agreement and respective Call-Off Contract(s), the fee shall not be based on the level of remuneration held before separation from the UN System, but rather on the nature and complexity of the assignment to be performed under the Agreement and respective Call-Off Contract(s). 8.4 Retired Staff Members in Receipt of a Pension Benefit Former UN staff members in receipt of a pension benefit from the United Nations Joint Staff Pension Fund (UNJSPF) may be deployed under the Agreement and respective Call-Off Contract(s) in accordance with established UN rules and practices concerning the employment of retirees (ST/AI/2003/8). At the time of issuing this document, the procedures preclude the deployment of retirees during the first three (3) months following their separation from service and limit their assignment thereafter to a maximum of six (6) months per calendar year. In addition, no former staff member in receipt of UNJSPF pension benefits may receive more than USD 22,000 per calendar year in emoluments from the UN system. The USD 22,000 annual limit applies to the gross amount of the fee under the Agreement and respective Call-Off Contract, but does not include travel, terminal expenses, and Daily Subsistence Allowance (DSA) payments, if any. 9.0 SELECTION This section outlines the rules and procedure to be followed for the selection of Contractors. Selection refers to the process of identifying the best available Contractor for a specific purpose A competitive selection method of a Contractor shall be used to perform a specific terms of reference under the Agreement and respective Call-Off Contract. The pre-requisites shall be complied with at the start of any selection process. Section 9.1 describes these pre-requisites. 9.1 Pre-requisites for Starting the Selection Process Contractor s Terms of Reference (Contractor s TOR) a prerequisite for the start of sourcing and selection process of Contractors is the definition of the needs in terms of the services required, tasks to be performed, etc. UNOPS requirements shall be described in the Contractor s TOR, using the standard template, and will be the principal guideline for identifying qualified potential candidates, determining fees, evaluating performance, and ultimately certifying that services or activities have been performed satisfactorily so fees can be paid. The Contractor s TOR must be comprehensive and explicit, and will be annexed to, and form an integral part of, the Call-Off Contract. The Contractor s TOR must clearly reflect the following points: (i) The Contractor s level (IC-A, IC-B, IC-C, LC SP or LC-SU) (ii) General context and background; (iii) Objectives of the assignment; (iv) Scope of work consistent with the budget available and containing a concise and detailed description of services or tasks to be performed; (v) Duration of the assignment, duty station, expected travel and whether the assignment requires partial, intermittent, or full-time presence in the area of operations; (vi) Detailed monitoring and progress controls, including reporting requirements, periodicity, format, deadlines, and information about to whom in UNOPS the Contractor will report (e.g. for supervision); (vii) A clear and unequivocal definition of the final product(s) or deliverables (e.g. survey completed, workshop conducted, data collected, reports written, etc); (viii) Payment terms; (ix) Clear description of the Contractor s required degree of expertise and qualifications including specialized knowledge, language needs, required experience and necessary competencies. Page 28 of 61

29 (x) Care shall be taken to ensure that the required qualifications and experience are fully in line with the Contractor s level; Other relevant information, if applicable. The Contractor s TOR shall be prepared by the UNOPS Hiring Unit and shall be approved by the relevant UNOPS Procurement Authority prior to being transmitted to the Consultant Service Request shall be submitted by UNOPS to the Consultant specifying at least the following information: (i) UNOPS Hiring Unit and contact person; (ii) UNOPS project number and title; (iii) Country(ies) of Services; (iv) Duty Station(s); (v) Number of Contractor(s) required; (vi) Category of the Contractor(s): [Local/International]; (vii) Level of the Contractor(s): (viii) The proposed fee for each Contractor: (ix) Designated UNOPS Manager(s) (Supervisor(s)); (x) Expected start date at duty station for the Contractor(s); (xi) Confirmation that the requested Contractor(s) TOR(s) is attached to the Service Request as necessary. 9.2 Competitive Selection Process UNOPS must follow UN rules, which clearly stipulate that competitive selection procedures must be put in place for all types of procurement/recruitment. Therefore, Contractors shall be selected through a competitive process to ensure openness, transparency, and objectivity as well as deployment of the bestqualified candidates for the assignments. Such procedures shall attempt to identify and consider at least three qualified potential candidates for each assignment Identifying Candidates The Consultant shall make every effort to ensure that women and men have equal opportunities for deployment under the Agreement and respective Call-Off Contract(s) and that a geographical balance among successful potential candidates is achieved. As a standard practice the Consultant shall first source the potential candidates in its established Roster and competition shall be established among least three (3) qualified potential candidates sourced through Consultant s Roster of Contractors. In case at least 3 qualified potential candidates cannot be sourced in Consultant s Roster, the vacancy for an IC should preferably be advertised on the Consultant s website (or any other suitable media) for at least 7 days and, for LCs, the vacancy should preferably be advertised in local media, such as newspapers. Where feasible, vacancies could also be distributed in any other manner that encourages the most useful responses, e.g. on radio, on websites of other organizations, etc Getting Applications (i) If potential candidates are identified through Consultant s Roster: The job requirements / Contractor s TOR shall be forwarded to the identified individuals. Those interested and available for the assignment are asked to provide an updated CV, if Consultant does not already have this information on file and cannot immediately avail it to UNOPS for evaluation. (ii) If the vacancy is advertised, applicants shall submit an application including a letter of interest and a complete CV Evaluating Applications The evaluation method can either be by interview or by desk review as described below: (i) If candidates are identified through Consultant s Roster: Page 29 of 61

30 - The UNOPS Hiring Unit can choose to evaluate the identified qualified candidates through either desk review or interview. In both cases the process to be followed is identical to that for advertised vacancies (described below). (ii) If the vacancy is advertised: After the closing date established in the Vacancy Announcement (VA) all applications shall be evaluated by the Consultant in accordance with the criteria stated in the VA. A list of all applicants, indicating who have been long-listed (those who meet minimum job requirements as stated in the vacancy announcement) shall be prepared; The Consultant shall prepare a shortlist of the best three to five (3-5) candidates based on the criteria stated in the VA and shall transmit the short-list to UNOPS Hiring Unit. The long-list shall be updated by the Consultant to indicate for each unsuccessful applicant the reasons why they were not short-listed; The UNOPS Hiring Unit shall then choose to evaluate applications either through carrying out a desk review or an interview process. In both cases, and prior to reviewing the applications, the UNOPS Hiring Unit shall prepare an evaluation grid listing evaluation criteria as described in the VA. When applications are evaluated through a desk review the UNOPS Hiring Unit shall establish a review team preferably consisting of an HR person, a technical specialist and the Hiring Manager. The review team shall assess and rate each shortlisted candidate based on his/her letter of interest and CV using the evaluation grid. Background and Reference checks shall be conducted by the Consultant for the successful candidate(s). When applicants are evaluated through an interview, the interview panel (ad hoc established by the UNOPS Hiring Unit and preferably consisting of an HR person, technical specialist and the Hiring Manager) shall agree - prior to the interviews - on the questions the candidate should be asked and the skills and knowledge that candidates are expected to demonstrate in response thereto. Questions should clearly relate to the established evaluation criteria. In order to ensure fairness, candidates shall be asked a comparable set of questions during the interview. The interview panel shall assess and rate shortlisted candidates based on their letters of interest and CV and their performance at the interview by use of the evaluation grid. Background and reference checks shall be conducted by the Consultant for the successful candidate(s). The Consultant shall ensure that Candidates shortlisted for interview shall be informed at least twenty-four (24) hours in advance of the interview. Upon completion of the desk review/interview and any necessary background and reference checks, the panel members/review team shall discuss all the candidates and agree on the most suitable candidate(s), i.e. the candidate(s) obtaining the highest score(s). The candidate(s) receiving the highest score(s) shall be the recommended candidate(s) and name(s) shall be communicated by UNOPS to the Consultant for deployment Recommended candidate If for any reason agreement cannot be reached with the best qualified candidate, the Consultant shall be permitted to negotiate with the second best candidate (the candidate obtaining the second highest score), provided that the second candidate s qualifications are at or above the minimum threshold. In cases where a competitive process did not result in applications from qualified individuals, but a candidate was identified who could perform the functions partially and at a lower level, the Contractor s TOR shall be revised by UNOPS Hiring Unit to reflect the lower level and the identified candidate shall be selected at the fee set at the lower level CONTRACTING THE CONTRACTORS BY THE CONSULTANT Contracts issued by the Consultant to the Contractors for deployment under the Agreement and Respective Call-Off Contract(s) shall be defined for the purposes of this document as Contractor s Employment Contract (CEC). The term amendment as used in this document covers extension as well as minor modifications of contract provisions. Page 30 of 61

