Procurement Consultant, Belgrade, Serbia

Organization: UNDP - United Nations Development Programme

Country: Serbia

City: Belgrade

Office: UNDP Belgrade

Closing date: Tuesday, 3 May 2022

2424 Procurement Consultant

Location : Belgrade, SERBIA

Application Deadline : 03-May-22 (Midnight New York, USA)

Type of Contract : Individual Contract

Post Level : National Consultant

Languages Required : English

Expected Duration of Assignment : May 2022 - September 2022

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.

Background

Purpose

To provide support in the preparation of tender documentation, implementation of tender procedures, tender evaluation and contracts activities related to the ESI project.

Objective

To contribute to results oriented, effective, efficient and accountable implementation of the project activities and achievement of planned results.

Background Information

UNDP supports Serbia in its own efforts to achieve a high level of human prosperity and dignity for all its citizens irrespective of their gender, ethnicity or creed. UNDP promotes sustainable human development, human security and equal possibilities for all, while providing every available support to Serbia in its progress toward joining the European Union.

UNDP’s projects and programmes are implemented within the scope of the Country Program Document 2016-2020 (CDP). CDP derives from and supports the implementation of the UN Development Partnership Framework 2016-2020 with the focus on: (a) accountable and representative governance institutions serving people; (b) equal participation for women and lives free of violence; (c) inclusive and sustainable growth; and (d) low-carbon and climate-resilient development.

The Education for Social Inclusion project supports the accelerated delivery of loan initiatives for improvement of Education for social inclusion. UNDP, with its emphasis on capacity development and knowledge management, will support building of this advanced capacity and provide the Ministry of Education, Science and Technological Development (MESTD) with access to its knowledge platforms, rosters of expertise and specializations and facilitate timely delivery of projected results.

In order to ensure timely and impactful implementation and to indemnify the Republic of Serbia from the potential interest and charges which would appear in case of slow pace of project implementation, there is a need to establish the Project Implementation Unit.

The purpose of the position is to provide technical support to the implementation of the project in the preparation of tender documentation, implementation of tender procedures, tender evaluation and contracts activities related to the ESI project.

To support results oriented, effective, efficient and accountable implementation of the project activities and achievement of project results.

Duties and Responsibilities

Scope of Work

The procurement consultants will provide support in the preparation of tender documentation, implementation of tender procedures, tender evaluation and contracts activities related to the ESI project.

Under the overall supervision of the Project Manager, the procurement consultant will undertake the following tasks:

Support in preparation tender documentation and tender evaluation for procurement within ESI project - construction and landscaping works, as well as procurement of equipment for Student Dormitory Sjenica, PKB Belgrade, University Dormitory Palic, Student Dormitory Pozarevac.

Revision tender documentation in accordance with the CEB bank tender practice

Support in preparation contracts activities related to the ESI project

Ensuring that finance and procurement related data is captured and communicated to the project management

Preparing regular and ad-hoc procurement reports for internal and external distribution

Preparing regular requests for CEB bank "no objection"

DELIVERABLES AND INDICATIVE TIMETABLE

The consultant is expected to produce the following deliverables: Deliverables

Due dates

Completed tender dossiers for procurement for completed construction works of Student Dormitory in Sjenica

25 May 2022

Completed tender dossiers for procurement for landscaping works of Student Dormitory in Sjenica

30 July 2022

Completed tender dossiers for procurement of landscaping works of PKB in Belgrade

15 June 2022

Completed tender dossiers for procurement of equipment of PKB Belgrade, University Dormitory Palic and Student Dormitory Pozarevac

15 August 2022

Completed tender dossiers for procurement of equipment of Student Dormitory in Sjenica

30 September 2022

Report in Serbian language on up to 5 guidelines and technical and legal recommendations for procurement issues provided

5 days after completed each tender (5 in total)

All deliverables will have to be quality reviewed and approved or accepted by the Project Manager.

Competencies

Excellent research and analytical skills;
Proven capacity to produce reports;
Good negotiation and presentation skills;
Evidence of ability to express ideas clearly; to work independently and in teams.

Ability to summarize and systematize complex information and identify priorities for follow up activities.

Strong computer literacy and good use of digital media, and administrative research tools and databases;
Ability to effectively work under very tight deadlines.

Ability to deliver when working under pressure and within changing circumstances;
Consistently approaches work with energy and a positive, constructive attitude;
Responsible, communicative, well-organized, team-oriented person;
Required Skills and Experience

Education:

Bachelor’s degree in Law, Social Science or equivalent working experience in related field

Experience:

At least 5 years of experience in procurement/legal office work. Previous experience in governmental, international or non-governmental settings would be an asset

At least 5 years of progressively responsible experience in procurement planning and implementing CEB bank tender procedures

Experience in legal analysis activities

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems

Language

Fluency in Serbian and working knowledge of English language.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

Application Procedure: Qualified and interested candidates are asked to submit their applications via UNDP Web site: UNDP in Serbia under section "Jobs" no later than 3rd May 2022.

Application should include:

CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).

Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: https://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying a total lump sum amount for the tasks specified in this announcement with a breakdown of costs.

In order to apply please merge above listed documents into a single PDF file. The system does not allow for more than one attachment to be uploaded.

The shortlisted candidates may be asked to provide copies of diplomas and any other certificates providing evidence of their education and experience in relevant fields.

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

Financial Proposal:

Lump sum contracts

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

Travel

In case of travel, costs incurred will be covered by project. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

Evaluation

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 of 49 points would be considered for the Financial Evaluation

Criteria

Weight

Max. Point

Technical

Desk review

70%

70 points

Criteria A

Desk review of CVs based on experience in public procurement processes

30

Criteria B

Desk Review of CVs based on the experience in procurement oversight and control

25

Criteria C

Expert knowledge of procurement procedures of international financial institutions such as CEB, EIB, etc.

Expert knowledge of Public Procurement Law in Serbia (to be demonstrated through CV)

15

Financial

30%

30 points

Additional Information:

Individual Contract (IC) will be applicable for individual consultants applying in their own capacity. If the applicant is employed by any legal entity, IC would be issued upon submission of Consent letter from the employer acknowledging the engagement with UNDP. Template of General Conditions on IC could be found on: Template of General Conditions on IC could be found on: https://rs.undp.org/content/dam/serbia/downloads/General%20Conditions%20for%20Individual%20Contracts.pdf

Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: https://www.undp.org.rs/download/RLA%20with%20General%20Terms%20and%20Conditions.doc

In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‚no-objection‘ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on "leave-without-pay" status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‚leave-without-pay‘ confirmation should be submitted.

Engagement of Government Officials and Employees

Government Officials or Employees are civil servants of UN Member States. As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e., engagement is not done through RLA signed by their government employer), the following conditions must be met prior to the award of contract:

(i) A "No-objection" letter in respect of the individual is received from the Government employing him/her, and;
(ii) The individual must provide an official documentation from his/her employer formally certifying his or her status as being on "official leave without pay" for the duration of the IC.

The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.

UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of "on-leave-without-pay" is not required. Under such circumstance, the individual entering into an IC with UNDP must still provide a "No-objection" letter from the Government employing him/her. The "no objection" letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on "leave-without-pay" status and include any conditions and restrictions on granting such permission, if any. The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.

Link to the organization’s job posting: https://unjobs.org/vacancies/1650977475950