Consultancy: Individual Consultant to support an Internal Review and Lessons Learned Exercise: UNICEF Supply Division’s 2020 Response to COVID-19, MSDEU, Supply Division, Cph

Individual Consultant to support an Internal Review and Lessons Learned Exercise:
UNICEF Supply Division’s 2020 Response to COVID-19
Monitoring, Strategic Data & Evidence Unit, UNICEF Supply Division, Copenhagen

 

Location details: Home base

Duration: Up to 75 working days over 5 months (October 2020 to March 2021)

Anticipated Start Date: October 2020

 

Context and Purpose of the Consultancy:

Since the onset of the COVID-19 outbreak, SD has undertaken continuous assessment to outline and address the impact this global crisis is having on essential and strategic supplies for programme implementation. The complexity and extremely rapid evolution of the situation has unfolded in a multi-layered response, which comprises four tiers:

Tier 1: Protecting UNICEF Staff and maintaining regular supply operations during the emergency
1a. Measures to protect UNICEF Staff
• BCP Activation
• New Ways of Working
• Staff wellbeing
1b. Measures to continue supply operations
• Maintenance of Copenhagen Operations during activation of BCP
• Strategies to address Logistics Disruption
• Continuation of existing work plan activities

Tier 2: Market availability and delivery of COVID-19 supplies
• Market strategies
• Financing
• Prioritization for distribution

Tier 3: COVID-19 collateral impact and preparing for the post-COVID situation
• Immunization
• WASH
• Education
• Nutrition & Medicines

Tier 4: Coordination with partners and donors, sharing and publishing information
• Internal Coordination
• Interagency Positioning
• Information Sharing

Considering the unprecedented nature of the COVID-19 emergency, as well as the first full activation of SD’s BCP for an extended period of time, there is a need to review the implementation of the multi-tiered approach adopted by SD to respond to the crisis, as well as the lessons learned to guide adaptive management and future responses of similar magnitude.

The review exercise is led by SD’s Monitoring, Strategic Data and Evidence Unit (MSDEU) and this ToR is aimed at recruiting a consultant to support MSDEU with the analysis, generation of evidence and preparation of specific products described in the following sections.

The specific objectives of the review are:
• To provide timely, “good enough” evidence to inform decision making for SD’s multi-tiered response to the ongoing COVID-19 global health emergency;
• To examine what specific mechanisms have and have not worked well for SD during the response;
• To ascertain how internal and external partnerships and collaboration have or have not worked to support implementation of the response; and,
• To draw lessons to inform SD’s current and future global health emergency responses, with a particular focus on the strategic contribution of supply to UNICEF’s results globally.

In addition to the objectives above, the products resulting from this review will be key pieces of evidence to support planned corporate exercises carried out by the NYHQ Evaluation Office: Learning-focused Evaluation in Support of UNICEF COVID-19 Response (real-time and ongoing during the emergency in 2020) and Corporate Evaluation of COVID-19 Response (2021), among others.

The review will cover the SD response period of February 2020 to January 2021.

 

Key Tasks :

This is a real-time and dynamic review that has already taken off under the leadership of the MSDEU Evidence Team. Data collection has been started, and a few products on specific topics have been delivered. Therefore, the consultant’s work will be complementary to what is already underway. The following steps will guide the required tasks and deliverables for the consultant:

Step 1: Data collection and analysis (started for specific topics)
o Inception, work planning and preparation of inception report (Deliverable #1)
o Data collection: dashboard data, interviews/surveys with stakeholders, document review
o Analysis and preparation of Lessons Learned Report Series (Deliverable #2)
o Discussion with Reference Group and key informants: validation of findings and conclusions

Step 2: Synthesis
o Preparation of Synthesis Report (Deliverable #3)
o Discussion with DO, Reference Group and key informants: validation of findings and conclusions

Step 4: Dissemination
o Preparation of Review Brief (Deliverable #4)
o Distribution of brief and links to full report via Supply Community and other relevant channels (to be agreed)

Throughout the steps, the consultant will undertake the following tasks:
• Finalize data collection instruments and prepare Inception Report
• Undertake data collection and analysis, including the implementation of key informant interviews
• Prepare Lessons Learned Report Series, Synthesis Report and Review Brief
• Participate in meetings with SD to discuss preliminary findings and present final report
• Work with MSDEU in preparing dissemination products

Deliverables:

Deliverable #1: Inception Report
A short report, from 5 to 10 pages, including initial reflections, further refinement of methodology, proposed templates, final list of deliverables (see below) and a workplan for the review.