31 10.1 Types of CEC for deployment of Contractors There shall be two types of CEC for deployment of Contractors under the under the Agreement and respective Call-Off Contract(s): A retainer CEC and a regular CEC. Each CEC type and the purpose of its use is explained below: A retainer CEC shall be issued for a period of time during which the services of the Contractor are expected intermittently. The CEC on retainer basis will specify a unit price (e.g. hourly, daily fee or monthly fee) and payments for the actually rendered services shall be made at the end of each calendar month, or as otherwise agreed by UNOPS and the Consultant. For budgetary purposes, a monetary cap will be determined when the respective Call-Off Contract under the Agreement is awarded to the Consultant Contractors CEC other than retainer CEC shall be referred to as regular CEC. Regular CEC shall be issued when services are required on a continuous basis throughout the contract period and payments shall be made at the end of each calendar month, or as otherwise agreed by UNOPS and the Consultant. Regular CEC shall be divided into two types according to the duration of contract period: (i) CEC of less than one month; and (ii) CEC of one month or longer 10.2 CEC issuance A number of administrative and other actions shall be taken by the Consultant prior to CEC issuance to the Contractor, including but not limited to obtainment of: (i) Medical Statement of Fitness, and (ii) Evidence of medical insurance for ICs with contracts of one or more month, and (iii) Complete a Designation of Beneficiary form. It shall be the selected candidate s responsibility to comply with the requirements listed above prior to becoming a Contractor and the Consultant shall be responsible for enforcing this instruction and for keeping proper records of the documentation for each deployed Contractor The Consultant shall ensure that issued CEC fully comply with the Terms and Conditions for deployment of Consultant s Contractors and any other terms and conditions of the Agreement and respective Call-Off Contract Contractors will be under the supervision of UNOPS, which means that Contractors shall be receiving their day-to-day work-related instructions from their UNOPS Managers (as shall be stipulated in Contractor s TOR). This requirement shall be accordingly reflected in each CEC issued by the Consultant. The impact of this meaning on the requirement to provide professional liability insurance is taken into consideration through amendment of Article 27 of the General Conditions for UNOPS Contracts for Professional Services (Annex IV-C) as stipulated in the sub-article c, Article 2, Section I of the model Agreement UNOPS reserves the right to request a copy of each CEC for verification of the above stated requirements Amendment and Extension of CECs Any modification to CEC shall require a prior amendment of the respective Call-Off Contract under the Agreement in writing between the Consultant and UNOPS duly signed by the authorized representatives of the Consultant and the UNOPS. Page 31 of 61

32 Amendments of the CEC shall be used when the respective Call-Off Contracts under the Agreement are extended beyond the initial period and/or when there are minor modifications of contract provisions with regards to the services of the subject Contractors. Amendments are inappropriate for substantial modifications to contract provisions, such as change in duty station, major changes in the scope of work, changes to the fee, etc. Substantial modifications to contract provisions shall not require issuance of a new Call-Off Contract under the Agreement, but shall be preceded by a new competitive selection process (for which the incumbent of the abolished position may apply again) and shall require issuance of a new CEC Extension of Contractor s Services Should the services of the Contractor be extended, such extension shall be carried out through an amendment to the respective Call-Off Contract under the Agreement and subsequently to the CEC. Extension for the purpose of this document refers to a situation where: (i) TOR remains the same; (ii) Satisfactory performance has been certified; (iii) There is no break between the original contract period and the period for which the contract will be extended, and (iv) Remuneration remains the same. A CEC can be extended to a maximum of three (3) years. Upon reaching the three-year maximum, if services are still required as per the Contractor s TOR, a competitive selection process must take place to identify and deploy the best candidate for the assignment. The incumbent may apply for the position again Modification of CEC provisions Should contract provisions call for minor modifications other than contract extension, such minor modifications shall be carried out through an amendment to the respective Call-Off Contract under the Agreement and subsequently to the CEC. Examples could be changes in deliverables, changes in the time frame, etc. In such cases, the texts of the respective Call-Off Contract under the Agreement, the CEC and the Contractor s TOR shall be adjusted accordingly PAYMENT OF CONTRACTORS As a guiding principle, fees payable to Contractors will be based on the minimum amount necessary to obtain quality services for UNOPS and its clients. In order to ensure this, fees shall take into account various expenses incurred by the Contractor during the contract period, such as basic living expenses, health insurance (if not provided by the Consultant), provisions for rest and recuperation, the need to provide a reasonably secure environment and any other relevant expenses related to the performance of services under the Agreement and respective Call-Off Contract(s) Furthermore, equal value work will be remunerated at comparable levels. In order to ensure real comparability of fees, equal work in materially different settings will be remunerated differently, balancing out differences in terms of cost of living, working hours, hardship and hazard conditions, etc. More details are provided in the following sections The recommended all-inclusive fee (except for compensation for the factors outlined in paragraph below) shall be determined by UNOPS at the outset of the selection process. Upon selection of the Contractor the final negotiated fee (adjusted as necessary to compensate for the factors outlined in paragraph below) shall be clearly reflected in the respective Call-Off Contract under the Agreement as well as CEC issued to the Contractor Once fee has been determined and the respective Call-Off Contract has been awarded and signed, no adjustment or additional payment shall be made during the contract period including amendments, except when it falls under the provisions specified in section Page 32 of 61

33 11.1 IC Fee Ranges IC Fee ranges shall be established according to three defined levels: Junior Specialist, Specialist, Senior Specialist and Principal Specialist. Each level is defined by the following elements: (i) Element I: The level of complexity of services required, the degree of specialization required to fulfil the TOR, as well as the availability of individuals with such expertise. (ii) Element II: The level of relevant education, qualifications, and work experience required to provide the services as specified in the TOR The IC Fee ranges are established by UNOPS Human Resources Practice Group to guide the determination of fees for ICs and fully comply with UNOPS Individual Contractor Agreement Policy. Fee ranges are established at daily rates for contracts with a duration of less than one month 1 and at monthly rates for contracts of a duration of one month or longer. The IC Fee ranges are presented below in two separate tables: Table 4: Daily Rates for ICs IC Level Element I: Complexity; Degree of Specialization; Availability Element II: Level of Qualifications and Experience IC-A Junior Specialist Equivalent of a master s degree and 0 4 years relevant experience IC-B Specialist Equivalent of a master s degree and 5-10 years relevant experience IC-C Senior Specialist Equivalent of a master s degree and years relevant experience IC-D Principal Specialist Equivalent of a master s degree and 15 or more years relevant experience Table 5: Monthly Rates for ICs IC Level Element I: Complexity; Degree of Specialization; Availability Element II: Level of Qualifications and Experience IC-A Junior Specialist Equivalent of a master s degree and 0 4 years relevant experience IC-B Specialist Equivalent of a master s degree and 5-10 years relevant experience IC-C Senior Specialist Equivalent of a master s degree and years relevant experience IC-D Principal Specialist Equivalent of a master s degree and 15 or more years relevant experience RANGE OF DAILY FEES IN USD ,350 RANGE OF MONTHLY FEES IN USD 4,000 8,000 6,000 12,000 9,000 18,000 13,500 27, Each level in the IC Fee ranges has a minimum and a maximum amount denominated in USD, which serve as the ranges for fee setting applicable to all ICs deployed by UNOPS throughout the world. UNOPS Hiring Units shall have flexibility to set fees for the Contractors within these ranges provided that the fee setting followed the provisions of the 11.2 below and justified Deviation above the fee ranges shall not be accepted The IC fee ranges are specifically developed to set fee ranges for ICs where the payment basis is daily and monthly. The fee ranges shall also be applied to guide fee setting for retainer contracts, taking into account the IC level and the amount of work/scope of services to be delivered. 1 For the purpose of determining whether daily or monthly rates apply, a month is defined as 30 consecutive days. Page 33 of 61

34 In recognition of the fact that progressive, relevant work experience may render a candidate equally qualified as someone with a higher education but less experience and vice versa the below table gives an overview of how work experience and education level requirements can substitute for each other. Table 6: Education / Experience Requirements Level PhD + years of relevant work experience Masters degree + years of relevant work experience Bachelor degree + years of relevant work experience No university degree + years of relevant work experience IC-A 0 years 0-4 years 2-6 years 5-9 years IC-B 0-5 years 5-10 years 7-12 years years IC-C 6-9 years years years years IC-D 10 years plus 15 years plus 17 years plus 20 years plus Notwithstanding paragraph , it is important to note that the standard for a specialist level Contractor is a master s degree requirement. Positions for which a degree below masters is considered acceptable shall be specifically described as such in the TOR in order to comply with the requirements of a truly competitive selection process Fee Setting for ICs The fee setting for ICs is a three-step process, where: (i) the first step is to determine a base fee, taking into account fixed criteria such as the Contractor s level and duty station specific criteria (for details please see below); (ii) the second step is to take into account any additional factors that are relevant for determining a reasonable fee in accordance with paragraphs and (for details please see below), and (iii) the third step is to reward the Contractor s relevant education and work experience in excess of the required minimum for the position (for details please see below). In many cases, upon allocation of points under step one, the base fee may already found adequate. If not, the second step in the fee setting methodology may be applied to consider additional elements in the fee setting. The points in step 3 may be allocated at the discretion of the UNOPS Hiring Unit upon selection of the Contractor, only if found relevant and necessary. When points have been allocated in step one and possibly in steps 2 and 3 the total number of points will indicate whether the fee shall be in the low, mid or high end of the relevant IC Fee Range. Table 7: IC Ranges Breakdown into bands IC Level and Fee Range in USD IC-A 4,000 8,000 IC-B 6,000 12,000 IC-C 9,000 18,000 IC-D 13,500 27,000 Band Low High Low Mid High Low Mid High Low Mid Low Mid High High Daily Fees in USD ,000 1,000 1,150 1,150 1,350 Monthly Fees in USD 4,000 6,000 6,000 8,000 6,000 8,000 8,000 10,000 10,000 12,000 9,000 12,000 12,000 15,000 15,000 18,000 13,500 16,500 16,500 20,000 20,000 23,000 23,000 27,000 Number of points Page 34 of 61

