National Individual Consultant: Communications Support Tender, Montenegro - 34408468

Procurement Summary

Country : Montenegro

Summary : National Individual Consultant: Communications Support

Deadline : 14 Jul 2019

Other Information

Notice Type : Tender

TOT Ref.No.: 34408468

Document Ref. No. :

Competition : ICB

Financier : United Nations Secretariat

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : UNITED NATIONS CHILDREN'S FUND
UNICEF Montenegro Stanka Dragojevica bb, UN Eco House 81 000 Podgorica, Telephone: +382-20 447 400 Fax: +382-20 447 471
Montenegro
Email :podgorica@unicef.org
URL :https://www.unicef.org

Tender Details

Tenders are invited for Montenegro: National Individual Consultant: Communications Support.

Background and Context
The UNICEF Montenegro Advocacy and Communication Strategy (MACS) reinforces UNICEFs position as a relevant, dynamic partner and a leader in child rights advocacy. It promotes evidence-based policies and interventions to improve the lives of the country's most vulnerable children, solutions to persistent bottlenecks in achieving child rights, and child-friendly social norms to combat stigma and discrimination.

Production of various multimedia products in order to effectively convey appropriate key messages to different audiences through different communication channels is an essential component of UNICEFs work.

Social media, as well as print and electronic media, are key communication channels for UNICEF in Montenegro.

Along with other country and regional offices worldwide, UNICEF Montenegro has launched a new website which needs to be regularly updated with multimedia products in English and Montenegrin. Also, all ads for vacancies and tenders are published here – this part of work is on a daily basis and requires precision and prompt response.

Further, stories and multimedia products in English about our Country Office work need to be produced and shared for publishing regularly at the RO website and UNICEF ICON, as well as at the weekly UN Newsletter.

There is an ongoing reform of the UNICEF internal communication system. Every Country Office has got a website on the intranet, which means that we need to fill it in with relevant contents in English and update it regularly.

In addition, there is new system for archiving and sharing documents, which requires adequate tagging and archiving comms documents and multimedia products in the new ECM documentation system.

Due diligence process of potential private sector partners requires detailed information on companies reputation and so, support from communication is needed in this area as well.

Since 2018, UNICEF volunteers - young reporters are at the heart of the UNICEF Montenegro social media strategy. They are helping to effectively convey various key messages to different audiences through different communication channels. A special section on the Voices of Youth international platform is being created for their multimedia products in English. Support for translation, editing, sharing and follow up on the publication of these products with Voices of Youth is essential.

To conclude, in order to support effective external and internal communication, national individual consultancy is needed to support office communication work on a daily basis.

Purpose and Objective(s)
The purpose of this assignment is to assist in the implementation of the UNICEF Montenegro advocacy and communication strategy.

The objectives of the consultancy are:

Organize daily media clipping for all staff in English and follow up on media clipping on particular issues in Montenegrin and English as per the needs throughout the year;
Organize translation and editing of comms documents in English and Montenegrin as needed (media releases, media statements, Q&A, key messages, etc.) throughout the year;
On a regular base update Âthe contents of the UNICEF Montenegro Country Office website on the INTRANET
Responsible for organizing Âtransfer to the new ECM system of document archiving – organize selection, tagging and archiving of comms documents and multimedia products in line with the ECM guidelines
Support production and publishing of all multimedia products and their sharing for publishing at the UNICEF Regional Office website, UNICEF ICON, etc. on a regular basis;
On a regular base update UNICEF Montenegro website with multimedia products in English and Montenegrin and all other information related to vacancies, tenders, etc..;
Organize translation and editing and share UNICEF volunteers – young reporters’ blogs and other multimedia products with the Voices of Youth international platform for publishing on a regular basis;
Support due diligence process of potential private sector partners in the UNISON system at UNICEF Intranet as needed throughout the year;
Organize translation and editing, design, preparation for printing, printing and dissemination of various communication materials (publications/surveys/posters/factsheets/leaflets, etc.) in English and Montenegrin on a regular basis;
Support updating of the UNICEF Montenegro photo library as needed and archive all docs related to it throughout the year;
Maintain an up-to-date documentation centre and back-up storage for publications, research, photographic and audio-visual materials, etc. on a regular basis;
Collect data and relevant information for different communication reports and documents as needed throughout the year;
Provide regular weekly inputs in English and Montenegrin for the UN Newsletter
Support preparation of UNICEF branded events and their implementation, monitoring and evaluation every month
Support organization of media trainings for external and internal audiences as needed throughout the year.
3. Methodology and Technical Approach

The Consultant will work closely with the UNICEF Communication Officer, Communication for Development Officer, Social Media and Communication Consultant, UNICEF programme and operations colleagues and external consultants to support UNICEF Montenegro external and internal communication in line with the global guidelines and the key performance indicators.

