United Nations Office for Project Services

Amman Implementation Facility,

Amman, Jordan

REQUEST FOR EXPRESSION OF INTEREST

BENEFICIARY COUNTRY:

Iraq

PROJECT REFERENCE:

C11-08 Support to IECI

UNOPS Project Number: 41447

DESCRIPTION:

Human Resources/Technical Staffing and Security Plan for a Needs Assessment of the
Independent Electoral Commission of Iraq (IECI)

CLOSING DATE:

April 20, 2005, 12:00 AM

Objectives and Scope

Subsequent to previous UNOPS logistics and procurement support activities to the

Independent Electoral Commission Iraq (IECI) in the January 30, 2005 Iraq elections,
UNOPS has been requested by UN Electoral Assistance Division (EAD) to perform a
Needs Assessment Mission within Iraq’s 18 governorates for the required coordination
and mobilization of resources in the forthcoming constitution drafting, national
referendum and national elections. In preparation for those events, UNOPS will assist
and advise the IECI in drafting the specifications for the Needs Assessment Mission and
then facilitate further preparatory support as specified in the assessment results. The
assessment and preparatory support would cover the following areas:

 Capacity-Building
 Logistics, Transport, Procurement & Supply
 Building & Infrastructure Management
 Information Technology and communications
 Civic Education, Public Outreach and Media Development

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Expected Procurement Components

Please refer to the attached Scope of Works for a description of the following Procurement
Components:

A) Consulting Services: Human Resources/ Technical Staffing Needs

B) Description of works to be carried out: Security Plan

Annex 1: Terms of Reference for Human Resource Needs

Annex 2: Table to be filled regarding Project Component Pricing Details

Special Procurement Conditions and Additional Information

UNOPS invites qualified suppliers from countries capable of providing services and
works in the above categories to submit their expression of interest.

In order to qualify as a potential supplier, interested companies should submit their

expression of interest, as well as the following documents:

- Brief presentation of your company including availability of appropriate capacities

and skills among staff

- Reference list demonstrating experience with similar assignments & conditions in

concerned geographic areas

- Contact information

The expression of interest and accompanying documents must be received by UNOPS

no later than 20/4/2005.

Interested suppliers should send an e-mail to the address specified below, clearly
indicating the Ref. No.: 41447, FAO: Carolin Moje. Upon receipt of the e-mail, UNOPS
will issue the address to which Expressions of Interest should be sent via land mail.

All questions regarding the Expression of Interest have to be submitted in writing to the
e-mail address below, similarly indicating the Ref. No.: 41447, FAO: Carolin Moje.
Verbal queries will not be answered.

UNOPS reserves the right to accept or reject any Expression of Interest. Only qualified
companies will be invited to participate in the possible subsequent bidding process.
Invitations to bid or requests for proposals and any subsequent purchase order or
contract will be issued in accordance with the rules and procedures of UNOPS.

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 United Nations Office for Project Services
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UNOPS Contact Information

UNOPS Amman Implementation Facility

registryamman@unops.org

For companies not registered with the UN Global Marketplace it is recommended to do

so. The UN Global marketplace is a database of active and potential suppliers available
to all UN and World Bank procurement personnel, and is the main supplier database of
15 UN organizations. To register click on “New Supplier Registration” on www.ungm.org

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 United Nations Office for Project Services
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SCOPE OF WORKS (PRIVATE SECURITY COMPANY)

Introduction

Subsequent to previous UNOPS logistics and procurement support activities to the

Independent Electoral Commission Iraq (IECI) in the January 30, 2005 Iraq elections,
UNOPS has been requested by UN Electoral Assistance Division (EAD) to perform a
Needs Assessment Mission within Iraq’s 18 governorates for the required coordination
and mobilization of resources in the forthcoming constitution drafting, national
referendum and national elections. In preparation for those events, UNOPS will assist
and advise the IECI in drafting the specifications for the Needs Assessment Mission and
then facilitate further preparatory support as specified in the assessment results. The
assessment and preparatory support would cover the following areas:

 Capacity-Building
 Logistics, Transport, Procurement & Supply
 Building & Infrastructure Management
 Information Technology and communications
 Civic Education, Public Outreach and Media Development

Therefore the following scope of works is outlined below to facilitate the required
assistance needed in order to complete the needs assessment as mentioned in the
introduction.

Management

The UNOPS Amman Implementation Facility (AIF) will lead all coordination and project
activities in close consultation with its AIF counterpart in Baghdad.

For the purpose of this document, UNOPS management includes the AIF Coordinator,
AIF Operations Manager, Project Manager, Field Security Coordination Officer,
Scheduling & Operations Officer. The Scheduling & Operations Officer will work under
the authority of the Project Manager and Field Security Officer and will clear all
substantive decisions before implementation.