35 In setting the base fee, the following factors shall be taken into account: a) IC level The IC level as reflected in the Contractor s TOR will determine the range within which the fee will be set, i.e. the absolute minimum and maximum fee to be paid. Under no circumstances the fee shall exceed the absolute maximum fee of the relevant IC Fee Ranges as specified in tables 4 and 5 under paragraph b) Cost of Living up to 30 points This element shall be based on the UN post adjustment applicable to the duty station at the time of fee setting: 0 points shall be assigned when UN post adjustment applicable to the duty station is 30% or below. Per 0.5 points will be added for each per cent (1%) above 30%. The information about the UN post adjustment applicable to the duty station can be found at c) Hardship - up to 20 points This element shall be based on the UN hardship classification and R&R frequency of the duty station at the time of fee setting. Hardship: 0 points for H, 3 points for A, 6 for B, etc. R&R: 1 point for 6 months, 2 points for weeks, 4 points for 8 weeks and 5 points for 6 weeks. The information about the UN hardship classification applicable to the duty station can be found at d) Hazard up to 20 points This element shall be based on the UN security phase at designated duty station at the time of preparation of Contractor s TOR and fee setting: 10 points will be allocated for Phase III, 15 points for Phase IV and 20 points will be allocated for Phase V. If Contractor s designated duty station is in Phase III area, but his/her work requires work related missions to areas of greater hazard, i.e. Phases IV or V, the points will be allocated according to the highest security phase applicable to the areas where the Contractor will have duty related missions When it is found that the calculated base fee does not take into account all relevant elements, the second step in the fee setting methodology may be applied to consider additional elements in the fee setting. The additional elements must each be clearly justifiable, and the UNOPS Hiring Unit must establish the relevance of the element(s) considered as compared to the tasks to be performed and the value that it brings to the objectives to be achieved. The additional elements that may be considered under the second step of the fee setting methodology are: a) Deviating working hours up to + / - 10 points The standard working hours at the duty station if it deviates from a 40 hour work week may justify a higher fee (when standard work week is more than 40 hours) or a lower fee (when standard work week is less than 40 hours). A 44 hour work week (for duty stations where 5.5 days work week is established) shall warrant allocation of extra 5 points and a 48 hour work week (for duty stations where 6 days work week is established) shall warrant allocation of extra 10 points. Similarly, a 36 hour work week (for duty stations where 4.5 days work week is established, if any) shall warrant deduction of 5 points and a 32 hour work week (for duty stations where 4 days work week is established, if any) shall warrant deduction of 10 points. Contractors working less than 32 hours per week on average per month, i.e. 16 or less working days per month shall have part-time status and provision of this paragraph shall have no affect on such deployments. b) Availability 0 or 5 points Highly specialized expertise may have a higher value on the labour market than expertise which is readily available. c) Short-term deployment 0 or 5 points Short-term assignments of 1-2 months may justify a higher fee, as the cost of living on such assignments can be relatively high compared to longer-term assignments. Page 35 of 61

36 In some cases, it may be necessary to add an additional element to the fee in order to reward selected Contractor s relevant education (degrees) and relevant work experience in excess of the required minimum for the specific IC level. For example, an IC-B requires a Masters degree in a relevant field and min. 5 years of relevant experience, and if the person identified as the best candidate holds a PhD in a relevant field and 10 years of relevant experience, additional points may be added. a) Relevant education in excess of the required minimum 0 or 5 points b) Relevant work experience in excess of the required minimum 0 or 5 points Education as well as work experience must be relevant for the assignment for which the Contractor is being considered in order to count towards a specific international IC level, and: a) When calculating work experience, a maximum of twelve (12) months of relevant work experience will be acknowledged for any one (1)-year period, regardless of whether work was performed simultaneously for multiple companies. b) Part-time work during college or university studies will not be counted, unless the Contractor was studying by distance learning or taking evening classes LC Fee Ranges Fees for LCs shall be based on the local market rate for similar work of comparable quality, complexity, and difficulty and shall take into account availability of local labour with the required levels of skills and competencies As an indicator of local market rates, UNOPS Hiring Units shall refer to UNDP s local service contract (SC) salary scales or, when UNDP SC scale is not available, shall develop LC Fee Ranges using the methodology outlined in the Methodology for Local ICA Fee Setting In cases where a UNDP SC scale is not available and where the number of LCs is so low that it does not justify the development of a new LC Fee Range, the UNOPS Hiring Unit may use other methods determined locally for establishing local market rates Fee Setting for LCs Fees for LCs are set according to the principles outlined in paragraphs and , and may additionally take into account the following elements: (i) Pension-related cash compensation (up to 10% of the contract amount, as applicable in the duty station country); (ii) Income taxes levied by national authorities (when the national authorities have not exempted LCs from such tax), (iii) Any other relevant expenses related to the performance of services under the Agreement and respective Call-Off Contract(s) The following principles shall apply to determining LC fees: (i) Similar pay for similar work; (ii) Fees for similar work may vary from one duty station to another within the same country or between countries based on local market rates; (iii) Education and work experience must be relevant to the assignment for which the Contractor is being considered in order to count towards a specific Contractor level; (iv) When calculating work experience, a maximum of twelve (12) months of relevant work experience will be acknowledged for any one (1)-year period, regardless of whether work was performed simultaneously for multiple companies; 11.5 Hazard Allowance UNOPS recognizes that hazardous conditions at duty stations expose Contractors to certain risks. To compensate suitable Contractors to work under such conditions, the following provisions apply: Page 36 of 61

37 a) For ICs: The fee takes into consideration the hazardous conditions at the duty station (see paragraph c) above), therefore Hazard Allowance as described below does not apply; b) For LCs: A Hazard Allowance applies and shall be paid in addition to the established fees LCs are eligible to receive the Hazard Allowance only for the days they are required to work and actually do so The Hazard Allowance equals to twenty-five (25) per cent of the net mid-point of the applicable remuneration scale (UNDP Service Contract Salary Scale or UNOPS LC Fee Scale, whichever is used to set the fee in the specific case). To establish the daily rate of the Hazard Allowance for LCs the following shall be used: (i) add the total monthly net remuneration at the lowest level/step and the total monthly net remuneration at highest level/step (not including long-service step, if any) of the local remuneration scale to get a value A ; (ii) divide A by 2 to get value B ; (iii) multiply B by 0.25 to get value C ; (iv) to arrive at the daily Hazard Allowance rate, divide C by the average number of working days in a month (see for average number of working days in a month) Whenever there is a change in the local remuneration scale, the Hazard Allowance shall be recalculated. The effective date of the new rate is the same effective date of the revised remuneration scale Hazard Allowance shall not be considered part of the Contractor s fee, and shall therefore be included in the respective Call-Off Contract as a separate reimbursable expenses line providing a cap amount that shall be set as best estimate calculated in line with the provisions of paragraph Contractor s CEC shall have a provision for payment of Hazard Allowance, but shall not specify any amount. Payment of Hazard Allowance, calculated in accordance with paragraph shall be made separately from Contractor s fee as per the provisions of paragraph Adjusting the Fee Once a Contractor s fee has been set it remains unchanged throughout the entire contracted period, including any amendments. To avoid needing multiple competitive selection processes for the same job, initial probationary contracts at lower fees shall not be used Notwithstanding the previous paragraph, an adjustment or change in the fee is possible in a few specific circumstances when certain conditions have been met (any such adjustment will require a prior amendment to the respective Call-Off Contract under the Agreement). (i) Inflationary increases, when justified, will be allowed in conjunction with contract extensions after one (1) year at the same fee rate. Comparators to be used for determining the inflationary increase shall include, but will not be limited to: ICSC salary scales and published inflation rates. (ii) For LCs, adjustment of the fee will be permitted in conjunction with local pay scale updates whereby the Contractor remains at the same level, but will be remunerated according to the new pay for that same level. Such adjustment shall normally take place only once per year. The local pay scale can be local UNDP Service Contract Salary Scale, the LC Fee Range, or any other salary scales upon which basis the fee for the IC was initially determined. Such adjustment is permitted in all cases where required to harmonize local fees within a specific duty station or project. Page 37 of 61

38 11.7 Payments for the Contractor s services The standard method of payment for the Contractors services under the Agreement and respective Call-Off Contract(s) shall be the output-based method Contractors may be paid on a daily or monthly basis, as specified in their CEC, and payments shall always be made based on satisfactory performance of services confirmed by their respective UNOPS Managers The formula to be used for computing the payment of fees for Contractors shall depend on the CEC issued in accordance with the Agreement and respective Call-Off Contract(s). The calculation formulae to be applied for each of the three payment bases: retainer, monthly and daily is presented below: (i) Retainer CEC The contract specifies a unit price (e.g. amount per hour, amount per day or amount per month), and payments are made to the Contractor as follows: Unit price x no. of units worked = payment For example: Fee is USD 11.5 per hour, Contractor has worked 30 hours in a month, payment is USD 11.5 * 30 = USD 345. (ii) Regular CEC of Less Than One Month The CEC specifies a daily fee, and payments are made to the Contractor as follows: Daily fee x number of days worked = payment (iii) Regular CEC of One Month or Longer The CEC specifies a monthly fee, which is payable to the Contractor for all full calendar months, i.e. calendar months where there are no unpaid days. Such monthly payment is payable regardless of the fact whether a particular calendar month has less than average number of working days or more than average number of working days. The monthly fee shall be calculated calendar month by calendar month, not from a date in a given calendar month to a date in the following calendar month. For example: if a Contractor is deployed to work from 15 June to 14 August of a given year for a monthly fee of X USD per month, Contractor s monthly fee shall be paid in three (3) instalments, first and second being at the end of first and second calendar months and the third payment being upon satisfactory completion of the contact. The monthly fee payable for June and August shall be calculated as per the below given formulae whilst full monthly payment shall be paid for the month of July. For the purpose of calculating the monthly payment for a partially worked calendar month, unpaid days shall include any day in the calendar month for which the Contractor is not entitled to payment according to his/her CEC. Normally, unpaid days are days of unpaid leave during the contract period, as well as working days and UN Holidays within the calendar month that fall outside of the contract period, i.e. days of the month preceding the start date of the CEC and days of the month following the completion date of the CEC. When there are unpaid days in a given calendar month, payments are made to the Contractor as follows: Page 38 of 61