A detailed work plan with the time frame will be developed and agreed with the supervisor, including regular meetings and reporting.Â

Activities and Tasks
The following tasks need to be accomplished:

MEDIA CLIPPING

Share daily media clipping reports with all staff every morning
Follow up on media clipping on particular issues as per the needs and share the requested media clipping reports in English and/or Montenegrin within the requested deadlines
UNICEF MONTENEGRO INTRANET WEBSITE

In line with the guidelines, make a selection of appropriate contents, organize their translation and editing as needed and update UNICEF Montenegro Country Office website on the INTRANET on a regular basis throughout the year
ECM SYSTEM ARCHIVING COMMS MATERIALS

In line with the guidelines, make a selection of documents and multimedia products to be transmitted and archived in the new ECM system on a regular basis throughout the year
In line with the guidelines, organize tagging and archiving of comms documents and multimedia products in the new ECM system on a regular basis throughout the year
UNICEF MONTENEGRO AT THE RO WEBSITE AND ICON

In line with instructions, support/follow up on production, translation, editing and publishing of human interest and web-stories and other multimedia products in English for publishing at the UNICEF Regional Office website, UNICEF ICON, etc. on a regular basis throughout the year
Share human interest and web-stories and other multimedia products in English and follow up on their publishing at the UNICEF Regional Office website, UNICEF ICON, etc. on a regular basis throughout the year
UNICEF MONTENEGRO WEBSITE

In line with instructions, support/follow up on production, translation, editing and publishing of human interest and web-stories and other multimedia products for UNICEF Montenegro website in English and Montenegrin on a regular basis throughout the year
Update UNICEF Montenegro website in English and Montenegrin with all multimedia products, tenders and vacancies regularly throughout the year
VOICES OF YOUTH PLATFORM

In line with instructions, support/follow up on production, translation, editing and publishing of blogs and other multimedia products in English for publishing at the Voices of Youth platform
UN NEWSLETTER

Every week, collect information, draft, share and monitor publication of UNICEF inputs in English and Montenegrin for the UN Newsletter
RESOURCE MOBILIZATION SUPPORT – DUE DILIGENCE

Organize and provide media clipping reports in English for the due diligence of private sector partners as needed as needed throughout the year
Collect relevant information and fill in the due diligence requests at the UNISON platform on UNICEF Intranet as needed throughout the year
REPORTS

As needed, provide inputs for various reports and presentations - CMT monthly reports, annual report, comms plans, donor reports, etc.
Make progress reports on the contents produced, shared and published at different platforms – UNICEF Intranet website, ICON, Regional Office website, UNICEF Montenegro website, Voices of Youth, etc.
TRANSLATION, EDITING, DESING, PRINTING AND DISSEMINATION

As needed, draft, organize translation, editing, design, printing and dissemination of different communication documents in English and Montenegrin (invitation letters, agendas, media releases, key messages, reports, background information/briefings, Q&As for media, presentations for meetings/events, multimedia products translation and editing, etc.)
In line with UNICEF’s brand book and donor’s visibility guidelines, work with designers on design and preparation for printing of promotional materials – publications, leaflets, brochures, posters, factsheets, surveys, greeting cards, calendars, etc. - throughout the year
Work with relevant staff and partners to assist with printing and distribution of different promotional materials as per the needs and monitor effective dissemination of these materials throughout the year
Make progress reports on the design, printing and dissemination of various promotional materials
ARCHIVING

Maintain an up-to-date documentation center and back-up storage for publications, research, photographic, audio-visual and other comms materials in collaboration with consultants for photo and video production, design, etc. and using the new internal communication platforms
PHOTO LIBRARY

Work with UNICEF photographer to update the photo library as per the instructions provided
Keep an archive of all documents related to the photo and video library – signed consents of children, parents and others, etc.
EVENTS

Support preparation of UNICEF events through the work with the designer on the production and setting up of UNICEF branded materials at the venue (design of roll-ups, backdrop, background on the screens, etc.)
Organize printing, transport and storage and take care of UNICEF branded materials at the events and afterwards (roll-ups, folders, T-shirts, badges, etc.)
Support preparation of UNICEF events through the work with the consulting agency on the setting up of the stage, providing materials (animations, presentations, etc.) in English and Montenegrin in the proper format for different screens, organization of simultaneous/consecutive translation and sound distribution for media, etc.
Support preparation of UNICEF events by printing and distributing materials for media at the event and ensuring that they sign in the event media contact list
Update the media contact list regularly after every event throughout the year
Archive photos from all events regularly
Organize translation, editing and publishing of web-stories immediately after the events
MEDIA TRAININGS

In line with instructions, draft and finalize media training docs in English and Montenegrin – background information, contact lists, agenda, etc.
Provide all participants with training information, agenda and contact lists electronically and in hard copies before and at the training
Organize that all participants sign in the training attendance list every day and make an electronic database with contact information of all participants and trainers
Organize translation of the training – simultaneous or consecutive – from and to English and provide the translators and participants with all relevant training documents before, during and after the training
Support training preparation and implementation – collect and share information on the materials/equipment needed on the training and ensure that it is provided; collect and share information on the needs regarding catering during the training and follow up with relevant UNICEF colleagues to ensure that it is organized; etc.
Support any follow up after the training with the trainers or participants as needed – collecting and sharing evaluation lists or any other training documents/multimedia products, etc.
5. Key Deliverables and Timeframe

The consultancy assignment is for the 2 years, while the initial individual contract will be issued for 4 months, from the beginning of September 2019 until the end of December 2019. Further contract extension will be subject to funds availability and consultant's performance assessment.

