Country: South Sudan
Closing date: 07 Apr 2015
Type of ContractIndividual Contract Title**Market Survey Consultant**Purpose**To assess the local market and identify new potential suppliers or service providers to update the local suppliers and service providers database**Estimated cost of the consultancy**Salary at P4 level for 02 months**Location**Juba and other locations in South Sudan**Duration**02 months**Start Date**1st April, 2015**Reporting to**Chief Supply & Logistics/Contracts Officer - UNICEF Juba**Budget Code/PBA No**Project and activity codes**
Background
The local market in South Sudan is developing which necessitates an update of the information on local vendors, availability of articles, sources of procurement, etc. The number of local vendors increases continuously and there is a need to update the list of potential suppliers while setting objective criteria for the evaluation and selection of such suppliers. The variety of commodities available to procure locally has also widened.
The goal of the consultancy is to assess availability of locally sourced supplies, pre-qualify vendors for local procurement of supplies and services, and update the vendor master maintained by the Office.
Specific Tasks
· South Sudan UNICEF Country Office determines the main commodity categories. The analyses is based on historical data of the past purchase orders 2011-2014. Major categories are as follows:
o [List of commodity categories]
· South Sudan UNICEF Country Office places an advertisement (Expression of Interest) in local newspapers to invite suppliers to express their interest to register with UNICEF. UNICEF requests them to complete the Supplier Profile Form and provide original substantiating documents about their company. This will help identifying new vendors and provide to the old vendors an opportunity to update their profile.
· The Consultant furthermore assesses the status of the local market by sourcing for suppliers via such institutions as the Ministry of Trade, Chamber of Commerce, Employers organization, etc. The Consultant forwards the Supplier Profile Form to the manufacturers for competition.
· The Consultant will analyze the completed Supplier Profile Forms for initial vetting based on the information provided by the vendors, such as: company registration, areas of activity and capabilities, qualifications, source of goods, availability of products and reference checks, etc.
· On the basis of this assessment the Consultant will prepare a short list of suppliers for each category of supplies.
· The Consultant and one staff member of South Sudan Country Office will visit the premises of each of the suppliers, and prepare a detailed Supplier Inspection Report to assess the suitability of each supplier.
· Based on the results of the supplier visits and inspection reports (standard format available at UNICEF Country Office) the Consultant will assess each vendor, document results and make recommendations of pre-qualified vendors by category of commodity.
· The consultant will prepare a database and hard copy file of pre-qualified suppliers by category.
· The Consultant will define a methodological framework for the updating of the list of suppliers with precise selection criteria.
· The Consultant will prepare a final report containing the methodology, principal conclusions and recommendations of the market survey.
Methodology
Market Survey
Typically, a market survey could be implemented in 2 phases;
· A preparatory phase (identification of commodity categories, identification of suppliers, identification of assessors);
· An assessment and pre-qualification phase (selection, assessment and inspection of potential suppliers, recommendation and pre-qualification).
The Preparatory Phase
The preparatory phase is a key and essential requirement to ensure yielding the best results. It includes also planning the time and resources required to conduct the market survey.
Identification of Various Categories of Commodities
Analysing the past procurement data and patterns will help determining the commodity categories and services procured as well as the time spent on transactions. Future supply inputs trends, including potential new products and services should be taken into consideration too.
Identification of Suppliers
a. Existing Suppliers: Track the past procurement data (for example from purchase orders placed and LTAs developed), during the previous 2 - 3 years, or more, to determine the suppliers that UNICEF procured from by category of commodity. Review past experience of each supplier to identify those who should be retained on the vendor master.
b. Potential Suppliers: Identify new suppliers covering manufacturers, authorised dealers, wholesalers, traders and service providers. The following sources of information can be used for market survey:
· UN Agencies;
· International NGOs;
· The Chamber of Commerce guide which is a good source of information including the names of all suppliers of various production capacity/size (large, medium, small);
· The yellow pages;
· Supplier web-sites;
· Major trade fairs;
· Tax Free Zone (if applicable);
· Placement of an advertisement in the most prominent and widely read local newspapers in the country inviting suppliers to express their interest to work with UNICEF (for REOI form seeAnnex 2)
The Assessment and Pre-qualification Phase
Minimum Requirements
The following minimum requirements need to be met to become a UNICEF’s supplier:
a. A copy of certificate of the company's legal registration i.e. Certificate of Incorporation;
b. Ethical principles: must not have undertaken unethical, unprofessional or fraudulent activities and is not suspended, debarred, or otherwise identified as ineligible by any UN Organization or the World Bank Group for reason related to unethical behaviour;
c. Has experience in manufacturing or supplying products of interest to UNICEF;
d. Is financially viable;
e. Product and company specific requirements (ISO certification, quality standards etc.);
f. completed Supplier Profile Form.