39 Monthly fee (monthly fee/21.75) x unpaid days = payment In cases where the agreed work week is other than five days, the appropriate average number of working days per month, as shown in paragraph (ii) must replace The calculation formulae above is only applicable when there are unpaid days in a given calendar month. The in the formulae above is the average number of working days in a month when working a five-day work week, and is derived as follows: Days in a year: 365 Weekend days in a year: 104 Working days in a year: = 261 Average no. of working days in a month: 261/12 = UN holidays are included as working days in the above formula, and will normally be counted as a paid day when they fall within the contract period (please refer to section 5.3 UN Holidays and Weekends ). Weekend days are neither counted as unpaid nor as paid days as they have already been deducted in the above formula in order to reach the average number of working days in a month The fees for part-time Contractors shall be calculated on a pro-rata basis based on the number of actually worked days per month. The following principle shall be followed in order to count the number of actually worked days: (i) Presence at work for two (2) hours or longer and up to four (4) hours shall be counted as one half (0.5) day. (ii) Presence at work for more than four (4) hours shall be counted as one (1) full day. If part-time Contractor s CEC specifies a daily fee, such daily fee shall be paid as per the formulae specified in paragraph (ii) for each full day worked and 50% of the daily fee shall be paid for a half day worked. If part-time Contractor s CEC specifies a monthly fee, pro-rated payment shall be calculated according to the formulae provided in paragraph (iii) For all CECs, fees shall only be paid for those days that fall within the contract period and payments made against a CEC must never exceed the awarded Call-Off Contract amount The Call-Off Contract under the Agreement and the respective CEC shall specify currency of payment, and payments will be made in the currency specified in the CEC. LC fees are to be paid in the currency of the duty station country. IC fees may be paid in hard currency, preferably in US dollars Payment in a hard currency such as US dollars or in the local currency equivalent of US dollars may be necessary in situations of highly volatile local economic conditions or civil unrest. The currency of the local salary scale of the UN ( shall be used to determine the currency of payment Payment to bank accounts outside the Contractor s country of residence is not permitted when this circumvents local laws barring payment in other than the local currency or to bank accounts outside the Contractor s country of residence The final payment under a CEC shall not be released without prior certification by UNOPS that Contractor s performance has been satisfactory and work has been completed. For more information, please refer to paragraph 11.9 below. Page 39 of 61

40 Unsatisfactory performance or failure to provide the services envisaged in the Contractor s TOR shall be brought to the attention of the Consultant and payment(s) of all or part of the amounts which may be payable to the Consultant for the Contractor s services shall be suspended or cancelled Taxes on Income Fees are expressed in gross amounts and the Consultant and its Contractors are responsible for payment of any taxes that may be levied on the fees received from UNOPS. UNOPS has no liability for taxes, duties, or other fees levied on the Consultant or its Contractors in connection with remuneration under the Agreement and respective Call-Off Contract Performance Evaluation Contractors shall be deployed in recognition of their skills and expertise to perform a specific task or deliver a specific piece of work. As such, the outputs and overall performance of Contractors shall be monitored and documented by UNOPS on a regular basis to ensure that contractual obligations have been fully met Regular performance related discussions shall take place between the Contractor and the UNOPS Manager, and satisfactory performance shall be certified prior to payment of any fees When the total duration of a contract and its amendment(s) is below one year, satisfactory performance is certified on the Monthly Attendance Record (please see Annex II-D). In addition, when the cumulative duration of the CEC and its amendment(s) is three months or longer, a Performance Evaluation Report shall be prepared by the Contractor and his/her UNOPS Manager prior to Contractor s CEC completion date either for certification of Contractor s final payment or for granting further extension of the CEC for the Contractor s services Contractor s Performance Evaluation Reports are confidential and shall be maintained in the Contractor s personnel file by the Consultant. In case of re-deployment of a former Contractor under any other UNOPS project, former Contractor s Performance Evaluation Reports shall be presented to the requesting UNOPS Hiring Unit for review Certification of payment The Contractors shall complete the required UNOPS Monthly Attendance Record (Annex II-D) for confirmation of their presence at the assigned duty station, following the schedule specified in the respective Call-Off Contract under the Agreement and Contractor s CEC. The Monthly Attendance Records shall be certified based on Contractors satisfactory performance (output-based method) by the UNOPS Manager to whom the Contractors report. The original Monthly Attendance Record shall be attached to the Consultant s monthly invoices ENGAGING CLOSE RELATIVES OF UN PERSONNEL Husbands/wives of UNOPS personnel may be deployed under the Agreement and respective Call- Off Contract(s), provided one spouse is not UNOPS Manager for the other Contracting close relatives of UNOPS personnel (father, mother, son, daughter, brother or sister) may be considered on an exceptional basis, and only where another person equally qualified cannot be deployed. Notwithstanding the foregoing, the UNOPS Hiring Unit shall at all times ensure adherence to the requirements in the Staff Regulations and Rules and UNOPS Procurement Manual relating to conflict of interest. Page 40 of 61

41 13.0 TERMINATION OF CONTRACTORS 13.1 The termination of the Contractor s service can be the result of a mutual consent of UNOPS and the Consultant or by a unilateral decision, for convenience or for cause Either party may terminate the Contractor s services under the Agreement and respective Call-Off Contract at any time for convenience by notifying the other party in writing of its intention to do so. The notice period is: Two (2) calendar days for Contractors deployed for a period of less than one (1) month; Seven (7) calendar days for Contractors deployed for a duration ranging from one (1) month to but less than - six (6) months; Fourteen (14) calendar days for Contractors deployed for a duration of six (6) months or more but less than one year; Thirty (30) calendar days for Contractors deployed for duration of one (1) year In the event that a Contractor s services are terminated by the Consultant at UNOPS request for convenience before the expiration date of the respective Call-Off Contract under the Agreement, the Consultant shall be compensated for the Contractor s services on a pro-rata basis as provided in paragraph In the event that the termination of a Contractor s services is effected by the Consultant (including the Contractor him/herself), or in the event of a termination as provided in 13.5 below, it shall be the Consultant s responsibility to cover the travel expenses referred to in section 7.2 for the replacement Contractor UNOPS may request termination of any Contractor s services with immediate effect for cause (as determined by UNOPS) which may include, inter alia: any breach of the terms and conditions of the Agreement and respective Call-Off Contract; or any violation of the standards of conduct (see section 4.2 above) In the event of termination of the Contractor s services on the grounds of cause, UNOPS reserves the right to suspend all pending payments to the Consultant for the Contractor s services. UNOPS will pay only for payments already rendered in accordance with the Agreement and respective Call-Off Contract and suspend further payments In the event that a Contractor s services is either terminated at UNOPS request or the Consultant removes the Contractor before the expiry date of a Call-Off Contract under the Agreement, removed Contractor s leave days will be prorated according to actual period served under the Agreement and the respective Call-Off Contract and excess leave will be deducted from the final payment due for the Contractor s services Additional costs incurred by UNOPS resulting from the termination of the Contractor s services by the Consultant (including the Contractor him/herself) may be withheld from any amount otherwise due to the Consultant from UNOPS When a CEC is terminated by resignation of the Contractor, there shall be no automatic expectation to exhaust his/her leave balance during the notice period In the event of any termination of the Contractor s services, upon receipt of notice of termination issued by UNOPS to the Consultant, the Contractor shall, except as may be directed by UNOPS in the notice of termination to the Consultant or otherwise in writing: (a) take immediate steps to bring the performance of any obligations under the Agreement and respective Call-Off Contract(s) to a close in a prompt and orderly manner, and in doing so, reduce expenses to a minimum; (b) refrain from undertaking any further or additional commitments under the Agreement and respective Call- Off Contract(s) as of and following the date of receipt of such notice; (c) deliver all completed or partially completed plans, drawings, information and other property that, if the respective Call-Off Contract under the Agreement had been completed, would be required to be furnished to UNOPS thereunder; (d) complete performance of the work not terminated; and (e) take any other action that Page 41 of 61

42 may be necessary, or that UNOPS may direct in writing, for the protection and preservation of any property, whether tangible or intangible, related to the Agreement and respective Call-Off Contract(s) that is in the possession of the Contractor and in which UNOPS has or may be reasonably expected to acquire an interest. Page 42 of 61

43 ANNEX II-B SAMPLES OF CONTRACTOR S TERMS OF REFERENCE PROJECT MANAGER (CONSTRUCTION WORKS) General description of duties: The Project Manager will be responsible for the successful implementation of the assigned project(s) including oversight management and coordination of all administrative and technical aspects of the assigned project(s) in compliance with UNOPS policies and procedures. The Project Manager will be required to travel throughout the Country of Service to oversee the implementation of the different components of the assigned project(s). Specific responsibilities of the Project Manager will include the following: Conduct planning and budgeting practices to create Project plans containing all facets of the Project; Finalizing the designs for structures (horizontal or vertical) with the assistance of the professional advisors and technical personnel in consultation and concurrence with all the stakeholders and overseeing the preparation and approval of detailed technical specifications, Bill-of-Quantities, Bid documents duly adopting the most cost-effective and efficient mechanisms; Providing effective assistance in the procurement process encompassing pre-qualification of the bidders, floating of bids, receipt, and evaluation of bids and making appropriate recommendations to the Program Manager in conformity with UNOPS Procurement Rules and Regulations; Initiating advance measures for site preparation and quick inception of construction activities; Leading and supervising contracted firms and international construction supervisors on site ensuring that they meet the highest standards expected by UNOPS and timely execution of different elements of construction; Leading the project implementation team and training national engineers in process of development and strengthening of control tools for project management and contract administration; Advising, mentoring, and supervising the national engineers on good construction practices and on possible solutions to problems as and when they arise; Reviewing the material used by contracted firms for compliance with BoQ and specifications and refer to UNOPS Architect for approval where required and to technical laboratory where appropriate; Maintaining the site diaries and progress reports as required by UNOPS Standard Operating Procedures; Reviewing the existing practice by contracted firms and make recommendations, where remedial action is required, that will increase the safety and quality in all new and reconstruction projects; Assess the work of contracted firms periodically, measure the completed work and make recommendations to the Program Manager for payments to contracted firms; Conduct periodic project review meetings and furnish weekly progress reports to the Program Manager; Perform any other duties assigned by UNOPS. Reporting The Project Manager will report directly to the UNOPS Program Manager or his nominated representative for the particular works. Qualifications/Experience/Skills: Masters of equivalent degree in Civil Engineering or any other related field; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Minimum 11 years of progressively responsible experience in construction of either vertical or horizontal structures; Profound experience as a Project Manager with previous exposure in developing countries involving high risk environments; Working knowledge of Microsoft Office programs; Fluency in written and spoken English; Knowledge of UN/UNOPS policies and procedures will be a definite advantage. Page 43 of 61

