Consultant Grants Data Monitoring, Education Cannot Wait (ECW), Hosted Fund, 128 days, REMOTE, Req:568953

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. 

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. 

And we never give up. 

For every child, EDUCATION 

How can you make a difference? 

Purpose of Activity/Assignment

ECW Finance and Operations section is searching for a consultant who would support its Programme Fund Manager and Information Systems Manager in collecting data for the Grants Database (DB) and analyzing various aspects of grant-making processes as well as ECW Secretariat operations. This task involves close coordination with the Grants Management Team, Finance/Operations and Information System Management Team as well as UNICEF Fund Support Office (FSO). Based on the analysis, the consultant is expected to frequently advise the Programme Funding Manager and the Information Systems Manager of any improvements to be made in the data management processes to increase efficiency and productivity. The consultant is also tasked to review and support maintaining the online filing system and make recommendations to improve the system to help GM and other ECW Secretariat colleagues easily locate grant-related files, particularly reports and agreements. Lastly the consultant is expected to assist both the Programme Funding Manager and the Information Systems Manager in procuring a web-based grants management system for ECW.

Scope of Work

Data Collection – Different data that are relevant to the grant-making processes will be collected. They include type of organization and parent organization as well as dates related to proposal submission, ExCom decision, FTR submission, GCL issuance and funds disbursement.

• Identify and list all relevant data points required for the grant-making processes, including type of organization, parent organization, proposal submission dates, ExCom decision dates, FTR submission dates, GCL issuance dates, and funds disbursement dates.
• Develop a comprehensive data collection plan, including sources, methods, and tools to gather the required data.
• Collect and input the specified data according to the data collection plan, ensuring accuracy and completeness.
• Verify and validate the collected data to ensure its reliability.
• Communicate on the new data availability to other units as required.

Data Monitoring and Tracking – A series of analyses of the various aspects of the grant management process are performed by monitoring and tracking the collected data. They include efficiency in processing requests and making disbursements; and report submission and clearance. Other analyses will be determined upon discussion with Programme Funding Manager and Information Systems Manager.

• Conduct an analysis of efficiency in grant management process carried out by ECW GM Team by monitoring and tracking the collected data.
• Schedule meetings with the Programme Funding Manager and Information Systems Manager to determine additional analyses required.
• Document the results of all data analyses, highlighting key findings and trends.

Reporting and Advising – By monitoring, tracking and analyzing data, recommendations to improve efficiency and productivity in relation to the grant management process will be made. In addition to a report to be produced towards to the end of the contract, the consultant is engaged with the ongoing grant management process to provide onsite advice.

• Prepare a report containing recommendations to improve efficiency and productivity in the grant management process.
• Schedule regular meetings with the Programme Funding Manager to discuss findings and recommendations.
• Provide onsite advice and support to the ongoing grant management process.

File Organization – As part of data collection and data monitoring, any relevant files including reports are registered and organized in the database. In this process, any improvements in file organization system will be recommended

• Review the current file organization system and identify areas for improvement.
• Propose a more efficient and effective file organization system based on best practices.
• Implement the recommended changes to organize all relevant files and reports in the database.
• Ensure that the revised file organization system is user-friendly and easily accessible to relevant users.

Systems

• Assist ECW colleagues to navigate the current and new grants management systems (induction, training, capacity building, etc.).
• Provide support in handling ECW secretariat request to access specific grant materials.
• Focus on improving the ECW current Grants Management system by providing support in the assessment, procurement, and implementation of an improved system for grants management by facilitating coordination between ECW and a vendor, supporting the development of an ECW system concept note, liaising and providing feedback on features, launch and training etc.

Work Assignments Overview	Deliverables/Outputs	Timeline
Data collection	Identify and list all relevant data points required for the grant-making processes, including type of organization, parent organization, proposal submission dates, ExCom decision date, application submission dates, GCL issuance dates, and funds disbursement dates. Develop a comprehensive data collection plan, including sources, methods, and tools to gather the required data. Collect the specified data according to the data collection plan, ensuring accuracy and completeness. Verify and validate the collected data to ensure its reliability.	31/05/2024 25 workdays
Data Monitoring and Tracking	Conduct an analysis of efficiency in the grant management process by monitoring and tracking the collected data. Make periodic recommendations to the Programme Funding Manager and Information Systems Manager whether additional parameters are required to assess the grant-making process more comprehensively. Document the results of all data analyses, highlighting key findings and trends.	30/06/2024 25 workdays
Reporting and Monitoring	Prepare a report in a shared electronic format containing at least five recommendations to improve efficiency and productivity in the grant-making process based on the results of the data analysis. Make a presentation to the ECW Secretariat staff on the findings and recommendations as articulated in the report mentioned above. By closely monitoring the ongoing grant management process, provide on-the-spot advice and support to the Programme Funding Manager. Monitor the implementation of recommendations and provide feedback on their effectiveness.	30/06/2024 25 workdays
File Organization	Review the current file organization system and identify areas for improvement. Implement a more efficient and effective file organization system based on best practices. Implement the recommended changes to organize all relevant files and reports in the database. Ensure that the revised file organization system is user-friendly and easily accessible to relevant stakeholders.	30/05/2024 25 workdays
Grants Management System	Facilitate procuring, installing, and training a new web-based grant management system as a focal point for the new GM system. Based on the tasks #1-#4, assist the Information Systems Manager and Programme Funding Manager as well as the vendor of the new GM system in shaping the architecture of the system. Assist ECW staff members and external partners in navigating the new GM system and provide any information and materials by conducting at least two webinars.	15/08/2024 23 workdays
6. Grants Management System	In pursuing the task #5, participate in a series of meetings with ECW staff members in Geneva to coordinate and prepare for the launch of the new GM system. (NB: Travel to Geneva for 5 workdays = 6 nights)	15/08/2024 5 workdays

 

To qualify as an advocate for every child you will have… 

• A bachelor’s degree in Business Administration, International Relations/Studies, or Library Science is required.
• A minimum of 2 years of relevant professional work experience in overseeing and technically improving data and file administration system, including at least 1 year with an international organization and/or a governmental organization.
• Advanced proficiency in MS SharePoint, MS Teams and MS Excel. At least 6 months of experience in data and file management, using MS SharePoint, required.
• Fluency in French required (DELF B2 or above; proof of certificate required). Knowledge of another official UN language (Arabic, Chinese, Russian or Spanish) or a local language is an asset.

Travel:

• The consultant may be expected to travel to the ECW office in Geneva for approximately 7 days/6 nights and is responsible for arranging his/her own travel, including visa and travel insurance. Travel-related costs should therefore be included in the financial proposal.

Payment details and further considerations

• Payment of professional fees will be based on the submission of agreed deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

How to apply:

• Interested applicant is required to submit a financial proposal that includes an all-inclusive fee, covering travel-related expenses.
• Applications without a financial proposal will not be considered.

For every Child, you demonstrate… 

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS). 

 To view our competency framework, please visit  here. 

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment. 

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check. 

Remarks:  

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

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. 

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.