Deliverable #2: Lessons Learned Report Series – Tiers 1 to 4
Between 6 and 8 reports (to be agreed), which are part of a series of up to 10 Lessons Learned Reports , MS Word format in English, up to 4 pages each, as per template to be agreed with UNICEF. The reports in the series may be developed in parallel or sequentially, based on key informant availability and relevance.

The thematic Lessons Learned Reports under Deliverable #2 may include a selection of the following topics (to be adjusted as needed by and relevant to SD):
•
• WFP logistics support: pros and cons to UNICEF of having used the WFP logistics support.
• Joint tender of COVID supplies: timeframe for processing a joint tender, implications for rapid procurement of PPEs, existence of parallel procurement within agencies and their impact on the joint tender and subsequent procurement results.
• Demand forecasting: accuracy of COVID supply forecasting by countries, and realization through expressed demand (sales orders)
• Pre-financing: collaboration between UNICEF and donors for advanced procurement and supply security.
•
• Allocation/prioritization of limited critical supplies: results and implications of coordination based on country demand, vulnerability and availability.
• Divisional Procedures for L3 emergencies: is there a need for SD to update / develop a new DP, e.g. to cover topics such as single sourcing, CRC threshold, etc.?
• Reliance on China as a major supplier base: alternatives to avoid future disruptions and supply shortages.
• UNICEF’s risk appetite for action in global pandemic emergencies: requirements for and implications of pre-positioning of supplies to regional hubs and country Warehouses.
• Collateral impact of COVID emergency on programme sector supplies: implications for types of supplies required post-COVID and necessary adaptations.
• UNICEF’s engagement in the UN COVID-19 Supply Chain System lead by WHO
• Data & communications: increased need to effectively communicate internally and externally on SD’s COVID procurement efforts, including continuous need for timely and accurate data.
• Contributions in Kind – CIKs: impact on markets and potential distortions.

Deliverable #3: Synthesis Report
MS Word report in English, up to 15-20 pages, containing at least:
• Executive summary of review
• Review highlights and key lessons learned
• Findings and conclusions of Tiers 1 to 4, as per review questions described earlier in this ToR.
• Annex: MS Power Point presentation in English, up to 20 slides, including a summary of the synthesis report

Deliverable #4: Review Brief
Designed review brief in English for distribution within SD and, if appropriate, through the Supply Community and other channels, with up to 4 pages, including:
• Summarized highlights of the review and key lessons learned
• Summarized findings and conclusions

 

Requirements

Academic:
Advanced university degree in management, social sciences, development studies or other relevant areas

Professional Experience:
– At least five years of experience in leading evaluations, research or institutional assessments, of similar scale and level;
– Experience with and strong skills in quantitative and qualitative research and approaches;

Other Skills and Qualifications:
– Knowledge of supply chain management and data tools;
– Working knowledge of the UN; UNICEF experience is preferred;
– Excellent skills in organizing, communication, reporting and presentation;

Language Requirements:
Fluency in English is required. Additional UN languages will be considered an asset.

Evaluation Criteria
Qualified candidates are requested to submit:
1. Cover letter/application.
2. Financial quote at a daily rate in US Dollars including all taxes.
3. P11 form if not applying through UNICEF Employment site

4. At least 3 Reference contacts

Please indicate your availability and daily rate to undertake the terms of reference above. Applications submitted without a daily rate will not be considered. Cover letter should outline relevant experience and qualifications and explain approach to completing the key deliverables outlined above.
Any specific experience with documenting lessons learned, especially on supply chain strengthening, development aid procurement processes and humanitarian response should be highlighted.
If needed, UNICEF may request bidders to conduct a brief presentation of their proposals and clarify details before making a final decision on contract award.
Applicants should propose an all-inclusive lump-sum amount, expressed as a daily fee, for this assignment. Due to restrictions imposed by the COVID-19 pandemic, no travel is planned as part of this assignment. Fees with shortlisted candidates are subject to negotiation prior to contract award.

Applications should be submitted before 18 October 2020

 

ANNEX 1. QUESTIONS TO BE ADDRESSED IN THE REVIEW

1.1. The questions that need to be addressed are organized according to the tiers adopted by SD in its response to COVID-19, taking into consideration the specific objectives of the review. They also consider standard evaluation criteria that are relevant for this review and will be further detailed and refined during the preparation phase. In addition, given the iterative nature and learning agenda of this review, additional questions may be identified and vetted as work progresses, based on key challenges and opportunities that SD encounters and wants to learn from.

1.2. The analysis of these questions will be included in the deliverables described below, as follows:
• The Review Synthesis Report will contain an analysis of the full set of questions.
• The Lessons Learned Report Series are specific products that will address particular elements or a subset of the questions.

