Terms of Reference (tors) overview

overview
Title
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Project Coordination of Intranet User Needs Assessment
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Location of Assignment
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Remote-Based
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Language(s) required
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English
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Travel
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Yes; 3 visits to NYHQ
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Duration of Contract
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8 months ( 10 November 2015 – 10 July 2016 )
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Background & Rationale
UNICEF’s Intranet was developed over a long period of time in an uncoordinated way and has become fragmented and confusing and does not provide a single seamless online environment to support UNICEF staff to do their jobs. The Intranet is based on multiple technology platforms (Lotus Domino, SharePoint 2010, and SharePoint Online). There is no comprehensive directory of content and sites, no single search portal, no site taxonomy or information architecture and no agreed governance system. The top levels of the Intranet are actively managed by the Division of Communication (DOC) internal communication team as “Icon” and contain up-to-date information, but below that there are a plethora of sites and pages with different designs and purposes developed by individual UNICEF offices, sometimes overlapping and much information that is out of date and not maintained, often without clear owners. ITSS is currently in the process of migrating the current intranet technology from Lotus Domino to SharePoint Online. This migration is an opportunity, but it is imperative to avoid transferring the current problems on to the new platform.
Purpose
To address the issues with the current Intranet, UNICEF requires a user needs assessment with the following components: review UNICEF’s current Intranet, carry out research and interviews with a broad cross-section and geographical representation of UNICEF staff, and compare our needs and current situation with good practices in organization and management of Intranets in other leading organizations. The aim is to develop a firm understanding of the most critical needs UNICEF staff have for the Intranet, make recommendations on how UNICEF can develop an Intranet to meet these needs and ensure wide adoption by staff of such an intranet, and to develop a costed proposal to make these changes beginning in 2016.
The user needs assessment will be carried out through two consultancies organized by the Knowledge Exchange Unit of Division of Research and Policy (DRP) 1) an individual consultant to provide outputs (see below) required for managing the assessment, and 2) an institutional consultant (external consultancy firm) to conduct the user needs assessment. This Terms of Reference addresses the first of these consultancies (the individual consultant).
The individual consultant will participate in a consultative UNICEF process among multiple Divisions and stakeholders, will provide expert advice on scoping the user assessment, and will assist in developing the TOR and RFP for the external consultancy firm. The individual consultant will also carry out market research and will provide expert analysis of the submitted proposals. Once UNICEF has selected the external firm, the individual consultant will assist in making the necessary connections between the firm and UNICEF staff, supporting the firm in creating an implementation plan for accomplishing the assessment, coordinating the interview process, monitoring implementation targets of the firm, and providing periodic reports on progress. When the user needs assessment is complete, the individual consultant will review and comment on the final report and findings of the external firm, with a particular focus on needed next steps for creating a new UNICEF intranet. The ultimate result is expected to be an expertly informed selection process for the external consultancy firm, followed by a well-managed user needs assessment and a relevant insights for action on a new UNICEF intranet.
Expected results: (measurable results)
Inception report summarizing the consultant’s proposed approach to the project, and taking into account current UNICEF RFP rules. Report to be presented in New York and discussed with DRP/KEU.
TOR and RFP drafts for selecting the external consultancy firm for the user needs assessment, developed through consultative UNICEF process and taking into account all relevant UNICEF rules and procedures.
Market research to identify likely candidate firms: names of firms, brief background on why they may be suitable as recipients of the RFP, contact names & emails.
Analysis of proposals received through the RFP and recommendations.
(Once external firm has been selected): Lists of recommended UNICEF interviewees. Review and revision of external firm’s implementation plan for running the user needs assessment. Periodic reports to DRP/KEU concerning progress of the assessment, and indicating whether the project is progressing on time or whether delays are being encountered (and if so, what they are and what can be done).
Review and analysis of the external firm’s final report from the assessment, focusing on needed next steps for creating a new UNICEF intranet.