General Conditions

To provide the following services for three months, with the possibility of extension on a
twenty-four (24) hours a day basis, seven (7) days a week, as of April 25, 2005.

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A) Human Resources/Technical Staffing

1. To provide UNOPS with experts within their field to perform a Needs Assessment
Mission for the required coordination and mobilization of resources in the
forthcoming constitution drafting, national referendum and national elections.

The manpower required is as follows:

Field Officer x 04
IT/Telecommunications Officer x 01
Scheduling & Operations Officer x 01
Translator/Interpreter x 05

UNOPS will screen pre-selected candidates in a telephone interview and reserves the
right to choose from a pool of candidates accordingly.
The chosen personnel must have the ability to operate between Iraq and Jordan as
directed by the UNOPS Project Manager through the Scheduling & Operations Officer.
For Terms of Reference for these posts, please refer to Annex 1.

B) Security Plan

1. Excellent knowledge of the mechanisms for the identification and mitigation of

threats across Iraq.

2. To provide a complete Security Plan and Risk assessment for the whole Project in
conjunction with the Field Security Coordination Officer. The Field Security
Coordination Officer reserves the right to modify the Security Plan on a case-by-
case basis.

3. The company will be tasked by the Project Manager and the Field Security
Coordination Officer working through the Scheduling & Operations Officer.

4. The Scheduling & Operations Officer will work closely with the contracted company
to identify project schedules and ensure that they can be implemented according to
agreed deadlines. The Scheduling & Operations Officer will be the UNOPS focal
point in Baghdad and will be the tasking authority for the contracted company.
He/she will authorise all travel requests within Iraq in writing prior to any
movement.

5. Have the logistical and technical ability to carryout all security operations,
procedures, and protection as requested by the project and associated staff.

6. Have the relevant registration and licenses to carry out all operations as listed in
the general conditions certified under the laws of Iraq and the Interim Iraqi
Government. With particular regard to helicopters, an AOC certificate and full
registration in conformity with country registration requirements has to be provided.

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Relevant documentation proving that aircrafts are maintained and serviced in

conformity with the applicable security requirements are a requisite.

7. Be able to provide the required passes to allow free movement of all project staff
as stated in Paragraph 14 to the International Zone Baghdad, or Military bases or
Military facilities if required across the country.

8. Provide body armour or other related security equipment for personal safety, on
request or as directed by the security company.

9. To provide armoured vehicles (minimum level B6) for all road moves for the Field
Officer(s) or associated Project staff across the country on request.

10. Maintain security situational awareness of all logistical movement and relevant
security operations as directed by the UNOPS Project Manager or Field Security
Coordination Officer through the Scheduling & Operations Officer.

11. Share a common Relevant Operating Picture among all associated with the
project.

12. To have the ability to provided Amman Operations room with a daily intelligence
and political situation brief.

13. Effect co-ordination and liaison between the project workforce and military advisors
(if required), as and when requested by IECI staff (Independent Electoral
Commission Iraq /UNOPS (United Nations Office for Project Services) Field
Officers.

14. Provide threat assessments and intelligence briefings on a daily basis (situation
report) to all management staff linked with the project as and when requested.

15. To have the ability to provide all life support and a safe location (with armed
security personnel), including overnight stays within Iraq at sites agreed upon by
both the company and UNOPS management for the following personnel:
 Project Manager/Field Security Coordination Officer/ Programme
Support Officer
 IECI Chief of Operations and up to 2 (two) other commission
members, on request;
 Up to 8 (eight) IECI staff;
 Up to 5 (five) other members related to UNOPS activities, including
UN and NGO members, on request.

16. To provide secure transportation (with armed security personnel) on collection or

drop off to Baghdad International Airport (BIAP) to the International Zone Baghdad,
as and when requested for all Project staff stated in paragraph 14.

17. UNOPS is not responsible for any liability or insurance regarding the following:

 Independent Electoral Commission of Iraq (IECI) members and staff;

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 All staff recruited by the contracted company, such as Field Officers,

Scheduling & Operations Officer, IT & Communications Officer, and
Translators/Interpreters;
 Non-UNOPS staff.

18. UNOPS will not contract the provision of life support for all staff recruited by the
contracted company, such as Field Officers, Scheduling & Operations Officer, IT &
Communications Officer, and Translators/Interpreters.

19. To have the ability to provide all security procedures as required for the Field
Officer and his IECI team (maximum 12 Iraqi personnel) when travelling around to
their respective areas. It is not known at this stage whether the Iraqi members of
the IECI team need or would like security escorts, but this facility must be catered
for, if requested.

