Roster: Documenters in the Philippines
Procurement Process
IC - Individual contractor
Office
UNDP-PHL - PHILIPPINES
Deadline
15-Apr-25 @ 07:00 AM (New York time)
Published on
31-Mar-25 @ 12:00 AM (New York time)
Reference Number
UNDP-PHL-00689
Contact
UNDP Procurement Unit-Philippines - procurement.ph@undp.org This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.
If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-PHL-00689, following the instructions in the user guide.
Introduction
Country: Philippines [various provinces]
Description of the Assignment: Long-Term Agreement (LTA)- Individual Consultant
BACKGROUND
UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. With offices in more than 170 countries and territories, we offer global perspective and local insight to help empower lives and build resilient nations.
Working in the Philippines for over 40 years, UNDP continues to strengthen the countryโs capacities at the national and local levels to promote democratic governance, sustainable management of natural resources, climate change adaptation, disaster risk reduction and management, and resilience and peacebuilding. In all its programmes, UNDP integrates human rights and gender equality, advocating that everyone should have equal access to the benefits of development.
In supporting various projects and programmes, UN/UNDP conducts various workshops / events across the Philippines. The size and duration of the workshops / events may vary from small (10 resources and half a day) to large (100 resources and 5 days).
In this context, UNDP Philippines is looking to set up a roster of qualified documenters to ensure the successful documentation of the workshops. These documenters will sign Long-term Agreements (LTAs) under which they may be engaged by UNDP or other UN agencies for specific assignments in different parts of the country.
DUTIES AND RESPONSIBILITIES
Scope of Work
A Terms of Reference will be developed for each assignment, with specific outputs, duration and level of effort. In general, the Individual Consultant (IC) may be required to perform the following tasks and/or other related work:
Scope of Work
โข Attend the Workshops/Events as assigned by the hiring unit
โข Guided by the workshop programme, document the substantive discussions and ensure that inputs, queries, comments, and elaborations on workshop outputs are covered
โข Capture and summarize action points discussed and agreed upon
โข Consolidate all presentation materials, workshop outputs, and photos; organize them into folders and subfolders based on the programme segments and/or sequence of events; and include a link to them in the documentation report.
โข Compose the documentation report using the template provided by UNDP
โข Ensure that gender related issues and concerns are captured in the documentation
โข Ensure that high resolution photos are integrated into the narrative with appropriate captions, according to programme segments or sequence of events.
โข Submission deadline for the draft documentation report is 10 working days after the last day of the workshop.
โข Submission of final documentation report after one revision round, reflecting comments, feedback, inputs, or changes is 5 working days upon receipt of the prescribed revisions
If required, and for workshops that run on multiple locations - recompose, standardize, and prepare narrative from each documentation prepared by different documenters / project staff during the workshop activity breakout sessions.
Deliverables/outputs
Process Documentation Report with Annexes (initial draft and finalized draft after comments from the UN/UNDP requesting unit)
a. Final Program;
b. All Presentations and Lectures;
c. All Activity Outputs;
d. Photo Documentation; and
e. List of Participants.
Institutional Arrangements
The Consultant shall report to the Project Manager of the requesting unit or his/ her authorized representative/s.
Release of final payment shall be contingent on submission of approved outputs.
Facilities to be provided by UNDP
The Consultant will be required to use their own IT and communications systems and do the preparatory work from their own locations.
Duration of the Contract
Successful candidates will be placed under the roster for one (1) year. The roster duration may be extended for up to another two years (maximum of three (3) years for the entire contract duration) if their performance evaluation is deemed satisfactory and if there is an ongoing requirement.
Selection under the roster does not guarantee any contract amount during the validity of the roster, and further engagements will be on an on-call basis.
Depending on specific requirements, the actual duration will be specified in the Terms of Reference for each individual assignment.
COMPETENCIESโข Excellent facilitation and presentation skills; โข Excellent communication skills;โข Understands UN mandate โข Ability to work with a multicultural environment and a multidisciplinary team;โข Willingness to travel to project sites (within Philippines), no matter how remote.
REQUIRED SKILLS AND EXPERIENCE Education Qualifications: โข University Degree
Experience:โข At least five (5) years of experience documenting workshops/events โข At least three sample work (documentation reports) submitted โข Proficient in English and Filipino Languages
Proposal should be submitted directly in the portal no later than indicated deadline.
Any request for clarification must be sent in writing via messaging functionality in the portal. UNDP will respond in writing including an explanation of the query without identifying the source of inquiry.
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Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a โleave no one behindโ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Women, 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.