INDIVIDUAL CONSULTANT PROCUREMENT NOTICE
Date: 04 August 2013
Country: Syria
Description of the assignment: Accountancy and Procurement Support
Project name: Technical Assistance in the Area of Regional Planning SYR/11/005
Period of assignment/services: Five months
Proposal should be submitted either by hand at the following address
Damascus, Four Seasons Hotel, UNDP office, first floor
Ms. Hanan Al Ali, procurement unit
Please mark your envelope with the description of assignment as mentioned above and include your financial offer as per annex no.4 attached in a separated envelope placed in the main envelope.
Or Scanned copy of the required documents by E-mail to:
No later than 10th August 2013
Any request for clarification must be sent in writing, or by standard electronic communication to the indicated above address or the following e-mail: . The project will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants.
Electronicmail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants.
1.BACKGROUND
2. MAIN OBJECTIVES, RESPONSABILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK.
3.REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS
4. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.
5. FINANCIAL PROPOSAL
6. EVALUATION
Individual consultants will be evaluated based on the following methodology:1. Cumulative analysis
When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
* Technical Criteria weight; [70%]
* Financial Criteria weight; [30%]
Only candidates obtaining a minimum technical score of 70 points would be considered for the Financial
Criteria / Weight / Max. Point
Technical Competence / 70% / 100
- Criteria A
- Criteria B
- Criteria C
Financial (Lower Offer/Offer*100) / 30% / 100
Total Score / Technical Score * 0.7 + Financial Score * 0.3
Weight per Technical Competence
Weak: below 70% / The individual consultant/contractor has demonstrated a WEAK capacity for the analyzed competence
Satisfactory: 70-75% / The individual consultant/contractor has demonstrated a SATISFACTORY capacity for the analyzed competence
Good: 76-85% / The individual consultant/contractor has demonstrated a GOOD capacity for the analyzed competence
Very Good: 86-95% / The individual consultant/contractor has demonstrated a VERY GOOD capacity for the analyzed competence
Outstanding: 96-100% / The individual consultant/contractor has demonstrated an OUTSTANDING capacity for the analyzed competence.
ANNEX
ANNEX 1- TERMS OF REFERENCES (TOR) –
ANNEX 2- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS
ANNEX 3- PROPOSAL SUBMISSION FORM
ANNEX 4- FINANCIAL PROPOSAL FORM
Annex 1
Terms of References (TOR)
ForAccountancy and Procurement Support
Project Title: TAARP
Project No.: SYR/11/005
- Background:
Technical Assistance in the Area of Regional Planningproject aims to the support the institutional development of the Regional Planning Commission (RPC) established in 2010 in support of its mandate to activate and lead regional planning efforts in the country. UNDP will assist the RPC in setting the national standards for regional and spatial planning as well as developing and activating the National Framework for Regional Planning and providing capacity development and technical support to planning infrastructure and monitoring mechanisms at the Regional Planning Commission and national planning directorates, The as well as support the establishment and launch of a Regional Observatory/Spatial Databank. Project will support planning capacity in the Regional Planning Commission and other relevant bodies, through support to national and local level counterparts as well support the Regional Planning Commission in building partnerships relevant to support regional planning efforts in Syria.
III. Responsibility:
1)Technical Deliverables:
Financial Tasks:
-Verifies accuracy of funding requests & expenditures, completeness of documentation and availability of funding resources. Monitors and informs NPD of projects budgets status.
-Prepare request for direct payments (RDP’s) and tracks its processes
-Designs & establishes internal control system within the framework of the two projects in Syria.
-Maintains the effectiveness of the internal control system which would ensure that requests processed are matched and completed, transactions are correctly recorded and filed; payrolls are duly prepared; travel claims and other entitlements are duly processed; according to appropriate UNDP financial rules and regulations.
-Prepares projects budget breakdown for the project.
-Perform budget revisions for the project as required.
-Ensures conformity of project disbursement requests with procedures, work plans and availability of resources for expenditure for the common services,
-Reviews and takes corrective actions as appropriate on audit findings, advances, purchase orders, payments, and other financial/administrative matters for the projects;
-Resolves routine finance and process problems and refer complex issues to NPD with recommendations for course of action.
-Managing day to day operation of the projects’ finance affairs and its associated functions to ensure smooth running operation of the project’s finance aspects.
-Works closely with the project’s Management team and ensures that established UNDP procedures are being followed and in accordance with UNDP rules and regulations
-Liaises closely with UNDP operations team (including finance, procurement and HR departments).
-Analyzes accounts with a view to proposing solutions, provides material for organization’s financial reports, reviews regular financial reports, prepares reports in a timely, complete and accurate manner and verify financial draft correspondence;
-Closely monitors the operation of theprojects budget, maintains and updates the project accounts while ensuring that the budget is used in accordance with the approved Work Plans and budgets.
-Contributes to the overall review of the implementation work plans, including the preparatory and financial needs of the projects;
-Monitors projects expenditure (commitment and disbursement) based on project records;
-Provides regular recommendations to Senior Management on cash flow and monitors financial implementation;
-Ensures records are updated in appropriate software (spreadsheets) or manual filling system..