20. To have the ability to provide air (Helicopter Ops) moves for the Field Officer(s) and
associated project staff on standby.

a. For all routine helicopter travel, a request will be submitted in advance in

writing.

b. In deteriorating security situation immediate evacuation for all associated

project members has to be provided.

c. In situations of immediate medical emergency, medical evacuation by

helicopter for all associated project members has to be provided. The
implementation of the medical evacuation will be taken jointly between
tasked AIF personnel.

Helicopter clearance for all helicopter movement requires permission of the Project
Manager and Field Security Coordination Officer through the Scheduling &
Operations Officer, except for emergency situations.

21. To have the ability to provide an Operations room with IT, telecoms, mapping and
stationary support as requested by the Field Officers or Project within the
International Zone, Baghdad.

22. To provide a Point of Contact (POC) from the Security Company to

work/communicate on all security issues with regards to the project, with the Field
Security Coordination Officer from UNOPS on a daily basis.

23. Provide all Field Officers selected by UNOPS with a telecommunication system
that will allow communicating with each other and also the facility to connect with
the Amman Operations room and associated staff. This is to be extended to all
Project staff stated in paragraph 14, on request.

24. For the purpose of this contract, UNOPS authorises two companies to merge. The
joint venture, however, will be represented by a single party and this party will be
the sole interlocutor for UNOPS in all matters related to the contract.

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Relevant work experience:

Minimum 5 years relevant work experience in a function related to the security of civilian
personnel in a post-conflict environment.

C) Project Component Pricing Details

Please refer to Annex 2 to provide a detailed cost breakdown by component.

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Annex 1

Staffing: Terms of Reference

All of the following staff will have their duty station in Iraq. The Scheduling and
Operations Officer, Field Officer(s), and IT Support & Communications Officer will visit
Jordan as required.

Scheduling and Operations Officer

Duties and Responsibilities

Under the overall direction of the Project Manager, the Field Security Coordination
Officer and the overall command of the AIF Coordinator, the Scheduling & Operations
Officer is required to perform the following duties and responsibilities:

General

Working with members of the Needs Assessment Mission Team, the Scheduling &
Operations Officer will ensure that all project inputs are quantified and associated with
implementation schedules and deadlines. The incumbent, in close liaison with the
contracted security company, will identify operational standards and assist AIF
Management in the monitoring and timely execution of each of the program’s
components.
The Scheduling & Operations Officer will be the operational focal point in Baghdad for
UNOPS and will liaise extensively with UNOPS management on all issues.

Specific

 Review the baseline project schedules and ensure that they can be implemented
according to workable deadlines;

 Take responsibility for identifying and outlining the various sequential steps and
time limits associated with the complete Needs Assessment Project;

 Implement project components that make up the Needs Assessment throughout

the 18 provinces and manage field staff in close liaison with the Project Manager;

 Provide a proactive and coordinated response to the changing planning needs

and inputs;

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 Draw attention to the potential risks that may hinder the timely completion of the
Needs Assessment Project and prepare alternative courses of action/contingency
planning;

 Oversee the reconciliation of operational imperatives and cost efficiency in close

partnership with the UNOPS management team,

 Serve as a focal point to the contracted company and UNOPS management;

 Assist management in ensuring that the individual team members adhere to the
time limits associated with the complete operation;

 Carry out any other related responsibilities as requested by the Project Manager,
Field Security Coordination Officer, or the AIF Coordinator.

Reporting

The Scheduling and Operations Officer will report regularly to the Project Manager and
AIF Coordinator.

Qualifications

Education:
 University degree in engineering and construction management;

Experience:
 10 years experience in construction, project controls and scheduling;

Skills:
 Knowledge of UN rules & procedures;
 Knowledge of the region, Iraq in particular, is an asset;
 Very good working knowledge of technology tools such as Microsoft office
products;
 Excellent communications skills;
 Strong organizing ability;
 Ability to quickly grasp complex structures;
 Flexibility;
 Good team player;
 Capable of working in a multi-national/cultural environment;
 Reliable and able to work under pressure.

Language:

 Fluency in oral and written English is essential; knowledge of Arabic an

advantage.

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Field Officer

Duties and Responsibilities

Under the overall direction of the Project Manager and the overall command of the Field
Security Coordination Officer, the Field Officer is required to perform the following duties
and responsibilities as instructed by the Scheduling & Operations Officer:

General

Working with the team of international staff set up for the Needs Assessment Mission in
UNOPS, the Field Officer will support the IECI to carry out the Needs Assessment inside
Iraq according to pre-established criteria and checklist. Within his/her function as a
consultant to the IECI, he/she will inspect possible project sites and assets at both
national and governorate level to prepare the UNOPS Elections Support Project Phase
II. The incumbent will furthermore assist at the request of UNOPS management other
UN bodies or agencies and NGOs in the execution of their tasks.

