National Information Management Consultant – To be seconded to the Min. of Women, Children and Poverty Alleviation (MWCPA) and provide support coordination of the preparedness activity and information management for the Fiji Safety & Protection Cluster
United Nations Development Programme (UNDP)
Closed on 21 Sep 2020
Location: Suva (Fiji)
Grade: National Consultant
B Hardship
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Added 3 weeks ago
Job Description



UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Fiji Multi Country Office (MCO) covers 14 Pacific countries, with field offices/presence in 6 countries, and six ‘focus countries’ (Fiji, Vanuatu, Solomon Islands, Kiribati, Tonga and Samoa). Each field presence is led by a national Country Programme Coordinator with a Programme Officer in Tonga. UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:

· Women’s Political Empowerment and Leadership (WPEL)

· Women’s Economic Empowerment (WEE)

· Ending Violence Against Women and Girls (EVAWG)

· Gender and Protection in Humanitarian Action (GPiHA) and Disaster Risk Reduction

Within the Gender and Protection in Humanitarian Action Outcome areas (Outcome 5), UN Women Fiji MCO works on integration of gender and protection in all phases of humanitarian response, including preparedness, disaster risk reduction and management and recovery.

There are different needs and opportunities of girls, boys, women and men during humanitarian crises, and pre-existing inequality is exacerbated. Protecting human rights and promoting equality is central to humanitarian action. UN Women supports the Pacific Humanitarian Team and Regional/National Clusters to mainstream gender & protection into humanitarian planning and action through coordination, capacity building, technical support and knowledge sharing activities.

The Fiji National Cluster system, was first formed in late 2012 during the response to TC Evan. Along with other national cluster groups under the overall leadership of the National Disaster Management Office (NDMO), the Safety and Protection Cluster functions as a coordination forum through which the protection actors prepare for and respond to disasters to ensure the protection needs of the vulnerable groups in affected areas are addressed. The Ministry of Women, Children and Poverty Alleviation (MWCPA) leads the cluster and provides direction, coordination, planning, strategy development, quality standards and advocacy functions. As Co-Conveners of the Cluster in support of MWCPA, UN Women and UNICEF have been providing both technical and secretariat support to the Fiji Safety and Protection Cluster.

The Cluster had a review and planning meeting in July 2020. One of the lessons and recommendations was that the Cluster needs better a data management system to plan and coordinate responses. A technical working group was established to focus on data and information management, and this has been identified as a key focus in the Cluster workplan.

The Information Management Consultant will be seconded to support the Ministry of Women, Children and Poverty Alleviation (MWCPA) on coordination of the preparedness activity and information management for the Fiji Safety and Protection Cluster.

Duties and Responsibilities

Objectives of the assignment

UN Women Fiji MCO is looking for an individual to support the Ministry with establishing a suitable information focal depository for the Fiji Safety and Protection Cluster.

For this purpose, the consultant will work under the overall leadership of the Permanent Secretary of the Ministry as the Chair of the Cluster and direct supervision of the UN Women Humanitarian and DRR Programme Analyst.

The National Consultant is expected to support the workplan of the Fiji Safety and Protection Cluster to:

  • Design a system using Kobo for 5W to collect data on interventions and beneficiaries of cluster member organizations, linking with the GIS system with PMU Unit-Ministry and NDMO.
  • Support the establishment of Kobo to collect data using the already developed assessment template.
  • Develop instruction/ guidance on the assessment tool and 5W
  • Conduct capacity building/training to cluster members on how to use the new tools
  • Investigate and liase to identify a suitable information depository options to maintain key documents for the Fiji Safety & Protection Cluster to ensure continuity reflecting past responses including TC Winston documents; TC Sarai; TC Harold and Covid-19.

Scope of Work/Duties and Responsibilities

Under the overall guidance of the Ministry and UN Women Programme Analyst working in collaboration with the Cluster Technical Working Group on Information Management Members, the consultant will undertake the tasks as outlined in the deliverable table in section IV.

Duration of the assignment

The duration of this assignment will be up to 30 working days over three months in 2020 as per suggested schedule of deliverables below.

Expected Deliverables

The consultant is expected to deliver the following outputs:



Approximate number of days



Initial meeting with the Ministry & UN Women MCO - Humanitarian Team and Data Management Technical Working Group and other relevant stakeholders.

Development of work plan, including timetable of key deliverables




Review all the resources available with the Cluster.



Submit an inception report with a workplan and a timeline -20%

September 25


Design 5W and needs assessment kobo forms in consultation with the Ministry and NDMO and conduct trials.




Conduct a kobo training for the Cluster.



Submit KOBO forms - 40%

October 23


Set up a Fiji Safety and Protection (Fiji S&P) Cluster Information depository centralised system within the Ministry.




Develop a Standard Operating Procedure (SOP) on the management and maintaining of the information depository centralised system for the Fiji Safety and Protection Cluster.




Provide guidance and coaching to the Ministry on maintaining the information depository centralised systems.



Submit Final Report on the work carried out under the consultancy.

Final payment: 3rd Tranche – 40%

Total 30 days

November 30


The assignment should be carried out within a period of 3 months, not exceeding 30 working days, with the incumbent being responsible for delivering the following outputs:

  • Initial meeting report with the MWCPA and UN Women and a Workplan including timetable for key deliverables;
  • Meeting reports with the Ministry, UN Women, Technical Working Groups and other relevant stakeholders;
  • Review and List of the resources available with the Cluster;
  • Designed 5W form with Kobo;
  • Identification and Set up of a suitable information depository centralised system for the Fiji Safety Protection Cluster;
  • Development of the Standard Operating Procedure (SOP), for the information depository centralised system;
  • Capacity Building Training on kobo and a report submission;
  • Final report on all activities carried out, results and challenges and other recommendations relevant for this work and to the assignment.

