Administrative and Data Management Officer Tender - 18774683

Procurement Summary

Country: Trinidad and Tobago

Summary: Administrative and Data Management Officer

Deadline: 18 Dec 2017

Posting Date: 10 Dec 2017

Other Information

Notice Type: Tender

TOT Ref.No.: 18774683

Document Ref. No.:

Competition: ICB

Financier: Caribbean Development Bank (CDB)

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

72220000 - Systems and technical consultancy services

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Tender Details

Expression of Interest are invited for Administrative and Data Management Officer.
The University of the West Indies (UWI) Seismic Research Centre (SRC) has received financing from the Community Disaster Risk Reduction Fund (CDRRF) which is managed by the Caribbean Development Bank (CDB) towards the cost of implementing the Volcano Ready Communities in St. Vincent and the Grenadines Project and intends to apply a portion of the proceeds of this financing to eligible payments under a contract for which this invitation is issued. Payments by CDB will be made only at the request of The UWI SRC and upon approval by CDB, and will be subject in all respects to the terms and conditions of the Financing Agreement. The Financing Agreement prohibits withdrawal from the financing account for the purpose of any payment to persons or entities, or for any import of goods, if such payment or import, to the knowledge of CDB, is prohibited by a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations. No party other than The UWI SRC shall derive any rights from the Financing Agreement or have any claim to the proceeds of the Financing.
The UWI SRC, the Executing Agency, now wishes to procure consultancy services for an Administrative and Data Management Officer. The objective of the consultancy is to support the administrative and data management aspects of the Project’s operations and collecting, managing, analysing, and reporting data specific to the agreed upon project indicators, in compliance with CDB’s policies and guidelines. The duration of the assignment is expected to be for a period of 24 months.
The UWI Seismic Research Centre now invites interested eligible individual consultants to submit Expressions of Interest indicating qualifications and experience required to provide these consultancy services.
Consultants shall be eligible to participate if:
(a) the persons are citizens or bona fide residents of an eligible country; and
(b) in all cases, the consultant has no arrangement and undertakes not to make any arrangements, whereby any substantial part of the net profits or other tangible benefits of the contract will accrue or be paid to a person not a citizen or bona fide resident of an eligible country.
Eligible countries are member countries of CDB.
The attention of interested Consultants is drawn to paragraph 1.9 of CDB’s Guidelines for the Selection and Engagement of Consultants (2011), setting forth CDB’s policy on conflict of interest. In the assessment of submissions, consideration will be given to qualifications and experience on similar assignments. Experience working in a community project setting will be advantageous and general knowledge of gender issues and gender analysis will be an asset. All information must be submitted in English. Further information may be obtained from the first address below between 0900 and 1700 hours Trinidad and Tobago time Monday to Friday.
Electronic copies of the Expressions of Interest must be emailed to the first address below, and copied to CDB at the second address below, no later than 1200 hours on Monday, December 18, 2017. The email submission must include the name and address of the applicant and the subject line shall be clearly marked “Expression of Interest – Consultancy Services for ADMO for Volcano Ready Communities in St. Vincent and the Grenadines.”
Following the assessment of submissions, the most technically capable and appropriately experienced applicant will be invited to negotiate a contract to provide the consultancy services. The UWI SRC reserves the right to accept or reject late applications or to cancel the present invitation partially or in its entirety. It will not be bound to assign any reason for not engaging the services of any applicant and will not defray any costs incurred by any applicant in the preparation and submission of Expressions of Interest.
1. BACKGROUND
1.01 The University of the West Indies (UWI) Seismic Research Centre (SRC) is the premiere research and monitoring agency for geological hazards in the Caribbean and one of the few specialised research institutions of the UWI. Established in 1953, SRC has been providing Eastern Caribbean Governments with expert advice on geologic hazards affecting the region for over 60 years and currently operates the largest network of geophysical monitoring instruments in the Caribbean region. All of its installations and operations are located within the communities and SRC has been engaged with vulnerable island communities in the Eastern Caribbean for most of its existence. In addition to routine monitoring the SRC collaborates with local, regional, and international agencies on research projects relevant to the core areas of its remit (seismology, volcanology and education and outreach). The SRC plays an active role in promoting geologic hazard awareness, volcano contingency planning, and especially early warning systems.