44 CONSTRUCTION SUPERVISOR General description of duties: As Construction Supervisor the Contractor will be responsible for (i) managing the construction & rehabilitation works associated with vertical and horizontal construction and rehabilitation projects as directed by UNOPS; and (ii) providing engineering inputs as required for other projects that are being implemented by UNOPS. Projects include the construction of roads, buildings and irrigation works using contracted firms and community labourers. Related specific responsibilities: The Construction Supervisor will regularly travel throughout the Country of Service for the supervision of works as instructed; Latest construction management principles are to be implemented that will ensure the constructions works are completed on time, within budget and to the required quality; Any delays or cost overruns that can either be prevented or mitigated are to be quickly reported and suggested acceptable solutions to be implemented; Close monitoring and on-site supervision of the works is to be undertaken, including the contract administration for the works, and technical advice and assistance to contracted companies and labour; Measurement and recommendation for payment is to be given for completed works; Provide training and technology transfer to national personnel and contractor s personnel and advise on good construction practices; Advise on good environmental practices and controls during construction and mitigate environmental impacts of the works; Advise on correct safety standards and create awareness amongst contracted firms and Construction Supervisors of their responsibilities to the public and work associates; Any other business as assigned by the Project Manager. Reporting: The Construction Supervisor will report directly to the UNOPS Project Manager (or his nominated representative for the particular works). Qualifications/Experience/Skills: Masters of equivalent degree in Civil Engineering or any other relevant field; additional years of relevant work experience, preferably in combination with a relevant bachelor s degree, may substitute for the requirement for a master s degree; Minimum 5 years of construction supervision experience working on projects related to roads and buildings construction; Experience in developing countries with similar conditions and development stage to those of Countries of Service will be an advantage; Fluency in spoken and written English. ROAD DESIGN ENGINEER General description of duties: The Road Design Engineer will provide the Project with quality engineering design services and advice for rehabilitation, renovation and construction of assigned projects. The Road Design Engineer will be required to travel throughout the Country of Service to audit construction conformance with design intent and to ensure the interests of both UNOPS and the stated client are adhered to by the UNOPS contracted firm. The Road Design Engineer will be responsible for: Providing design and drafting services for roads design team for the preliminary and detail design phases of a project; Page 44 of 61

45 Preparing drawings in accordance with UNOPS and the Host Government and internationally recognized standard formats; Preparing design drawings using AutoCAD or similar type software; Reviewing design and drafting works completed by colleagues or other parties for compliance with original design intent, UNOPS and Host Government standards and internationally recognized best practice; Interpreting survey results into technical drawings; Promoting and improving professional standards for road engineering design; Undertaking design duties as assigned by the UNOPS Project Manager; Undertaking any other duties as assigned by the UNOPS Project Manager. Technical Support: The Road Design Engineer is responsible for contributing to Capacity Building on the part of UNOPS by: Mentoring and guiding National CAD operators; Auditing of on-site construction against intent of the road design and reporting findings to the QC/QA Engineer; Advising and supporting the Project Manager and the QC/QA Engineer on any technical design issues arising from the projects; Advising the Project Manager on project design in all projects. Reporting: The Road Design Engineer will report to the UNOPS Project Manager but may also be required provide individual and specific reports to Project Engineers. Qualifications/Experience/Skills: Masters or equivalent degree in Architecture, Civil Engineering or any other related field; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Minimum of five (5) years of progressively responsible experience in engineering and road design related assignments; Profound knowledge of at least one internationally recognized Road Design Standards; Good knowledge of AutoCAD or other computer based design packages; Excellent written and spoken English; Proven ability to work as part of a team; Ability to travel and live in regions where risk may extend from high to extreme levels; Previous experience in developing countries with similar conditions and development stage to those in Countries of Service under consideration will be an advantage; Previous UN experience will be an advantage; QUALITY CONTROL/ASSURANCE ENGINEER General description of duties: The QC/QA Engineer will create, prepare and implement the QC/QA plan and any associated and relevant directives and instructions needed to support the plan. The main duties will be to develop and manage the quality control and quality assurance procedures and ensure contracts for the rehabilitation of the roads are up to the specifications. Specifically the QA/QC Engineer will: Develop written procedures for quality control/quality assurance; Perform needed tests on site and in the laboratory to ensure conformity of material and works according to the contract specifications; Supervise construction works contracts including quantity measurement, quality, variation and payments; Ensure that contracted firms comply with works specifications; Page 45 of 61

46 Establish and maintain procedures to develop standard documentation for construction works and quality control and assurance for the projects; Review the existing standard documentation for the UNOPS Operations Centre and propose any improvements deemed necessary; Develop standard quality control procedures to be performed by the contracted firms; Develop a procedure to establish norms to define the project-alternatives that will be evaluated for each construction task. Preferably many project-alternatives should be evaluated for each construction task, but, as a minimum, two project alternatives must be evaluated; Assess work activities for which labour-based construction methods are appropriate and for those sections where heavy machinery is appropriate; Review of the bidding documents, Bill of Quantities and the contract documents for each section of the construction task; Define a procedure for using the cost norms to establish the cost of rehabilitation and maintaining the construction task; Supervision of the contracted firms in the implementation of the work as necessary; Perform any other duties deemed necessary by the UNOPS Project Manager. Reporting: The QC/QA Engineer will report directly to the UNOPS Project Manager and to those persons as directed by UNOPS Project Manager from time to time. The QC/QA Engineer will submit monthly written progress reports to UNOPS and other project stakeholders as required. Qualifications/Experience/Skills: Masters or equivalent degree in Civil Engineering or any other related field; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Minimum five years of relevant experience in projects related to roads and buildings construction; Fluent in spoken and written English; Ability to live in remote and harsh environments; Previous experience in developing countries will be an asset, especially in post-conflict countries where the risk level may extend from high to extreme; DRAINAGE ENGINEER (ROADS CONSTRUCTION) General description of duties: The Drainage Engineer will provide UNOPS with sound technical and practical advice for road drainage structures including but not limited to culverts, drains, siphons, fords, retaining walls, and small scale bridges. Primary focus is practical on-site application for the adjustment or addition of drainage, retaining and associated features to meet the constraints of site and intent of road design. The Drainage Engineer will be travelling to regional offices to assess and recommend directly to the Regional Engineer to ensure that road building efforts are well protected and catered for in terms of drainage. Further, the Drainage Engineer will ensure harmony between community irrigation requirements, attempting where ever possible to moderate community desires with actual needs, and to ensure that such features will also not be detrimental to the road building effort. The Drainage Engineer is responsible for: Reviewing and advising on drainage and irrigation features to UNOPS engineering teams and contracted firms; Writing formal reports to the on UNOPS Project Manager on the visit findings and recommendations; Planning field visit itineraries consistent with routine project demand and the affect of weather conditions on road structures and the surrounding land; Page 46 of 61

47 Having a sound understanding of road ancillary features and how best to practically apply them in a post-conflict environment; Considering the economy of recommendations in order to achieve best value for money against the effectiveness of recommended road structures; Sourcing, researching, analyzing and documenting historical hydrological information from Ministries, NGO s, UN Agencies and Communities. Using this information for drainage design and construction recommendations to the design personnel; Undertaking any other duties as assigned by the UNOPS Project Manager. Technical Support: The Drainage Engineer is responsible for contributing to Capacity Building on the part of UNOPS by: Recommending to the projects design teams on design improvements for common drainage and retaining structures; Providing on-site advice to the UNOPS engineering teams and contracted firms for drainage and retaining features; Collating and documenting base information (particularly historical data) for drainage design and construction recommendations; Reporting: The Drainage Engineer will report to the UNOPS Project Manager but may also be required provide individual and specific reports to Project Engineers. Qualifications/Experience/Skills: Masters or equivalent degree in the related field; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Profound knowledge of hydrology and water patterns; Minimum of five (5) years of relevant experience in road construction projects; Excellent written and spoken English; Proven ability to work as part of a team and excellent management skills; Willingness to travel to remote and isolated areas, especially into regions deemed to be high to extreme risk for safety and security; Previous UN experience would be an advantage. DEMINING SUPERVISOR (ROAD CONSTRUCTION PROJECTS) General description of duties: The Demining Supervisor will provide the Project with quality demining services and advice for effective implementation of the assigned projects. The Demining Supervisor will be required to travel throughout the Country of Service to oversee conformance of the demining operations with IMAS and the Country specific Mine Action Standards. Responsibilities: Exercise supervisory skills over all demining activities as directed by UNOPS and keeping oversight on all UNOPS demining activities throughout the Country of Service; Develop, manage and control the Mine Action location for the road reconstruction allocated; Regular liaison and coordination of actions with the road reconstruction contracted firm; Develop and implement the Survey and Clearance Workplans to ensure that clearance remains ahead of the road reconstruction teams; Monitor all mine action operations related to the reconstruction of the road to ensure adherence to the Statement of Works, the Survey and Clearance Workplan, IMAS and the Country specific Mine Action Standards; Request for additional resources and assets to ensure timely completion of the work plan, whenever necessary; Page 47 of 61

