Under the overall leadership and guidance of the United Nations Country Team (UNCT), the Operations Management Team (OMT) endeavors to facilitate the implementation of Delivery as One (DaO) by harmonizing operational policies and activities of UN bodies, agencies, funds and programmes in Ethiopia.
Within this context, an OMT working group was established to provide support and guidance to UNCT in the fields of procurement and common services. As per the annual work plan of this working group for 2012, a mapping and evaluation of existing common services will be conducted. This will lead to the creation of a common vendor/supplier database. Moreover, based on the results of this exercise, a framework will be put in place for the establishment of new common services. Through these activities, the working group will work to enhance existing common business services and develop new ones to enhance organizational efficiency, adding to the coherence and cohesiveness of the UN system at the country level.
The Operations Management Team (OMT) will engage the services of a Service Provider (referred to as “Consultant” hereafter) to undertake the task of mapping and evaluation of existing common services, including joint and agencies’ long-term agreements (LTAs), and vendors. Based on the results of this exercise, the Consultant will work to establish a common procurement framework (including mechanisms for vetting vendors) for OMT, with a focus on promoting new common procurement services, based on the relevant High Level Committee on Management (HLCM) guidelines. The details for each of these (underlined) tasks are provided below.
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The Consultant will report to the Co-Chairs of OMT Working Group on Procurement, and work under their overall guidance. Through the Common Operations Specialist, the Consultant will implement the deliverables described in this Terms of Reference (ToR) in consultation with the RCO, OMT Chairs and OMT Working Group on Procurement.
The Consultant will not provide any substantive or operational information regarding UN’s procurement activities to third parties without the written consent of UNCT.
This consultancy will be administrated by the United Nations Development Programme (UNDP), and all relevant UNDP rules, policies and procedures will apply.
RCO will ensure that the Consultant receives access to the ECA Compound in Addis Ababa for relevant meetings, presentations and training sessions. As the Consultancy will be home based, no workspace will be provided to the Consultant within UN’s facilities.
The detailed responsibilities of the Consultant are as follows:
- The Consultant will compile a list of existing common services and agency-specific LTAs and vendors, and sort the list based on various categories including fields of activity. This list will later be transformed into an online database for the use of UNCT by an IT Consultant.
- After finalizing the list of existing agency-specific LTAs (including the contact details of each vendor under contract and specific terms of each LTA), the Consultant will work with the OMT Working Group on Procurement to identify opportunities for consolidation and sharing, and establishment of new common services based on UNCT’s programmatic needs, as defined by the UN Development Assistance Framework (UNDAF). This list will later be transformed into an online database for the use of UNCT by an IT Consultant.
- Together with OMT, the Consultant will work to evaluate existing and proposed common services, utilizing tools and frameworks developed by the HLCM Common Procurement Guidelines and UN Development Group (UNDG) Business Operations Strategy. These include baseline analysis, needs analysis, requirements analysis, cost benefit analysis and business prioritization. Moreover, a mechanism for vetting vendors will be proposed.
- Based on OMT’s feedback, the Consultant will provide OMT with a final report on existing and proposed common services. The report will include technical analysis conducted in accordance with the aforementioned tools and frameworks, and sample joint LTAs and Memoranda of Understanding (MoU) for all proposed common services.
- The Consultant will draft a country-specific procurement guide for UNCT Ethiopia based on the guidelines provided by HLCM and UNDG, and support any capacity development activity for staff in these fieldsThe Consultant will attend and present his/her work at relevant OMT and OMT Working Group meetings and events, as required.
Deliverables:
- The Consultant will meet WG Co-Chairs to discuss tasks to be completed.
- The Consultant will compile a list of existing common services and agency-specific LTAs.
- After compiling and sorting the relevant information, the Consultant will meet with OMT Working Group on Procurement to share information on existing common services and potential areas for collaboration, based on existing common services and collected LTAs.
- After consulting with relevant bodies and staff, the Consultant will provide the OMT Working Group on Procurement with technical information (baseline analysis, needs analysis, requirement analysis, cost benefit analysis and business prioritization) on existing common services as well as those proposed based on existing practices and programme needs.
- The Consultant will provide OMT with draft country-specific common procurement guidelines, based on the global guidelines by HLCM, for feedback.
- The Consultant will provide OMT with finalized common procurement guidelines and provide capacity development to the relevant staff by organizing a training session.
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Professional Competencies:
- Professionalism: Knowledge and understanding of issues pertaining to UN’s work in Ethiopia, particularly in the fields of procurement and common services. Ability to identify issues, analyze and participate in the resolution of issues. Ability to engage others for data collection. Ability to apply sound judgment in the context of assignments given, and work under pressure. Shows persistence and remains calm in stressful situations. Shows pride in work and achievements, demonstrates professional competence and mastery of the subject matter. Responds positively to feedback and different points of view. Conscientious and efficient in meeting commitments, observing deadlines and achieving results.
- Planning and Organizing: Develops clear goals that are consistent with the terms defined here. Identifies priority activities and assignments, and adjusts them as required. Allocates appropriate time and resources for completing work by foreseeing risks and developing contingency plans accordingly. Monitors and adjusts plans as necessary, and uses time effectively.
- Accountability: Takes ownership of responsibilities and honors commitments. Delivers assigned tasks within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Takes personal responsibility for his/her shortcomings.
Functional Competencies:
- Expertise in UN’s development and humanitarian procurement activities, particularly in the context of Ethiopia.
- Experience with mapping, evaluation and development of UN’s common/joint services and procurement activities.
- Expertise in international and national legal and regulatory frameworks regarding procurement activities.
- Knowledge of the Ethiopian market, particularly pertaining to the goods and services procured by the UN.
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