1.02 The Community Disaster Risk Reduction Fund (CDRRF) is a multi-donor fund established by the Caribbean Development Bank (CDB) with grant financing from the Department of Foreign Affairs, Trade and Development, Canada and the European Union (EU) under the African Caribbean and Pacific-EU-CDB Natural Disaster Risk Management in CARIFORUM Countries project. CDRRF is managed by CDB and it finances community-based disaster risk reduction (DRR) and climate change adaptation (CCA) initiatives at the local level across eligible borrowing member countries of the CDB, with the exception of Haiti.
1.03 The UWI SRC has financing from CDRRF towards the cost of implementing the Volcano Ready Communities in St. Vincent and the Grenadines Project (the Project). St. Vincent and the Grenadines is among the most disaster-prone territories in the world, and is affected on a regular basis by the negative impacts of natural hazards such as volcanoes, earthquakes, hurricanes, landslide, rainfall events, storm surge and drought. An estimated 41.6% of the population is exposed to two or more hazards. These events cause significant and often recurrent damage to national infrastructure including schools, road networks, housing, hospitals, and other facilities such as telephone lines, water, and electricity. Additionally, the impacts of natural hazards significantly affect human welfare, national economic activities, property, and natural resources. The Soufriere volcano represents a major threat to St. Vincent and the Grenadines. It is an active volcano, which directly threatens the northern half of St. Vincent.
1.04 The Project will seek to provide the scientific information and resources and its downscaling to support community level volcano contingency planning, community-led multi-hazard mapping, and capacity building for DRR. The Project will also utilise and leverage recent research outputs and products from the Strengthening Resilience in Volcanic Areas Project that has provided invaluable insights into community needs, and the recently updated National Volcanic Emergency Plan. The Project will seek to prepare and equip 12 vulnerable communities in northern St. Vincent and the Grenadines to effectively respond to an eruption of the Soufriere Volcano in a manner that will minimise the number of associated fatalities and injuries. Vulnerability to the multi-hazard environment of the Soufriere Volcano will also be reduced by a combination of activities designed to enhance community early warning procedures, increase adaptive capacities, strengthen awareness, and enhance response capacities.
1.05 Against this background, SRC is seeking to engage a Consultant to provide administrative and data management services.
2. OBJECTIVES
2.01 The objective of the consultancy is to support the administrative and data management aspects of the Project’s operations, including collecting, managing, analysing, and reporting data specific to the agreed upon project indicators, in compliance with CDB policies and guidelines.
3. SCOPE OF SERVICES
3.01 The duties to be carried out by the Officer include but are not limited to the following:
Administration Duties
(a) Organising, prioritising and executing routine administrative tasks, monitoring and reconciling expenditure, preparing presentations, and data analyses for use in reports and decision-making.
(b) Establishing and maintenance of the sub-project’s administrative and accounting systems and procedures.
(c) Filing of all communications, documentation, financial reports and records, contracts, related to the implementation of the Project, and assisting the Project Manager (PM) with the preparation of weekly, monthly, and quarterly reports.
(d) Managing the communication and information flow on behalf of the PM assigned to assist in the efficient and appropriate treatment of matters, including responding to diverse enquiries and drafting appropriate responses to correspondence for dispatch on his behalf.
(e) Arranging meetings, and participating in conferences, workshops, working groups and in accordance with stipulated requirements.
(f) Assisting the PM with the preparation and monitoring of contracts for consultancy services, based on the standards of CDB contract documents, and ensuring that payments are in accordance with the services and costs approved.
(g) Liaising with project implementation partners, government agencies, and other project stakeholders in order to facilitate the completion of designated assignments and the timely implementation of project activities.
(h) Taking minutes at Project Steering Committee meetings and other meetings that may be held.
(i) Carrying out such other related duties as may be assigned.
Data Management Duties
(a)

Documents

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