PART I
Purpose of Assignment
Review of Administrative, Supply/Logistics and Finance Functions to ensure adequate capacity to support common services and Quality Assurance Activities
Estimated level of the assignment
Expected level of work is equivalent to Professional level P-4
Location of Assignment
Nairobi, Kenya
Duration of contract
4-6 weeks
Start date
From: March
To: April

Reporting to:
Chief of Operations
Is consultancy assignment in the approved Technical Assistance Plan
Yes
Background and Justification
The common services arrangement was set up in 1997 with a Common Operations Support Services (COSS) unit to support the Regional Office (RO) and UNICEF Kenya Country Office (KCO).A review on the effectiveness and efficiency of the current modus operandi of the Common Support Service Unit was undertaken in February 2015.The review identified the need to streamline common services provided by KCO for greater effectiveness and efficiency of the operational support to both offices. This involved transferring responsibilities for oversight of Human Resources (HR) and Information, Communication and Technology (ICT) functions from KCO to ESARO to allow:
• The consolidation of operational activities within KCO and the office to focus its internal operations, in the areas of finance, procurement, supply, risk management, budget management, administration, in support of effective programme delivery at national and sub-national levels and thus KCO to continue providing Common Services in the areas of Finance, Administration, Supply and Procurement.
• Sharing of operational risks between KCO and ESARO on the common services activities for more structured oversight from the Regional Office.
• Strengthening management of Human Resources and ICT to mitigate the significant risks in the Kenya context.
• Transfer of the HR and ICT Common Services to ensure optimum quality of services to both KCO and ESARO
It was also recommended that the Administration, Supply and Procurement activities in UNICEF KCO be reviewed, streamlined and strengthened once the new Representative and Chief of Operations are on board. This included development of Standard Operating Procedures (SOPs), thorough review of internal work processes, and assessment of delivery of services in order to ensure that support is adequately provided to both KCO and RO. In addition it is also suggested to review Quality Assurance activities and Finance as part of mid-term review (MTR).
It may also be noted that a comprehensive staffing review was conducted as part new country programme development and Country Programme Management Plan (CPMP) for 2014-2018. This resulted in a major re-structuring including abolition of 85 positions and establishment of 105 new positions. Therefore the mid-term review scheduled for June 2016 may need very minor adjustments in the staffing structure as a result of any changes in the country programme.
Consultancy is required to conduct the above review to ensure independent review.
Scope of Work
1) *Goal and Objective:* Under the supervision of the Chief of Operations the consultant will undertake a review of the scope of support of the KCO common services functions and an assessment of the current level of services of the common services unit in order to establish the optimal levels. This review should then inform a review of the structures currently in place to ensure that the functions are fit for purpose. The structural review should make recommendations/options on the optimal structures, review job descriptions, standard operating procedures, key performance indicators and other relevant areas. Based on the review the consultant is expected to make specific recommendations to strengthen efficiency and effectiveness in the provision of services.*
2) Reference to RWP areas/UNDAF output covered: Cross Sectoral Programme Support Outcome 12b: Effective and Efficient Programme Management and Operations Support
3) Activities and Tasks: The consultant is expected to carry out the following activities and tasks:
i) Review related issues identified in the report of Annual Review 2015
ii) Review the scope of the KCO common services function to assess whether support is at the optimal/adequate levels.
iii) Assess the current level of services / effectiveness of support provided to KCO and RO and identify current best practices, areas for improvement, adjustments, etc. Based on task review, assess capacity and quality of delivery of services
iv) Identify bottlenecks, constraints and issues in the delivery of services and processes, in consultation with the concerned staff in respective units
v) Based on the review of capacity and quality of services, suggest any revisions in the staffing capacity in the related areas including any cost implications.
vi) Review existing standard operating procedures, internal work processes and functions in the areas of Administration, Supply/Procurement, Finance and Quality Assurance.
vii) Taking into the consideration the changes in country in relation to decentralization of the government, increased field presence, latest HACT (Harmonized Approach to Cash Transfers) requirements in the context of Kenya and ERM (Enterprise Risk Management), review the tasks requiring to take place in the above mentioned functions and the related workload.
viii) Propose changes/modifications/options in the SOPs, work processes, and delivery of services
4) Work relationships: The consultant will work under the guidance and supervision of the Chief of Operations and frequent guidance from the Representative. Interaction with the respective unit heads and concerned staff may also be required. Meeting with Country Management Team and/or Programme and Operations Coordination Group (POCG) required. The consultant will also need to discuss with the “clients” both in KCO and in RO to solicit their views on needs for improved services.
5) Outputs/Deliverables:
• Report on the review including Executive Summary
• Revised work processes and SOPs
• Recommendation on strengthening quality of common services
• Recommendation for adjustment of the Job Descriptions in the different functions.
• Suggestions for any revision in staffing capacity in the areas of Admin, Supply/Procurement, Finance and Quality Assurance including cost implications.