48 Inspect, monitor and evaluate technical aspects of the Mines Survey and Clearance activities in operations; Compile monitoring reports after visiting operations and provide the UNOPS Project Manager and other controlling bodies as required with monthly summary on the mine action support operations for reconstruction of roads and building sites; Investigate all mine incidents and accidents and provide the UNOPS Project Manager with the comprehensive report within 7 days after the occurrence of the incident/accident; Provide technical advice to the UNOPS Project Manager on use and deployment of assets in the mine action support operations for reconstruction of roads or building sites; Train the national personnel in field operations supervision and management; Perform any other task designated by the UNOPS Project Manager. Reporting: The Demining Supervisor will report directly to the UNOPS Project Manager; Progress Reports are to be provided on a regular basis or as requested by the UNOPS Project Manager, and as required in case of any incidents. Qualifications/Experience/Skills: Proven mine action expert with the associated qualifications or equivalent experience. Military experience is a definite advantage; At least five years of field experience, preferably in humanitarian mine action programmes in post conflict countries of low to high risk; Thorough knowledge of the IMAS, demining SOPs, technical and safety procedures; Thorough knowledge of all demining and explosive ordnance equipments and techniques manual, mine detection dogs and mechanical systems; Qualified in accident investigation procedures and report writing; Proven leadership qualities in high risk and high demand environments preferably in post conflict countries; Excellent negotiation and interpersonal skills and ability to work in a multi-national environment; Fluent in spoken and written English; Computer literate. LOGISTICS COORDINATOR General description of duties: Working with the Project Manager, Security Coordinators and Regional Engineers, the Logistics Coordinator will oversee and manage the logistics operations activities of the project with regards to requirements of the project for: premises (contracting, rehabilitating and maintaining), ground and air transportation, inventory, records keeping, movement of equipment and stores, petty cash accounting and disbursements. Responsibilities: Preparation of logistics plans to support all relevant operations within the assigned project(s); Establish and maintain project offices sufficient to support their needs and in full compliance with applicable security regulations; Oversee recruitment of stores handling personnel and office support personnel as required by the UNOPS in respective Country of Service; Coordination of the timely payments to all personnel under direct supervision; Assistance in provision of logistics support to other UNOPS personnel by arranging land and airtravel including arrangement of security clearance for daily/weekly missions; Maintenance of equipments inventory; Management of programme and project transport requirements; assign duties to drivers ensuring timely services, issuing fuel, recording log-books and maintenance and repair/recovery of vehicles; Ensure that regular radio reporting procedures are maintained consistent with local security measures; Page 48 of 61

49 Maintenance of accurate stores records and accounts through sound audit and stock-take procedures; Performance of any other duties as required by the UNOPS designated manager. Reporting: The Logistics Coordinator will report directly to UNOPS designated manager and will be providing regular progress Situation Reports and will prepare information notes and updates as required by the UNOPS designated manager. Qualifications/Experience/Skills: Masters of equivalent degree in Business Administration or any other related field; additional years of relevant work experience, preferably in combination with a relevant bachelor s degree, may substitute for the requirement for a master s degree; Minimum 5 years of experience in the field operations and logistics preferably within UN or a military organization; Excellent knowledge of computer applications especially the Microsoft suite of programs; Excellent interpersonal skills and ability to work in a multi-stakeholder environment; Fluency in oral/written English; Knowledge of the UN/UNOPS policies and procedures will be a definite advantage. FACILITIES MANAGER General description of duties: Working with the UNOPS logistics personnel, the Facilities Manager will manage and oversee the functions and activities of a base or field-camp facility including, but not limited to, facilities security, logistics, budgets, personnel management, ground and air transport support, re-supply, basic contracting, stores and equipment inventorying, premises (contracting, rehabilitating and maintaining), record keeping, petty-cash accounting and disbursements. Related specific responsibilities: Establish and maintain a base or field-camp facility sufficient to support various project needs in full compliance with relevant security regulations; Oversee recruitment of support personnel as required by the project(s); Coordinate the timely payment to all support personnel under direct supervision; Plan, assist, arrange, and implement the provision of logistical support to the project offices located within the base or field camp facility; Conduct the routine and ongoing running of all systems within the facility including overseeing any contracted firm s activities within the facility; Assist in maintaining the equipment inventory by conducting regular and random checks of the equipment and other valuable items; Arrange land and air-travel including arrangement of security clearance for all incoming and outgoing missions; Manage transport requirements; assign duties to drivers ensuring timely services, issue fuel, recording log-books and maintenance and repair/recovery of vehicles; Ensure that regular radio reporting procedures are maintained consistent with local security measures; Address all maintenance problems within the facility; Maintain a reasonable and acceptable standard of health and hygiene through the effective management and maintenance of facility utilities; Perform other duties as required by the UNOPS designated manager. Reporting: The Facilities Manager will report to the UNOPS designated manager. Page 49 of 61

50 Qualifications/Experience/Skills: Masters of equivalent degree in Business Administration or any other related field; additional years of relevant work experience, preferably in combination with a relevant bachelor s degree, may substitute for the requirement for a master s degree; Minimum 5 years of experience in the field operations and logistics preferably within UN or a military organization; Excellent knowledge of computer applications especially the Microsoft suite of programs; Excellent interpersonal skills and ability to work in a multi-stakeholder environment; Fluency in oral/written English; Knowledge of the UN/UNOPS policies and procedures will be a definite advantage. SECURITY COORDINATOR General description of duties: The Security Coordinator will effectively implement all appropriate risk management strategies, related to the safety and security of UNOPS, and the protection of UNOPS assets in mission. Specifically, he/she will be responsible for the management, implementation and oversight of all security operations in support of UNOPS personnel and UNOPS activities. Responsibilities: Ensure all functions mentioned below are carried out in an efficient and effective manner whilst providing maximum security support to field operations; Manage and coordinate security operations ensuring that security procedures are implemented and followed as per the UNOPS Country Security Standard Operating Procedures (SOPs); Coordinate all emergency/crisis management assets providing a timely and coherent response to incidents as they arise; Provide additional operational support and guidance to the UNOPS regional security teams as required; Liaise with and report to the UNOPS Country Chief of Security to ensure that all relevant security information is disseminated in a timely manner to the appropriate UNOPS offices, their personnel and other stakeholders as required; Develop a working relationship with UNDSS personnel and a comprehensive working knowledge of the UN Security system; Work closely with the UNOPS, Chief of Security to develop an effective security plan to support UNOPS operations. Be able to develop a security plan for UNOPS to support all projects and activities within the Country of Service; Task and guide UNOPS regional security teams and personnel to conduct security assessments and threat analysis as required, and where necessary provide feedback on proposed mitigation strategies for country and regional specific threats; Assist in the design and implementation of project related security strategies, security policies/standards and establish a concrete course of action for their implementation and review; Liaise with the OC Security Department to ensure that UNOPS and UNDSS training procedures and policies are implemented within the project to an acceptable standard; Maintain close links with Logistics, Operations and other key stakeholders to ensure that all UNOPS projects are implemented with the highest degree of personnel safety and security; As required and in coordination with the UNOPS Chief of Security, manage administrative, logistic and budgetary issues related to mission safety and security programs/procedures; Manage indigenous security and Police forces, conduct limited training and administration for them, and deploy them as part of the overall security plan consistent with UNOPS needs; Offer leadership, management and tactical guidance to the International Security contracted personnel and national security contracted personnel; Perform other duties as assigned by the UNOPS Program Manager or OC Chief of Security related to personnel safety and security. Page 50 of 61

51 Reporting: The Security Coordinator will report to the UNOPS Operations Centre Director or any other UNOPS designated manager. Qualifications/Experience/Skills: Solid military or police academy qualifications with a focus on security and related operations; At least 10 (ten) years of progressively responsible experience in security operations and information management in a police or military environment. Proven operational unit or sub-unit command, personnel mentoring and leadership experience required; Fluency in written and spoken English; Professionalism Excellent skills in information collection and analysis procedures with a view to recognizing potential threats and dangers. An ability to exercise sound and strong management skills in times of crisis and emergencies. Planning and organizing Excellent planning and organizational skills including the production of policy and procedure papers supporting project operations in the country of operations. Communication Ability to provide instructions clearly and concisely both orally and in writing. A high sense of discretion and integrity when dealing with sensitive information. Ability to address publicly small and large groups of people. Judgment and Decision Making High degree of responsibility, initiative, alertness, physical fitness, emotional stability, the ability to prioritize a heavy work load and to delegate accordingly. Demonstrates sound judgment in security operation and information management skills. Client Orientation Professional attitude and the ability to build successful working relationships with contacts outside of the UNOPS project Security Section. Demonstrate an integrated approach and attitude with UNOPS through normal work activities and a thorough understanding of the UN in the country of operation. Technology Awareness High standard of computer literacy and an excellent knowledge of security information related liaison and analysis. SECURITY OFFICER General description of duties: The Security Officer will effectively implement all appropriate risk management strategies related to the safety and security of project personnel, and the protection of assets in projects. Specifically, the Security Officer will promote a high level of security awareness amongst personnel and ensure that security procedures and policies are implemented throughout the country. Responsibilities: Provide security related training to all project personnel prior to deployment and in the field in accordance with the UNOPS Standard Operating Procedures SOPs; Ensure that changes to security policies/standards are disseminated in a timely manner to the appropriate UNOPS offices, their personnel and other stakeholders as required; Develop a close working relationship with UNDSS personnel in the Country of Service and maintain a comprehensive working knowledge of the UN Security system; Conduct security assessments as required, to ensure that effective mitigation strategies have been implemented to counter country-specific threats. Evaluate and test evacuation/emergency plans to ensure they are compatible with existing UNDSS plans; Audit office emergency/contingency plans to ensure effective implementation including rehearsals to assess personnel familiarity with emergency measures; Ensure that UNOPS and UNDSS training procedures and policies are followed and that all training meets recognized standards; Provide training for UNOPS national and international personnel in order to enhance security awareness and promote a solid organizational safety culture; Work closely with the Logistics, Operations and other key stakeholders to ensure that all projects are implemented with the highest degree of personnel safety and security, throughout regions specific to your area of responsibility; Page 51 of 61