1.3. Tier 1: Protecting UNICEF Staff and maintaining regular supply operations during the emergency

1. What have been the most significant measures to protect SD staff from COVID-19? Which measures have been effective and which ones haven’t? Which ones can be considered good practices for the future?
2. What have been the most significant strategies to ensure the maintenance of supply operations and to overcome logistics disruption during the emergency period? What are some of the key results (in supply volumes and value)? Which strategies have been effective and which ones haven’t? Which ones can be considered good practices for the future?

1.4. Tier 2: Market availability and delivery of COVID-19 supplies

3. What have been the key challenges to ensure (i) availability and (ii) delivery of COVID-19 specific supplies?
4. What were the most significant strategies put in place to overcome such challenges? What are some of the key results (in supply volumes and value, in commercial and financial relationships and partnerships established, in positioning for the near-term and longer term future)? Which strategies have been effective and which ones haven’t? Which ones can be considered good practices for the future?
5. What strategies have been put in place to help overcome financial challenges faced by (i) SD, (ii) suppliers, (iii) Country Offices, (iv) governments responding to COVID-19, and to ensure production and availability of such supplies? Which strategies have been effective and which ones haven’t? Which ones can be considered good practices for the future?
6. How has delivery of COVID-19 supplies been prioritized? What have been the pros and cons, as well as equity implications, of the delivery strategies adopted?

1.5. Tier 3: COVID-19 collateral impact and preparing for the post-COVID situation

7. How has work in other sectors (immunization, WASH, education, nutrition & medicines, system strengthening) been affected by the increased focus by UNICEF and governments on COVID-19 response? What activities have been discontinued or delayed during the emergency period, and what has been the impact of such interruptions? How will COVID-19 impact future demand for supplies in these sectors?
8. What strategies has SD put in place to continue work in these areas? How will these strategies impact futures ways of working?

1.6. Tier 4: Coordination with partners and donors, sharing and publishing information (communications, data visibility)

9. What were the most relevant internal coordination areas and points established between SD and other parts of UNICEF to deal with COVID-19 (including joint work, communications and information sharing)? Which coordination initiatives have been effective and which ones haven’t? Which ones can be considered good practices for the future? What have been the main challenges and how have they been overcome?
10. What significant changes have taken place in interagency coordination due to COVID-19? What are the implications of such changes for the current and future work within the UN? What are the risks and opportunities to SD of the new arrangements?

ANNEX 2. APPROACH

2.1. Given the number of different initiatives and broad coverage of the SD response to COVID-19, the review and lessons learned exercise will take a modular approach with a series of steps over the remaining part of 2020/ early 2021. The review will use mixed methods, including quantitative analysis of supply data, document review, key stakeholder interviews, observation of selected meetings and, if needed, specific surveys with selected SD staff.

2.2. The following SD stakeholders will be engaged during the process:

• Reference Group
Due to the division-wide character of this exercise, the reference group for the review will be composed of the members of the SD Evidence Committee (which includes representatives of senior management).

Expected participation:
o Participation in meetings for guidance and decision-making: planning, progress updates, preliminary findings, conclusions.
o Feedback and clearance: all review products and deliverables.

• Key Informants
The key informants will be SD managers and staff members who are accountable for different tiers and elements of the SD COVID-19 response. This includes the Director’s Office, Centre Chiefs/OICs, Procurement and Contract Specialists, Data and Forecasting Specialists, Markets Specialists, and other staff members who are engaged in the response. Key informants will also work as focal points for specific deliverables in the Lessons Learned Report Series. Depending on the topic under discussion, and if necessary, key informants from other UNICEF divisions may be identified.

Expected participation:
o Key Informant Interviews: one one-hour interview with selected key informants.
o Feedback: selected review products that may benefit from feedback beyond the reference group and that directly relate to the work of identified focal points.

• SD staff
The review may include (if needed) one or more surveys with a selected sample of SD staff, in order to understand their perspectives on specific parts of the emergency response.

Expected participation:
o Survey: online survey with staff sample.

ANNEX 3. INDICATIVE TIMELINE

3.1. The key milestones for the review will happen according to the timeline below. However, considering the real-time approach adopted, these dates are indicative and potentially overlapping, and work will progress and iterate according to SD’s dynamics and response agenda:

Step 1: Data collection and analysis (started)  – August to December 2020
Step 2: Synthesis – January to February 2021
Step 3: Dissemination –  March 2021

ANNEX 4. PAYMENT SCHEDULE

4.1. Payment will be done by deliverable, according to the following schedule:

Deliverable #1: Inception Report –  20% of contract amount
Deliverable #2: Lessons Learned Report Series – Tiers 1 to 4 –  30% of contract amount
Deliverable #3: Synthesis Report – 30% of contract amount
Deliverable #4: Review Brief – 20% of contract amount