Any exceptions to the above minimum requirements should be justified and documented.
Selection of suppliers and Visit Plan
a. Based on the documentation received and reviewed as per paragraph a list of potential suppliers is identified for further inspection and assessment.
b. Identified suppliers are contacted to agree on dates and time for the site visits. Ensure that the official representing the supplier has the authority to answer all the questions;
c. Prepare a checklist to use during the visit to ensure that all aspects are covered. See Chapter 5, Section 2 - Supplier Inspection for more information. Inspections can also validate the SPF information and other documentation received.
Final Pre-qualification following inspection/risk factors
The following examples from Supply Division are provided as guidance of Procurement Risk which exists for UNICEF when supply market behavior, and our dealings with suppliers, create outcomes which harm our capability and reputation. There are many risks which require mitigating some of which include:-
- lost/reduced capability due to outsourcing problems;
- delivery problems due to supplier bankruptcy;
- cash flow damaged due to soaring or volatile prices;
- reduced capacity due to allocation of supplies;
- poor performance due to disrupted (global) supply chains;
- Risk of harming UNICEF's capability and reputation;
- Risk of not paying its obligations in the short/long-term;
- Risk of inefficiencies in the operating cycle;
- Risk of not being able to continue as a going concern;
- Risk of ineffective management;
- Risk of running out of capital to sustain the business;
- Risk of fail to deliver due to financial in viability;
- Financial planning hit by economic instability & crises.
When no previous benchmark exists, and/or the local market maturity is not significant, the following pre-qualification approach, focusing on aspects that would disqualify suppliers, as opposed to factors that would qualify them, could be an option:
A. Approved: when no significant assessed aspect of the supplier could be identified to disqualify from future tenders.
B. Approved with conditions: when at least one potential risk factor with low impact was identified that raises questions about the performance or relevance of the supplier.
C. Not approved: When a critical risk factor is identified that does not meet the pre-qualification criteria.
See Chapter 5, Section 2 - Supplier inspection for aspects and criteria assessed.
The exercise, supported by a comprehensive report including the methodology, principal conclusions and recommendations will produce a database of Pre-Qualified suppliers as the main outcome, and will also contribute to the process of developing a procurement strategy (e.g. local, regional, international) and methods (e.g. LTAs, joint UN LTAs, outsourcing).
It is a good practice to inform the suppliers of the results and, when required, areas for improvement to meet UNICEF’s requirements.
Expected Deliverables
· A list of short-listed suppliers for various categories of suppliers, including a database and hard copy file.
· Completed Supplier Inspection Reports
· Framework of continuous updating up of the suppers database
· A better understanding of the local market’s potential through the assessment of local suppliers capabilities to supply goods and services required for satisfying the programme requirements;
· An important component leading to the development of a local procurement strategy for one or more groups of products, and, eventually, to an efficient procurement process;
· Stimulation and utilisation of local economies for the purpose of encouraging national capacity building in supply and logistics areas to ensure sustainability of local procurement and maximizing competition among prospective suppliers;
· A comprehensive vendor master plus adherence to our guiding ethical principles, such as integrity (transparency) and equal treatment (same conditions).
· Submission of final suppliers and service providers' database.
Reporting
1.) Submission of interim report: 1st May, 2015
2.) Submission of final report: 30 June, 2015
Schedule of payment:
40% upon Submission of interim report: 1st May, 2015
60% Submission of final report: 30 June, 2015
Expected background and Experience
Education:
Advanced university degree in business administration, procurement, management or a related technical field.
Work Experience:
Five years progressively responsible professional work experience at the national and international levels in procurement, business administration and management and financial analysis. Proven experience in similar assignments required.
Languages:
Fluency in English. Knowledge in Arabic is an asset.
Competencies:
· In depth knowledge of procurement and good concept of analyzing financial documents.
· Proven ability to conceptualize, develop, plan and manage market research and similar projects
· Good analytical, negotiating and communication skills.
· Demonstrated ability to work independently in a multi-cultural environment and establish harmonious and effective working relationships both within and outside the organization.
· Excellent computer skills, including database applications and internet navigation.
How to apply:
How to apply:
Applications will be considered only if accompanied by
a. updated CV
b. P-11 form
c. Expected monthly fees
South Sudan Country Office, Human Resources Unit via email: jubavacancies@unicef.org
How to apply:
How to apply:
Applications will be considered only if accompanied by
a. updated CV
b. P-11 form
c. Expected monthly fees
South Sudan Country Office, Human Resources Unit via email: jubavacancies@unicef.org