Development of UNICEF Supply Chain Manual
(Consultant required for the pre-development preparatory phase)
UNICEF, the world’s leading organization working for the rights of children, seeks a Consultant for an initial temporary period of 4 months, starting as soon as possible. The assignment is based in Copenhagen, Denmark.
UNICEF is considering the development of one Supply Chain Manual that will cover the whole procurement and logistics function in all UNICEF offices. This manual will replace the different documents currently used to guide the procurement and logistics functions in UNICEF Headquarters and Country Offices. The pre-development preparatory and conceptualization phase is planned to start in 2009, the Consultant is expected to review the current documents and propose different options for the development of the manual.
TIMEFRAMEFour months, starting as soon as possible, with a possibility for extension if required.
BACKGROUNDUNICEF is currently using different documents to guide the procurement and logistics function in the Headquarters and the Country Offices, for example, Book G: Supply Manual, In-Country Logistics Guide, Division and Centre Procedures etc. These documents may have overlapping or conflicting information and require a lot of resources to continuously manage and update them. Furthermore, the documents are accessible via different means, for example, shared drives, intranet, etc, which may limit accessibility to these documents.
UNICEF is considering the development of one supply chain manual that will cover the procurement and logistics function in all UNICEF offices, and will be accessible by all UNICEF staff. Many UN organisations, such as the UN, UNDP, UNOPS, etc have a single procurement manual used by their Headquarters and Field Offices, these manuals can be used as a benchmark when developing our UNICEF Supply Chain Manual. Furthermore, the United Nations Procurement Practitioners Handbook, which has been developed by the Inter-Agency Procurement Workgroup (IAPWG), includes best practices in UN procurement and may be used as guidance in developing the Supply Chain Manual.
SCOPE OF WORK- Review of the existing documents that guide the procurement and logistics function in UNICEF (as is) and conduct gap analysis to identify contradictions and overlaps between these documents. This includes the Supply Manual (Book G) which covers the procurement guidelines and is used as guidance for procurement in the Country Offices; the Supply Division’s Procedures and Centre Procedures which are used by the Headquarters and cover the different processes in the Supply Division; and the In-Country Logistics Guide which covers the logistics function in the Country Offices.
- Benchmark the existing documents with procurement manuals used by other UN organizations (for example UNDP, UNOPS, UNPS, etc.), the UN Procurement Practitioner Handbook, and best practices by other international organizations. Identify how UNICEF can benefit from the experience of other organizations and what are the best options for one UNICEF supply chain manual.
- Conceptualize and recommend the different options for the development of one comprehensive manual and outline the structure and content for the new supply chain manual.
- Look into how the new manual fits in the context of the Supply Division's Quality Management System (QMS).
- Recommend different options for maintaining, sharing and communicating the new manual (for example posting it on the intranet).
OUTPUTS & DELIVERABLESUpon completion of the assignment, the Consultant is expected to produce a report encompassing on the specific areas listed above in the Scope of Work.
SUBMISSION OF PROPOSALSAll applicants should submit their CVs along with a detailed proposal document describing how they propose to carry out the assignment to achieve the desired outputs. The proposals should include information on the proposed methodology and a work plan describing the major activities and milestones, along with samples of previous work/projects. The proposal document should also provide the financial data with detailed break down of the costs and a proposed payment schedule.
The proposals will be evaluated and potential candidates will be short-listed for an interview to discuss their proposals. The evaluation criteria will focus on the following main areas:
Completeness: this will evaluate whether the proposal is intellectually and technically sound and to which extend does it respond to the objectives and the Cope of Work. It will also evaluate whether the objectives of the proposal are achievable in the time-frame stated, whether the proposal is well written, easy to read and provides samples of previous work on similar projects.
Experience with Similar projects: this will evaluate the applicant’s previous work experience in drafting manuals and procedures in particular the ones related to Procurement and Supply Chain Management.
Proposed methodology: this will evaluate the descriptive narrative of how the applicant proposes to carry out the assignment to achieve the desired outputs. This includes the proposed work plan and how adequately it describes all the important activities and how they are going to be carried on, whether the proposal is logical and the methodology specified is tailored to the assignment, how flexible is the methodology, and how innovative is the approach.
Relevant technical experience: this will evaluate the applicant’s work experience, academic qualifications, English language and writing skills.
EVALUATION CRITERIAThe following table describes the detailed evaluation criteria with the corresponding scores that will be applied. The final evaluation will take into consideration the financial aspect on the basis of 70:30, technical:financial ratio, to identify the proposal that offers best value for money.
Main Criteria / Components / ScoreCompleteness of Proposal
(Score: 5) / The objectives appear achievable in the time-frame stated / 1
The time-line is comprehensive / 1
The proposal demonstrates an understanding of the challenges in implementing the project. / 1
Is it intellectually sound, technically sound, and logical? Is it easy to read, well written, well referenced, well organized, complete, and convincing? / 1
Are the required application, CVs and samples of previous work attached? / 1
Experience with Similar Projects for Drafting Manuals
(Score: 35) / Has the applicant previous experience in drafting manuals? Supply Chain/Procurement manuals? / Drafting Supply Chain/Procurement Manuals: 20
Drafting Manuals other than SC/Proc manuals: 15
No Experience in drafting manuals: 0
How many times? / More than 3: 5
1-3: 3
None: 0
Was the applicant the lead consultant in these projects? / Yes: 5
Major: 3
Associate: 0
Does the applicant have experience in QMS? / Involved in developing QMS: 5
Has the required knowledge of QMS concepts: 3
No: 0
Proposed Methodology
(Score: 40) / Does the proposal cover the TOR requirement? / Fully cover it: 10
Partially cover it: 7
Does the proposal include clear cost and performance benchmarks? / Yes: 2
No: 0
Does the proposal provide a work plan with timing of activities and milestones? / Detailed plan: 15
Basic plan: 10
List of activities: 5
Does the work plan explain how activities are going to be carried on? / Yes: 8
No: 0
Innovativeness: does it propose other ways to improve the implementation of the assignment without substantially changing the TOR requirements? / Yes: 5
No: 0
Relevant Technical Experience
(Score: 25) / Work experience in SCM and procurement or related area in an international environment / More than 10 yrs: 5
5-10 yrs: 3
(additional 3 pts for UN experience)
Advanced university degree in a related field / 2
Oral and written fluency in English / 10
Max Score / 100
Passing Mark / 60
Please send your CV and proposal to: quoting reference number: SSA-09-003. CLOSING DATE FOR APPLICATIONS IS 26th June 2009