Duty Station
Remote work with 3 trips to NYHQ for face-to-face meetings.
Three visits to NYHQ are foreseen: 2 days near the beginning of the individual consultancy; 2 days during the selection process for the external consultancy firm, and 2 days near the end during the analysis of the external firm’s report.
Timeframe
The consultancy will be a mixture of full time and part time work over the course of the contract to accommodate the overall user needs assessment. This contract is based on deliverables with target dates outlined below. Target dates may be impacted by other necessary activities which lie outside the scope of the consultant’s responsibilities, including:
UNICEF issuance of RFP for external consultancy firm
Work to be performed by external consultancy firm
Availability of key UNICEF stakeholders
Other factors that can potentially impact the time required, but which are not within the control of the consultant.
Start date: 10 November 2015 End date: 10 July 2016
Deliverables
(See the last page for guidance on formulating deliverables)
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Deadline (assumes work begins on 10 November 2015)
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Inception report
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30 Nov 2015
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TOR and RFP drafts
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15 Jan 2015
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Market research
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30 Jan 2016
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Analysis of proposals received from RFP (takes into account time required for UNICEF to run the RFP and receive proposals)
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15 March 2016
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Lists of recommended interviews, review of implementation plan, periodic reports on progress
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15 May 2016
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Review and analysis of final report by external consultancy firm
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15 July 2016
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Key competences, technical background, and experience required Deadline
At least 15 years’ of mid to senior-level experience in planning, managing and/or supervising technology projects.
Demonstrated experience in successfully managing intranet, extranet, web, and/or social media projects.
Strong oral and written communication skills in English.
Proven ability to network, build consensus, identify, and resolve challenges.
Strong understanding of user experience, identifying needs, and building user acceptance and adoption of collaborative technologies.
Experience in public sector/non-profit work in intranet or communications technology. Experience in working with UNICEF or other UN agency projects an asset.
How to Apply
Applicants are requested to send their submissions to pdconsultants@unicef.org with subject line:
“Project Coordination of Intranet User Needs Assessment” by 3 November 2015, 5:00pm EST.
Applications must include:
Cover letter,
CV, and
P-11 form1 (http://www.unicef.org/about/employ/files/P11.doc)
Interested persons should briefly (maximum 300 words) summarize their strategy, approach, or methodology for this project.
Indicate where you heard about this advertisement
Please indicate your estimate for the deliverables of this project (individually and in total) to undertake the terms of reference above. Applications submitted without a bid will not be considered.
NOTE: Files should not exceed 5.0MB limit
UNICEF 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.
CONDITIONS OF SERVICE - CONSULTANTS
1. LEGAL STATUS
Individuals engaged under a consultant contract serve in a personal capacity and not as representatives of a Government or of any other authority external to the United Nations. They are neither “staff members” under the Staff Regulations of the United Nations and UNICEF policies and procedures nor “officials” for the purpose of the Convention of 13 February 1946 on the privileges and immunities of the United Nations. Consultants may, however, be given the status of “experts on mission” in the sense of Section 22 of Article VI of the Convention. If they are required to travel on behalf of the United Nations, they may be given a United Nations certification in accordance with Section 26 of Article VII of the Convention.
2. OBLIGATIONS
Consultants shall have the duty to respect the impartiality and independence of the United Nations and shall neither seek nor accept instructions regarding the services to be performed for UNICEF from any Government or from any authority external to the United Nations. During their period of service for UNICEF, consultants shall refrain from any conduct that would adversely reflect on the United Nations or UNICEF and shall not engage in any activity that is incompatible with the discharge of their duties with the Organization. Consultants are required to exercise the utmost discretion in all matters of official business of the Organization. In particular, but without limiting the foregoing, consultants are expected to conduct themselves in a manner consistent with the Standards of Conduct in the International Civil Service. Consultants are to comply with the UNICEF Standards of Electronic Conduct and the requirements set forth in the Secretary General’s Bulletin on Special Measures for Protection from Sexual Exploitation and Sexual Abuse, both of which are incorporated by reference into the contract between the consultants and UNICEF. Unless otherwise authorized by the appropriate official in the office concerned, consultants shall not communicate at any time to the media or to any institution, person, Government or other authority external to UNICEF any information that has not been made public and which has become known to them by reason of their association with the United Nations. The consultant may not use such information without the written authorization of UNICEF. Nor shall the consultant use such information for private advantage. These obligations do not lapse upon cessation of service with UNICEF.