The Consultant will submit drafts of all reports and documents to the Ministry and UN Women for review and comment. The Ministry and the UN Women will review all documents and reports within one week of submission. The Consultant will then submit final documents that incorporate and respond to both the Ministry and UN Women feedback.

Upon receipt of the final deliverables and prior to the payment of the instalment, the deliverables, related reports and documents will be reviewed and approved by both the Ministry and UN Women within one week.

All the deliverables should be agreed with UN Women’s counterpart at the MWCPA and UN Women and be provided in English hard and electronic copy.


  • The Ministry, UN Women/UNICEF and other Cluster members will provide the Consultant with background materials.
  • UN Women will only cover Consultant’s travel within Suva should the need arises and upon prior approval by the Ministry and UN Women.
  • The Consultant is expected to work remotely with frequent meetings with UN Women and the Ministry using her/his own computer.
  • The Consultant may access either the Ministry or the UN Women Office for printing of relevant documents or should he/she be required to work on-site at any point during the assignment.

Performance evaluation

The Consultant’s performance will be evaluated based on timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.

Financial Arrangements

Payments will be disbursed to the consultant in instalments, upon submission and approval of deliverables set forth in Section “Expected Outputs and Deliverables” above and certification by the UN Women Programme Analyst for the Humanitarian Programme that the services have been satisfactorily performed.


UN Women will not cover transportation cost within or to Suva. Travel costs outside Suva are not envisaged and if needed will be covered separately by UN Women with prior approval.

During the consultancy assignment’s related missions, UN Women Fiji Multi Country office will cover travel cost for the Consultant for the agreed upon routing and in conformity with UN Women applicable rules and regulations.


Core Values

  • Respect for Diversity;
  • Integrity;
  • Professionalism.

Core Competencies

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies

  • Ability to think conceptually, strategically and analytically;
  • Demonstrates strong oral and written communication skills;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Results oriented, flexible and problem-solving skills.

Required Skills and Experience

Required experience and qualifications

The Consultant should fulfil the following requirements:


  • Diploma majoring in Web designing and minor in Information Management System

Experience and Skills:

  • At least 5 years of web design experience or relevant work in the field of information management;
  • Experience in Geographical Information System as an asset;
  • Proven expertise in information system management;
  • Experience in working with international organizations;
  • Experience in capacity building trainings;
  • Experience in the Fiji Islands;
  • Computer literacy and ability to effectively use office technology equipment, IT tools, ability to use Internet and email.

Language and other skills:

  • Fluency in verbal & written English and Fijian is required.


Initially, individual consultants will be short-listed based on the following minimum qualification criteria:

  • Diploma majoring in Web designing and minor in Information Management System;
  • At least 5 years of web design experience or relevant work in the field of information management;

The short-listed individual consultants will be further evaluated based on a cumulative analysis scheme, with a total score being obtained upon the combination of weighted technical and financial attributes. Cost under this method of analysis is rendered as an award criterion, which will be 30% out of a total score of 100 points.

Evaluation of submitted offers will be done based on the following formula:



is the total technical score awarded to the evaluated proposal (only to those proposals that pass 70% of 70 points obtainable under technical evaluation);


is the price of the evaluated proposal;


is the lowest of all evaluated proposal prices among responsive proposals; and


is the maximum financial points obtainable (30 points)

Technical evaluation will be represented through desk review of applications. Interviews and/or written tests will be organized if needed only, depending on the short-listed candidates’ qualifications.

  • Technical Qualification Evaluation Criteria: The technical part is evaluated on the basis of its responsiveness to the Terms of Reference (TOR).


Criteria for technical evaluation

Max. points


Diploma majoring in Web Designing and minor in Information Management System (Certificate – 4 pts; Diploma – 6 pts)



At least 5 years of experience of relevant work in the field of Web designing/ Information Management (IM); (Up to 3 years- 5 pts, 5 years – 7 pts, each year over 5 years – 1 pts, up to a max of 12 pts);



Proven expertise in web designing/information management (up to 10 pts)



Experience in facilitating consultations and workshops (up to 8 pts)



Experience in working with Government Ministries, Civil Societies, Non-Governmental Organisations and international organizations (up to 5 pts)



Work experience in Fiji (up to 5 pts)



Ability to produce well written reports, demonstrating analytical ability and communication skills (samples or reference to be provided) (up to 5 pts)



Computer literary and ability to effectively use office technology equipment, IT tools, ability to use internet and email (up to 5 pts)



Fluency in verbal and written English (up to 5 pts)



Diploma majoring in Web Designing and minor in Information Management System (Certificate – 3 pts; Diploma – 5 pts)


Total Technical Scoring


  • Financial Evaluation Criteria: In this Second Stage, the financial proposal of candidates, who have attained minimum 70% score in the technical evaluation (at least 49 points), will be compared.


The winning candidate will be the candidate, who has accumulated the highest aggregated score (technical scoring + financial scoring).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. 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.

About UNDP
The United Nations Development Programme (UNDP) is the United Nations' global development network.  UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

This is a critical time for the world. At UNDP, we see this period as a huge opportunity to advance the global sustainable development agenda. In September 2015, world leaders adopted the 2030 Agenda for Sustainable Development to end poverty, protect the planet and ensure that all people enjoy peace and prosperity. UNDP is working to strengthen new frameworks for development, disaster risk reduction and climate change. We support countries' efforts to achieve the Sustainable Development Goals, or Global Goals, which will guide global development priorities through 2030.