52 Provide regular field based training and pro-actively encourage all personnel to follow UNOPS and UNDSS mission security guidelines and procedures; As required and in coordination with the Project Manager and Security Coordinator, manage administrative, logistic and budgetary issues related to mission safety and security programs/procedures including locally hired office personnel and security personnel; Perform other duties as assigned by the Project Manager and Security Coordinator related to personnel safety and security. Reporting: The Security Officer shall work under the supervision and direction of the UNOPS Chief of Security, Security Coordinator or Project Manager, as the organization requires. Minimum Qualifications & Experience Required: Solid military or police academy qualifications with a focus on security and related operations; Additional experience in the United Nations missions, international peacekeeping, humanitarian or emergency operations, strategic security planning/analysis and advanced security training with national or international security agencies or private organizations is highly desirable; At least seven (7) years of progressively responsible experience in security operations and information management in a police or military environment. Proven operational unit or sub-unit command, personnel mentoring and leadership experience required; Fluency in written and spoken English; A high level of computer literacy in Microsoft Office suite of programs; An excellent command of both written and spoken English; Excellent interpersonal, communication and negotiation skills, including ability to collaborate with police, military and government officials on a wide array of security matters; Proven ability to work in difficult conditions and in stressful and high risk environment; Dedication, pro-active/creative thinking, flexibility and aptitude to work in team-oriented structures. FIELD MEDIC General description of duties: The Field Medic will be based and will operate from project locations, which may be in remote and hazardous areas. The Field Medic shall be responsible for health, hygiene and proper medical care of the field based personnel. Responsibilities: Prepare a medical plan for the safety of all personnel in the field. The Medic will have a major input into related security and UN plans for emergencies including evacuations; Ensure that all personnel are trained in basic and advanced field first aid on a regular basis with frequencies not longer than six months; Align all medical practices with the relevant guiding rules and regulations coming from formal medical legislation and UN directives; Take part in training for emergency/crisis situations consistent with stated plans and procedures; Provide additional training to security personnel, and other personnel as can be accommodated; Develop a working relationship with other organizations such as emergency hospitals, medical centres, etc to ensure timely treatment of the personnel when and as required; In conjunction with the community development sections, develop a public relations/community development medical assistance plan for the benefit of local communities whilst Project construction is moving through various areas; Participate in patrol and convoy activities where movement is through high risk areas; Undertake field medical tasks where death or injury may be sustained by Project personnel due to malicious acts including IEDs, shootings, ambushes, etc; Participate in authorized activities where an In-Extremis Support situation exists. Clearance to do this will be through the Project Manager or as stated in Project SOPs. Page 52 of 61

53 Perform other duties as assigned by the Project Manager or the Security Coordinator related to field environmental scenarios. Reporting: The Medic will report directly to the UNOPS Project Manager whereas daily tasking may be undertaken by the Security Coordinator. Status reports on training, health, and critical equipment and stores will be required as designated by the UNOPS Project Manager. Qualifications/Experience/Skills: Masters or equivalent degree in Doctorate in Medicine; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Residency in one of the medical specialties, preferably internal medicine/infectious Diseases or related fields. Training and experience in tropical medicine is highly desirable. At least 5 years of progressively responsible experience in clinical, after residency with some managerial experience. Experience in management of a field medical station; Sound experience and knowledge in: Routine maintenance of personnel health and hygiene; Treatment of minor and major illnesses, sprains, cuts, abrasions, burns; Treatment of heat and cold illnesses; Treatment of major trauma injuries; Suturing; Use of S4 Drugs; Treatment of blast and gunshot injuries; Preparation and selection of correct patient field evacuation means; Commencement and maintenance of IV therapy; Maintenance of airways and introduction of artificial airways; CPR and EAR; Splinting of upper and lower limbs; Breaks; Amputations; Injuries sustained by mines Fluency in written and oral English; Ability to address publicly small and large groups of people; Excellent planning and organizational skills; COMMUNITY DEVELOPMENT OFFICER General description of duties: UNOPS Community Development approach is holistic and cross-sectoral. To enhance the effectiveness and value of the projects and ensure that UNOPS does not focus only on horizontal and vertical structures construction and maintenance, it addresses such diverse issues as mainstreaming of vulnerable groups, infrastructure development, rural development, community planning, etc. Through predominantly field-based involvement in the programme the Community Development Officer (CDO) will be responsible for ensuring that desired impact on the community is achieved, monitored and reported and that community needs and views are reflected and incorporated into a specific project throughout its entire duration. In doing so, the CDO will propose new ways of reflecting, monitoring, reporting and planning for community impact where appropriate, so as to increase programme effectiveness. Based on an understanding that community development cannot take place in isolation of government priorities for reconstruction and development, the CDO will contribute to the identification of community needs through study of relevant international, national, regional and local-level policy documents and through interaction with relevant government structures at all levels, with partner agencies and with community groups, other CDOs and with other OC Community Development structures. The CDO will then Page 53 of 61

54 ensure that needs are brought to the attention of multiple Donor/NGOs/Government agencies in the host country for effective and timely resolution. Responsibilities: Obtains and analyses information and documentation on international, national, regional, district and local-level priorities for Reconstruction and Development and ensures that regional project planning, progress and impact reflect the objectives outlined; Through close cooperation with relevant personnel, partner agencies and through networking activities, builds/strengthens relationships with concerned government, agency and local stakeholders and ensures their participation in all planning, monitoring and reporting of the projects; Through working alongside concerned government structures, ministries and representatives, helps to build capacity of government and community structures, so as to enable them to participate effectively in project planning, monitoring and reporting; Based on an understanding of government, regional and local priorities promote ways of improving monitoring, reporting and planning for sustainable community impact and ensure that all relevant stakeholders, including donors are involved and kept informed, as related to the UNOPS projects; Through close coordination with national Community Development groups and personnel at the regional and local level, promote the collection of qualitative and quantitative information reflecting the impact of the project on the lives of individuals and entire communities in a holistic, developmental way; Assists with the integration of communities, their needs and input into the planning and implementation of the projects; Increases the capacity of local communities, including Community Development Groups, to organize, plan, and develop their communities beyond the construction and maintenance of UNOPS structures; Any other tasks as assigned by the Community Development Manager, as related to the successful implementation and completion of the UNOPS projects. Reporting: The CDO will primarily report to the UNOPS Operations Centre Director or any other UNOPS designated manager as the situation demands. Required Competencies and Knowledge: Knowledge of and experience with rural community involvement, grass root level development in developing countries for the purpose of community based development; Previous experience in developing countries with similar conditions to those in the Countries of Service under consideration will be an advantage; CDO is required to work in field conditions in areas where the risk level could be high to extreme therefore it is necessary that CDO has reasonable experience in such conditions; Previous experience with the UN would be an advantage; Proven ability to work as part of a team; Ability to develop and maintain excellent contacts and working relationships with senior government officials, private sector organizations, donors, and other UN Agencies; Knowledge of capacity development requirements for vertical and horizontal construction projects in areas where community participation and approval is essential and where security may be a significant issue; Willingness to travel throughout the Country of Service; Ability to mentor national personnel and community leaders in post-conflict development strategies. Qualifications/Experience/Skills: Masters or equivalent degree in International Relations or Community Development; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Minimum five (5) years of community development experience; Solid experience in developing countries; Sound strategic planning and Project Cycle Management experience; Good experience in design of Monitoring and Evaluation mechanisms for reflecting impact in a holistic, development, community-focused way; Page 54 of 61

55 Demonstrated experience in mobilization of funds from Donors; Excellent written and spoken English; Previous experience in developing countries with similar conditions to those in Countries of Service under consideration will be an advantage. GRANTS MANAGEMENT OFFICER General description of duties: Under the direct supervision of the UNOPS Project Manager the Grants Management Officer is required to perform the duties and responsibilities related to planning of activities, selection of grantees, implementation of the activities and reporting on the utilization of grant funds for the projects in his/her portfolio. Responsibilities: 1. Planning: Develop NGO grant fund procedures and necessary supporting documentation (Request for Proposals, Evaluation Criteria, NGO Proposal Forms, etc.); Establish and update work plans for the announcement, reception, monitoring and evaluation phases of NGO Grant Funds. 2. Selection: Organize selection panels for NGO proposals, based on UNOPS applicable procedures; Participate in selection panels if needed; Maintain minutes and records of selection panels decisions; Communicate with applicant NGOs regarding selection outcomes. 3. Implementation: Negotiate agreements with selected NGOs on the basis of UNOPS applicable procedures; Maintain documentation on all agreements signed by NGOs; Liaise with Procurement and Finance departments for processing NGO agreements and payments in due time and according to UNOPS applicable procedures; Liaise closely with contracted NGOs for the timely and satisfactory completion of all administrative matters in relation to concluding and implementing projects funded by UNOPS grant funds; Monitor the implementation of the projects funded by UNOPS grant funds; Provide advice and directions to NGOs for solving minor issues in relation to grant project implementation; Seek advice and decision from UNOPS Project Manager for serious issues in relation to implementation of grant projects by NGOs; Advise the UNOPS Project Manager on issues relating to grant management and capacity-building of NGOs where necessary. Reporting: Review and file all reports received from implementing NGOs; Establish and maintain a systematic filing system of key documents in relation to the grant funds; Submit bi-weekly sitreps to the UNOPS Project Manager, participate in the preparation of monthly, semi-annual and annual reports to donors; Contribute to regular project progress reports prepared by the UNOPS Project Manager. Qualifications/Experience/Skills: Master s or equivalent degree in administration, project management, political science or related subject; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; Minimum of five (5) years of experience of work in civil society projects. Good experience in project administration. Prior experience with the UN is highly desired. Proficiency in usage of computers and office software packages. Page 55 of 61