3. TITLE RIGHTS
UNICEF shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided to the Organization by the consultant. At the request of UNICEF, the consultant shall assist in securing such property rights and transferring them to the Organization in compliance with the requirements of the applicable law.
4. TRAVEL
If consultants are required by UNICEF to travel beyond commuting distance from their usual place of residence, such travel at the expense of UNICEF shall be governed by conditions equivalent to the relevant provisions of the 100 series of the United Nations Staff Rules (Chapter VII) and relevant UNICEF policies and procedures. Travel by air by the most direct and economical route is the normal mode for travel at the expense of UNICEF. Such travel will be by business class if the journey is nine hours or longer, and by economy class if the journey is less than nine hours, and first class by rail.
5. MEDICAL CLEARANCE
Consultants expected to work in any office of the Organization shall be required to submit a statement of good health prior to commencement of work and to take full responsibility for the accuracy of that statement, including confirmation that they have been fully informed regarding inoculations required for the country or countries to which travel is authorized.
6. INSURANCE
Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering the period of their services on behalf of UNICEF as they consider appropriate. Consultants are not eligible to participate in the life or health insurance schemes available to United Nations staff members. The responsibility of the United Nations and UNICEF is limited solely to the payment of compensation under the conditions described in paragraph 7 below.
7. SERVICE INCURRED DEATH, INJURY OR ILLNESS
Consultants who are authorized to travel at UNICEF’s expense or who are required under the contract to perform their services in a United Nations or UNICEF office, or their dependants as appropriate, shall be entitled in the event of death, injury or illness attributable to the performance of services on behalf of UNICEF while in travel status or while working in an office of the Organization on official UNICEF business to compensation equivalent to the compensation which, under Appendix D to the United Nations Staff Rules (ST/SGB/Staff Rules/Appendix D/Rev.1 and Amend.1), would be payable to a staff member at step V of the First Officer (P-4) level of the Professional category.
8. ARBITRATION
Any dispute arising out of or, in connexion with, this contract shall, if attempts at settlement by negotiation have failed, be submitted to arbitration in New York by a single arbitrator agreed to by both parties. Should the parties be unable to agree on a single arbitrator within thirty days of the request for arbitration, then each party shall proceed to appoint one arbitrator and the two arbitrators thus appointed shall agree on a third. Failing such agreement, either party may request the appointment of the third arbitrator by the President of the United Nations Administrative Tribunal. The decision rendered in the arbitration shall constitute final adjudication of the dispute.
9. TERMINATION OF CONTRACT
This contract may be terminated by either party before the expiry date of the contract by giving notice in writing to the other party. The period of notice shall be five days in the case of contracts for a total period of less than two months and fourteen days in the case of contracts for a longer period; provided however that in the event of termination on the grounds of misconduct by the consultant, UNICEF shall be entitled to terminate the contract without notice.
In the event of the contract being terminated prior to its due expiry date in this way, the consultant shall be compensated on a pro rata basis for no more than the actual amount of work performed to the satisfaction of UNICEF. Additional costs incurred by the United Nations resulting from the termination of the contract by the consultant may be withheld from any amount otherwise due to the consultant from UNICEF.
10. TAXATION
The United Nations and UNICEF undertake no liability for taxes, duty or other contribution payable by the consultant on payments made under this contract. No statement of earnings will be issued by the United Nations or UNICEF to the consultant.
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