-Reviews sub-contractor invoices and supporting documentation to ensure that services provided.
-Advises when deviations from rules and regulations may be required and proposes alternative solutions to meet project objectives;
-Participates in the implementation of results-driven work plans in close collaboration with NPD, and UNDP to ensure the overall success of the delivery process;
-Liaises with National Project Director (NPD) on daily basis to ensure proper monitoring and realizing results;
-Suggests resource mobilization opportunities related to the assignment if applicable;
-Undertakes close monitoring of work plans milestones, goals, objectives and performance indicators to monitor achievements and inform NPD about any deviations, proposes timely and appropriate decision to meet objectives.
-Prepare Quarterly progress reports regarding financial aspects;
-Undertakes of upgrading and applying new financial software and spreadsheets that can fit and assist in financial operations of the projects.
-Manage petty cash account for the two projects.
-Prepare the financial reports that reflects all the reconciliations between the UNDP and the bank account of the projects
-Ensure that UNDP rules and regulations are implemented with relevance to the project activities;
-Perform other tasks as requested by the NPD
-Participate in necessary meetings and reviews;
-Monitor the fuel coupons and the drivers daily log sheets
Administrative and Operational (procurement and recruitment) Tasks:
-Prepare and monitor the projects procurement processes and the evaluation of the different applicants
-Support the drafting of the products’ specifications and qualification sent to vendors
-Responsible for project logistics & travel arrangements
-Responsible for the logistics and operations of the workshop funded by the projects in regards of catering, DSA distribution, location reservation etc…
-Responsible for assets management (Inventory book keeping and labeling) to ease the tracking
-Follow up on the recruitment process
-Support the drafting of TOR’s and follow up on the collection of all the needed documents
-Follow up on the contracts renewals of the projects’ staff
-Monitor the performance of the projects’ drivers
-Prepare and monitor attendance sheets and all types of leaves
-Prepare MOM’s for internal & external relevant meetings
-Collect all documents sent from project staff and officers and deliver to UNDP office when needed.
-Follow up on all financial and pending issues between project staff and the UNDP office.
-Any other business as required.
1)Facilitation and Management:
a)Ensures that UNDP’s name is mentioned in all publications, workshops, and consultancy related activities;
b)Ensures that UNDP rules and regulations are implemented with relevance to the activities as well as policies and procedures of the execution modality.
c)Participates in necessary meetings and reviews;
d)Any other business as required.
IV. Reporting Line:
The Accountancy and Procurement Supportwill report to the NPD.In the absence of NPD, the Project’s Accountancy and Procurement Supportshall report to the Officer in Charge assigned by the NPD.
V. Evaluation:
Final performance evaluation by UNDP and NPD.
Duration of Contract / Monthly Salarystarting from 20/08/2013
VI. Budget Information:
Technical Assistance in the Area of Regional Planning Project (100%) of Salary
Account no. / Operating Unit / Funds / Department / Project No. / Activity / Implementing Agency / Donor71305 / SYR / 30071 / B0472 / 00085400 / Innovative Housing Solutions / 001981 / 11716
Cleared by:
Project’s officer / NPC / Team Leader/ Programme OfficerSignature
Date
Signature of the Accountancy and Procurement Support: ______
Date:______
Note: Annex (A) contains qualification
Annex A
Qualifications
b)Education:University Degree in Business Administration, Accounting, finance or similar fields
c)Experience:4years of relevant experience in providing finance, administrative and operations services, hands-on experience in tracking financial and operational issues. Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
d)Language Requirements: Fluency in spoken and written English and Arabic.
e)Other Qualifications:
Teamwork spirit; Self-motivated and able to recommend options for resolution of issues; excellent inter-personal skills and ability to negotiate and build partnerships;
Excellent communication (both verbal and written) skills, including the ability to draft/edit a variety of written reports, both in Arabic and English.
ANNEX 3
PROPOSAL SUBMISSION FORM
Dear Sir/Madam
Having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged, I, the undersigned, offer to provide Administrative & financial services in Syria, for the sum as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Proposal.
I undertake, if my Proposal is accepted, to commence and complete delivery of all services specified in the contract within the time frame stipulated.
I agree to abide by this Proposal for a period of 60 days from the date fixed for opening of Proposals in the Invitation for Proposal, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
I understand that you are not bound to accept any Proposal you may receive.
Dated this day/month of year
Signature.
ANNEX 4
FINANCIAL PROPOSAL
The Consultant is asked to prepare the Price Schedule as a separate document from the rest of the technical response.
All price/rates quoted must be in USD/or Syrian Pounds and exclusive of VAT and all taxes since UNDP is exempt from taxes.
The format shown below should be used in preparing the price schedule. The Price Schedule must provide a separate breakdown of the Price Schedule lump sum (indicating travel, per diems, and number of anticipated working days)
Price Schedule: Request for Proposal for (Admin- Finance Services )- (Technical Assistance in the Area of Regional Planning SYR/11/005)Description of Activity / Lump Sum
1 / -
2 / -
3 / -
4 / -
5 / -
6 / -
Total Proposal Lump Sum Value
- Travel expenses including all travel to join duty station/repatriation travel. Travel costs exceeding those of an economy class ticket are not covered by UNDP.