The above deliverables will be reviewed and comments will be provided to the Consultant within a week of receipt of draft reports. The consultant is expected to finalize the reports based on the comments.
Deliverables
Duration (Estimated # of days or months)
Schedule of Payment
Inception Report
One week
10%
Report on work processes, SOPs, including analysis on bottlenecks, constraints etc
Two weeks
20%
Recommendations
One week
20%
Final Report, incorporating comments
Two weeks
50%
Payment Schedule

The payment will be made upon satisfactory completion of all deliverables/assignments and acceptance of final reports, duly authorized by the Supervisor as per above schedul. No advance payment is allowed.
Required qualifications, desired competencies, technical background and experience
(Consult with HR on this prior to signing off on the TOR)
a) Education: Advanced University Degree in Social Sciences, Management, Human Resources, Economics or related areas.
b) Specialist skills/Training: Management training or experience in the area of Operations/Human Resources Management;
c) Years of experience: 8 years of relevant work experience in the area of management, operations/human resources management
d) Competencies: Drive for Results, Commitment, Diversity, Strategic Thinking, Formulating Strategies and Concepts, Planning and Organizing.
e) Languages required: Fluency in written and spoken English
f) The candidate selected will be governed by and subject to UNICEF’s General Terms and Conditions for individual contracts.”
Conditions
It is important to state the conditions for the contract. The consultant is subject to general conditions.
Information to be included to focus on office space/equipment, travel, etc.
Consultant is expected to bring her/his own laptop and phone/sim-card. Consultant should quote all-inclusive fee including any travel costs. Office will provide office space/workstation.
Applications submitted without quoting the fee/ rate will not be considered.
HOW TO APPLY:
Dear Sir/Madam,
UNICEF Kenya Country Office (KCO) in Nairobi, is inviting proposals from reputable institutions for the purpose of Provision of Consultancy services as stipulated in the Request for Proposal as above.
Your institution’s name has been recommended as a reputable organization in this field. We are therefore inviting you to submit a proposal by sending to you the attached formal Request for Proposal for (LRFP) document.
Please note that your positive response in hard-copy should be delivered on 09.03.2016 by 11.30 A.M. EastAfrica Time, either by courier or hand-delivery directly to Attention: Supply Section at Block D ROOM 107, UNICEF Kenya Country Office at UN Complex in Gigiri, as per terms and conditions prescribed in the LRFP.
Note :
Your proposal may be also sent by courier to
UNICEF KCO- SUPPLY
UN GIGIRI COMPLEX
P.O Box 44145-00100
Nairobi
Kenya
ATTENTION :SAMAYOG KARMACHARYA
Should you wish to hand deliver the proposal, please send us the details (Name and ID/Pass Port No) of the person coming at least a day (24 hours) before coming so that prior arrangements are made with the Security Office to allow entry into the complex.
Please feel free to contact us should you require more information.
For booking details kindly send your request for booking to gmokoro@unicef.org