56 Excellent command of oral and written English Other required competencies: Demonstrates commitment to UNOPS mission, vision and values; Excellent interpersonal skills, ability to work in a multi-cultural team environment; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Confidence in dealing with national and international colleagues, client institutions, government and non-governmental organizations; Ability to think strategically; Ability to work under pressure and according to tight deadlines; Ability to implement instructions with minimum supervision; Consistently approaches work with energy and a positive, constructive attitude; Highly organized and systematic in carrying support tasks; Excellent archiving skills and meticulousness in filing. MONITORING AND EVALUATION OFFICER General description of duties: Working under the supervision of UNOPS Project Manager the Monitoring and Evaluation Officer in close collaboration with local authorities will provide monitoring services to the civil society support projects implemented through labour-intensive, small grants and vocational training programmes. Responsibilities: Public Works implemented through labour-intensive programmes Quality assurance checks for the procurement of tools used for public works; Verification of the process of identifying workers for labour-intensive programmes implemented by local municipalities; Monitor workers registration process by the municipalities; Monitor and quality assurance spot checks during the public works on project sites; Monitor attendance of workers in accordance with the approved list of beneficiaries and check on the attendance list maintained by the municipalities; Verification of payment list in accordance with the approved list of beneficiaries; Monitor of payments sites administered by the municipalities and agreed payment procedures based on the agreed payment schedule; Monthly monitoring reports (work progress, quality assurance, payments, attendance). Infrastructure Rehabilitation Based on the procurement plan prepare and discuss with the project partners a monitoring plan; Conduct regular checks and apply quality assurance measures during the work of the contracted communities on the infrastructure project sites; Monitor time management of the infrastructure projects as compared to the work-plan and project scheduling agreed with the contracted communities; Monitor infrastructure project cost management; Monitor infrastructure project quality assurance procedures applied by the contracted communities and report back to UNOPS on the quality of the works; Establish infrastructure project risk management plan and the system of early warning system on possible mismanagement by contracted communities; Monitor involvement of the municipalities in the procurement at the stages when their inputs are required (BOQ, technical designs and specifications, etc.); Certify completion of works in conformity with initial specifications; Report to UNOPS on safety on the workplace provided by contracted communities on the infrastructure projects sites. Support to income generation activities, including vocational training Page 56 of 61

57 Verification of the identification process of the beneficiaries pre-selected by local authorities for small grants support in accordance with the agreed criteria; Prepare and submit to UNOPS a verification report on the beneficiaries selection process; Monitor the process of beneficiaries enrolment for the training provided by Vocational Training Centres and the training activities; Monitor the process of the business plans and application evaluation and the final selection of the beneficiaries of the small grants assistance; Prepare and submit to UNOPS monitoring report on the selection process; Monitor vocational training activities and report on quality of services provided by the contracted firms and trainers; Prepare and submit to UNOPS a monitoring report on vocational training; Monitor delivery of the mobile vocational training units and tool kits procured by UNOPS and certify on the handover and quality of goods delivered; Monitor distribution of small grants and tool kits to the beneficiaries; Monitor the small business projects during their implementation and report to UNOPS on the status of implementation; Monitor and verify the payment of the grants by the beneficiaries in accordance with the terms and conditions of repayment agreed and approved by UNOPS; Reporting: Monthly monitoring reports covering the three monitored components as per details instructions above; Semi-annual evaluation reports analyzing rate of project implementation and initial impact of project activities; Final evaluation report (to be delivered latest 2 months after completion of project) reviewing overall project achievements against planned outputs as well as impact on beneficiaries (institutions, individuals); Detailed TORs for the mid-term and final evaluation exercises will be discussed with the Monitoring and Evaluation Officer at the beginning of contract execution so that needed preparatory work and data collection can be organized at the outset of the project. Qualifications/Experience/Skills: Master s or equivalent degree in public administration, community development, statistics, social or development related studies; additional years of relevant work experience in combination with a relevant bachelor s degree may substitute for the requirement for a master s degree; At least five (5) years of practical experience in the area of monitoring, assessment, reporting, policy analysis; Excellent interpersonal and communication skills; Strong organizational and time management skills; Excellent analytical skills; mature judgment combined with a proactive, energetic approach to problem solving; Fluency in spoken and written English; Ability to work with a wide cross-section of partners: Government, NGOs, communities, media and international donors; Knowledge of and complete comfort with computer applications is essential (including organization of public presentations in PowerPoint). COMMUNICATIONS AND INFORMATION TECHNOLOGY OFFICER General description of duties: The Communications and Information Technology Officer (CITO) is required to operate from project locations which may be in remote and hazardous locations where he/she will be required to set-up and look after the Project s communications and IT infrastructure. Page 57 of 61

58 In particular, the CITO responsibilities include the following: Prepare a communications and IT infrastructure plan for designated UNOPS project in conformance with UNOPS Operations Centre plans and integrate the project plans to the OC plan. The CITO shall have a major input into related security plans for communications, especially for emergencies including evacuations, tracking, HF and VHF standing radio systems; Ensure that all project personnel is trained in applicable communications protocols; Take part in training for emergency/crisis situations consistent with stated plans and procedures; Manage IT system creation and installation, and maintain systems during usage; Arrange technical support for IT and communications systems located within the project s base and field locations; Regularly review existing systems and recommend improvements, system upgrades, or replacement; Develop methods and systems to move and erect masts and aerials in remote and city locations supporting project s communications links; Provide assistance to other UNOPS projects offices to address IT problems; Advise on communications systems and configurations for specific regions under changing weather and atmospheric conditions; Participate in equipment selection, trials, and implementation; Undertake field communications assessments and reconnaissance to support future and current project activities and developments; Participate in authorized activities where an In-Extremis Support situation exists; Perform other duties as assigned by the Project Manager. Reporting: The CITO will report directly to the UNOPS Project Manager. Qualifications/Experience/Skills: Masters or equivalent degree in Computer and Information Systems or other IT related field; additional years of relevant work experience, preferably in combination with a relevant bachelor s degree, may substitute for the requirement for a master s degree; At least five (5) years of progressively responsible professional experience in management of communications and information technology related functions, of which at least two years should be on the international level. Experience must include the management and preservation of electronic records, migrating and maintaining digital archives and applying information technology to archives functions. Sound and proven experience and knowledge of communications equipment and networks; HF and VHF systems consistent with UN protocols, regulations, and SOPs; Radio procedures based on military and UN requirements, e.g. sending and receiving messages, the phonetic alphabet, daily radio maintenance, aerial configuration, etc.; Excellent written and spoken English; Previous experience in developing countries with similar conditions to those in Countries of Service under consideration will be an advantage. DATA COLLECTION OFFICER General description of duties: Under the supervision and direction of the Officer in Charge (OIC) of the Rapid Response Team (RRT) deployed to a disaster or emergency area the Data Collection Officer (DCO) will deploy to the field from a command centre hub and collect specified data. The data will be used to develop plans and responses to mitigate the effects of the disaster. Responsibilities: Maintain and operate a motor bike or quad bike in cross country terrain; Operate independently and navigate in unfamiliar terrain in all weather conditions in remote locations; Page 58 of 61

59 Collect data using a supplied PDA and upload data through the mobile command centre hub; Interview (through a translator, if necessary) villagers, citizens, government officials and para military personnel of the disaster affected area and populate the PDA with obtained information; Evaluate inputs as they are being provided by the people and follow up with relevant questions to obtain an appropriate response; Identify risks, opportunities, hazards and any other information which would be useful for the disaster command centre to be able to make informed decisions. The focus must be on risks to the affected communities; Operate a digital camera and capture relevant photographs that demonstrate the extent of problems, issues and/or damage; Operate a back pack Codan HF and VHF radios to maintain communications with the mobile Hub and Command Centre; Immediately report dire emergencies and provide immediate assistance to those involved until assistance arrives; Perform other tasks as directed by the OIC RRT. Reporting: The DCO will report directly to the Mobile Hub Team Leader and provide all inputs and data to this individual. An after action report is to be submitted to the RRT OIC prior to departing the mission. Qualifications/Experience/Skills: Hold a current motor bike license; Ability to operate a PDA and the internet systems to upload data; At least three (3) years of progressively responsible experience in working with groups and the public; Proven ability to operate independently and without supervision in hostile environments; Good operational leadership experience in stressful and demanding situations; Excellent interpersonal skills; Basic understanding of mechanics and ability to operate a motor bike on all terrains; Fluency in written and oral English; Ability to address publicly small and large groups of people; Ability to adapt to varying conditions; Knowledge and experience in use of Emergency Info Systems; Experience in survey work and data collection is a definite advantage; Sound planning and organizational skills to deploy to the field over an extended number of days. Page 59 of 61

60 ANNEX II-C CONTRACTOR REQUEST FORM Reference: Long Term Agreement [INSERT AGREEMENT NUMBER] Date: [INSERT DATE] We, [INSERT THE NAME OF THE UNOPS HIRING UNIT], hereby request [INSERT LTA HOLDER S NAME] the following Contractor(s): Country of Services: Duty Station: Number of Contractor(s) required: Category of the Contractor(s): Level of the Contractor(s): The proposed fee: Expected Start Date: Designated Manager (Supervisor): Detailed TOR attached: Local/International (please delete unwanted option) YES/NO (if no, please indicate the reason) Please provide us with the details of the suitably qualified and available Contractor(s) within the 5 working days from the date of this request. Signed by: (UNOPS authority) UNOPS Contact Information: [insert full name of office] [insert postal address and/or street address] [insert postal code, city and country] Attn: [insert name & title of contact person] Tel: [include the country and city code] Fax: [include the country and city code] [insert of contact person] Page 60 of 61

61 ANNEX II-D Page 61 of 61