The Consultant is expected to produce the following key deliverables by December 31, 2019:

Media clipping daily reports are shared with all staff on a daily basis
Media clipping reports on particular issues in English/Montenegrin are provided as needed throughout the year
Translation and editing of all comms docs and materials is organized smoothly throughout the year
UNICEF Montenegro website on the Intranet is updated with relevant information in line with the new guidelines
UNICEF Montenegro comms materials and multimedia products are transferred and archived successfully and in line with the guidelines of the new ECM system
UNICEF Montenegro stories in English are published on ICON
UNICEF Montenegro stories in English are published on the website of the Regional Office
UNICEF Montenegro website is updated regularly in English and Montenegrin throughout the year
UNICEF volunteers - young reporters blogs and other multimedia products in English are published at the Voices of Youth platform
Information on UNICEF in English and Montenegrin is published regularly in the weekly UN newsletters
UNICEF photo-library is updated as per the needs and all related docs are archived as per UNICEF guidelines
There is an up-to-date documentation center and back-up storage for publications, research, photographic, audio-visual and other comms materials
Communication documents/reports contain up-to-date information and are available in English and Montenegrin as needed
Events with media are organized smoothly with adequate branding ensured
Communication materials are designed and produced in line with UNICEF standards and guidelines and their proper dissemination is ensured
Information for the due diligence of potential private sector partners is provided in the UNISON system as per UNICEF guidelines
Media trainings for internal and external audiences are smoothly organized
Specific deadlines for different activities will be agreed with the supervisor during the year.

6. Management and Organisation

Management: The Contractor will be supervised by the UNICEF Communication Officer.

Organization: National individual consultancy is required for this consultancy.

Schedule: This assignment will commence at the beginning of September 2019.


7. Qualifications/specialized knowledge/experience required to complete the task:

Education:

University Degree in Communication, Journalism, Languages (English);
Experience:

Up to 5 years of working experience in media/events organization/PR/comms related jobs;
Solid experience in using different kinds of web-based platforms;
Experience in organizing design and printing of various promotional materials;
Experience in organizing and managing regular archiving of multimedia products on a regular basis;
Experience in supporting organization of media trainings;
Creative and highly organized with ability to work quickly and efficiently as part of a team;
Previous experience with UN/UNICEF or other international organization on a similar work would be considered as an advantage;
Language:

Fluency in written and spoken English and Montenegrin with thorough knowledge of spelling and grammar in both languages and excellent translation and writing skills in both languages;
Application procedure:
The potential candidates are expected to submit an application based on these Terms of Reference. The application must contain the following information:

CV and P-11 form
financial proposal: candidates are requested to submit their financial offer consisting of the fees for the services to be provided, travel and subsistence costs, as applicable.
- Payment schedule

The payments will be made upon successful completion of the deliverables and submission of invoices.

- Recourse

UNICEF reserves the right to withhold all or a portion of payment if performance is unsatisfactory, if work/outputs is incomplete, not delivered or for failure to meet deadlines.

Selection method:

The proposal will be evaluated against the following criteria:

A) Technical evaluation - Maximum points: 70

Technical evaluation will be conducted based on a interview with the shortlisted candidates.

B) Financial proposal (Budget) - Maximum points: 30


-Technical proposal evaluation: Proposals passing the minimum technical pass score (49 points-70% of the maximum points obtainable for technical proposal) will continue into the Financial proposal evaluation.

-Financial proposal evaluation: The lowest price proposal willbe awarded the full score.

-Recommendation: The recommendation for award of contract will be based on the best combination of technical and financial scores.

-Final award and contracts: Based on the verified nominations and final scores, contract negotiations could be initiated with one or more successful applicants.

-Each applicant will be evaluated against a weight allocation of 70% for the technical proposal and 30% for the financial proposal. The total maximum obtainable points is 100.

-The UNICEF evaluation team will select the Consultant who meets the stated requirements and offers the best combination of technical and financial score.

9. REMARK:

Upon conducting the recruitment process and prior the contract issuance, it will be necessary for the consultant to complete the following online courses no later than one month after signature ofcontract. Course completion certificates should be shared and retained with thehiring office.

BSafe (Safe And Security)
Ethics and Integrity at UNICEF
Prevention of Sexual Harassment and Abuse of Authority
Sexual Exploitation Abuse (PSEA)
The courses can be found on the following link: UNICEF Mandatory Learning for Consultants .

UNICEF is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

How to apply:
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=523524

Documents

 Tender Notice