Project Documentation Consultant, Home Based, New Delhi

Organization: UNDP - United Nations Development Programme

Country: Home-based

Closing date: Friday, 4 September 2020

Project Documentation Consultant

Location : Home-based with one time travel to Delhi (India), INDIA

Application Deadline : 04-Sep-20 (Midnight New York, USA)

Additional Category : Climate & Disaster Resilience

Type of Contract : Individual Contract

Post Level : International Consultant

Languages Required : English

Starting Date : (date when the selected candidate is expected to start) 14-Sep-2020

Duration of Initial Contract : September 2020 to May 2021

Expected Duration of Assignment : 75 Working days


The United Nations Development Programme (UNDP) in India, acting as an implementing agency of the Global Environment Facility (GEF), is developing a full-scale project on Accelearating adoption of super -efficient technologies for sustainable thermal comfortin buildings in India. The Project concept (Project Initiation Form) was approved by the GEF during its 58th Council meeting held in June 2020. As a next step, the concept needs to be developed into a full-scale project document as per the GEF requirements. The approved PIF can be accessed at Name of the document is ‚ Revised PIF India UNDP Thermal Comfort_GEF_30‘

During this phase (which is called PPG in GEF terminology), a group of consultants are being hired for different aspects of the project development. Through this call, UNDP intends to hire a Project Documentation Consultant who will work in close consultation with the Team Leader and will be responsible for writing the project document, CEO endorsement document and annexes as per the GEF and UNDP requirements with support from other consultants. The consultant may require a visit to India during the PPG to understand the local context and help the team to understand the requirements for Prodoc as per GEF guidelines., others).

Duties and Responsibilities

The consultant will take the lead in a) identifying the requirements as per GEF guidelines for completing the project document with annexes for submission b) guiding the team in terms of information required from them to complete all documentation c) synthesizing information in close coordination with the Team Leader for baseline, result framework, SESP, Gender Analysis and other assessments received from the team. The consultant will perform the following tasks.

Responsibilities and Deliverables

Preparatory Technical Studies and Reviews (Component A): With inputs/ information received from the national consultants, as detailed in their respective TORs:

Synthesize baseline/situational analysis for the full-size project (FSP). This will include a precise definition of baseline projects, activities, budgets, goals and co-financial links to GEF outcomes; definition of GEF incremental value per outcome and output; and presentation of results of the incremental cost-analysis in matrices as appropriate;
Synthesize information provided by the gender expert and ensure its findings are meaningfully integrated into the project’s strategy, theory of change and results framework;
Include risk assessments, from the UNDP Social and Environmental Screening Procedure (SESP) at the PIF stage (‚pre-screening‘) are fully implemented during the PPG, and update that screening in an iterative process throughout the PPG, and as appropriate;
Ensure the design of appropriate project knowledge management processes and platforms, ensuring appropriate linkages to existing mechanisms and knowledge sharing in the project document;
Formulation of the ProDoc, CEO Endorsement Request and Mandatory and Project Specific Annexes (Component B) in consultation with the Team Leader: With inputs from the national consultants, as detailed in their respective TORs, and based on international best practice:

Develop, present and articulate the project’s theory of change;
Develop the Results Framework in line with UNDP-GEF policy;
Develop a detailed Monitoring and Evaluation Plan and Budget;
Oversee and ensure the preparation of a comprehensive Stakeholder Engagement Plan;
Oversee and ensure the preparation of a Gender Action Plan and Budget;
Oversee and ensure the updating of the SESP based on assessments undertaken during Component A, and ensure the development of required environmental and/or social management plan(s) as required;
Oversee the preparation of the required GEF tracking tools (if required) and GEF Core Indicators and ensure these are supported by robust and validated data;
Secure all co-financing letters;
Tags energy efficiency gender analysis global environment facility knowledge management knowledge sharing monitoring and evaluation oral communication procurement results based management risk assessment sustainable development

Prepare the indicative procurement plan;
Secure and present agreements on project execution and management arrangements and ensure that the project aligns to UNDP-GEF guidance on UNDP execution support;
Ensure the completion of the required official endorsement letters; and

Synthesize all analyses, studies, etc. that are prepared under Components A and B to produce the draft UNDP-GEF ProDoc, GEF CEO Endorsement, and all mandatory and project specific Annexes, using the templates.

Please verify with the UNDP-GEF team that the correct templates are being used.


Ability to meet deadlines. Demonstrates integrity and ethical standards; Positive, constructive attitude to work

Required Skills and Experience


Master’s degree or higher in a relevant field of environment, sustainable development or public policy.


Minimum 10 years of demonstrable experience in the technical area of energy efficiency and in preparing high quality project documents, particularly for UNDP and GEF projects;
Should have developed at least 2 GEF funded projects.

Excellent written and oral communication skills in English;
Demonstrated understanding of the GEF rationale and procedures, and demonstrated experience in formulation of GEF-funded project proposals, using the logical framework and the results-based management approaches;
Knowledge of and experience in the area of energy efficiency in buildings

Language Requirements: He/she will need to have excellent inter-disciplinary, writing and communication skills. He/she should proficient in English and in use of computers.

Evaluation Method and Criteria

The consultant would be selected based on the following criteria: Technical: 70 points

Financial: 30 points

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation. Criteria for Technical Evaluation would be as under: Educational Qualification - 20 Marks; Relevant Experience - 35 Marks; Suitability for the assignment - 15 Marks.

Financial Criteria: (30% of the total evaluation) based on the total all-inclusive lump sum amount for professional fee for tasks specified in this announcement.

Deliverables and Payment Schedule



On completion of the consultation with all relevant stakeholders. Submission of the consultation report and acceptance by UNDP (Latest by 1st week of October).


On submission of the draft ProDoc and CEO Endorsement to UNDP and acceptance by UNDP (Latest by 15th December 2020).


On finalisation of the draft Prodoc and CEO Endorsement, completion of validation workshop, review and address all comments and submission of the final documents to GEF for approval. (Latest by end of February 2021).


Upon Review Sheet submission, and CEO approval by GEFSEC


Financial Criteria: (30% of the total evaluation) based on the total all-inclusive lump sum amount for the professional fee for tasks specified in this announcement

Financial Proposal: Technically qualified consultants will be requested to submit their daily fee rate i.e. consultants who score more than 70% i.e. 49 marks with respect to the above-mentioned evaluation criteria. Consultant should not specify their consultancy fee on their CV or with the submission. The CV will not be evaluated further in case the consultant submits the same.

Documents to be submitted by Consultants

Letter to UNDP Confirming Interest and Availability for the Individual Contractor Assignment

Updated and signed P-11 form for ICs

No Financials (Daily Fee) to be submitted at this stage


Any kind of miscellaneous charges i.e. internet, phone, relocation charges etc. would not be reimbursed.

Travel, lodging and boarding as per UNDP rules subject to prior approval

Individuals working with institutions may also apply, contract would be issued in the name of institution for the specific services of individual

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.