Specific

 To advise and support IECI staff in undertaking the needs assessments as per
given checklist, and expand upon checklist as required;

 Investigate future plans for possible project development within the framework of
the Needs Assessment as directed by the Project Manager and in close
consultation with IECI Chief of Operations;

 Develop and maintain coherent support to the IECI within the framework of the
technical Needs Assessment;

 Provide substantive inputs that contribute to the formulation of project objectives

in keeping with IECI requirements;

 Certify that the deliveries of equipment and goods are processed as per the
directives by the Logistics Transportation Officer;

 Undertake initial negotiations on new projects with IECI staff;

 Serve as a liaison for AIF Amman on operational and administrative issues in

relation to the Needs Assessment Mission and liaise with IECI accordingly;

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 Maintain regular communications with the Scheduling & Operations Officer;

 Monitor the political, security and humanitarian situation in the region and
coordinate accordingly with the Scheduling & Operations Officer, Project
Manager and Field Security Coordination Officer;

 Devise practicable standards for assessment and monitoring together with IECI
staff so as to ensure that the project’s proposed activities can be implemented;

 Prepare reports and updates for both internal and external distribution as
requested by the Scheduling & Operations Officer;

 Carry out any other responsibilities as requested by the Scheduling & Operations
Officer, Project Manager, or the Field Security Coordination Officer.

Reporting

The Field Officer will report regularly to the Scheduling & Operations Officer, Project
Manager, and Field Security Coordination Officer, as required.

Qualifications

Education:

 University degree in management, engineering or related field, or substantial

professional experience;

Experience:

 Minimum of five years experience in project management, program evaluation,

needs assessment, or related fields;

Skills:

 An understanding of security management and insecure environments;

 Knowledge of the region, Iraq in particular, is an asset;
 Capable of working in a multi-national/cultural environment;
 Reliable and able to work under pressure;
 Good team player;

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 Use of a range of management tools to ensure effective running of the projects

and the management and development of staff;
 Very good working knowledge of technology tools such as Microsoft office
products, including word processing and spreadsheet packages;
 Strong organizing ability;
 Ability to quickly grasp complex structures;
 Knowledge of UN rules & procedures;
 Excellent communications skills;
 Flexibility.

Language

 Fluency in oral and written English is essential; knowledge of Arabic an

advantage.

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IT Support & Communications Officer

Duties and Responsibilities

Under the overall direction of the Project Manager and the overall command of the Field
Security Coordination Officer, the Field Officer is required to perform the following duties
and responsibilities as instructed by the Scheduling & Operations Officer:

General

Conduct a comprehensive needs assessment of the IT support and communication

needs of the Independent Elections Commission of Iraq (IECI) within the
framework of the UNOPS Elections Support Project Phase ll. Perform asset
management tasks (inventory of upgradable, repairable, obsolete equipment
etc.) before recommending and commissioning various telecommunication
systems that respond to IECI needs regionally and countrywide.

Specific

 Prepare a detailed inventory of the existing Independent Electoral Commission

of Iraq IT/Communications equipment (i.e. asset management), and their overall
capacity to communicate effectively;

 Design and recommend various telecommunications systems and establish

performance standards (i.e. minimal, medium and optimum levels) within a local
and countrywide network;

 Submit a detailed report outlining the various technical options that are
practicable as well as their given cost;

 Recommend purchase of new equipment, explain motivations for this choice in

writing;

 Design disaster and recovery procedures and corrective backups wherever

possible;

 Accommodate ECM - Electronic Counter Measure procedures into the project

design and project proposal;

 Design preliminary training material/brochures detailing proper communications

technology usage;

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 Recommend and prepare maintenance related procedures and services for the
IT/Communications equipment;
 Carry out any other responsibilities as requested by the Scheduling & Operations
Officer, Project Manager, or the Field Security Coordination Officer.

Reporting

The Field Officer will report regularly to the Scheduling & Operations Officer, Project
Manager, and Field Security Coordination Officer, as required.

Qualifications

Education:

 University degree in electrical/ electronic/ telecommunications engineering/ IT

or other related field;

Experience:

 A minimum of six years of experience related to the planning, design and

development and maintenance of IT and computer information systems is
required;
 Extensive hands-on technical experience and problem solving skills in the
field required;

Skills:

 Excellent knowledge of electronic communications systems, email, computer

facsimile, telex, radio and satellite structure and systems required;
 Understanding of relevant telecommunication policies and strategy required;
 Knowledge of UN rules & procedures;
 Knowledge of the region, Iraq in particular, is an asset;
 Excellent communications skills;
 Strong organizing ability;
 Ability to quickly grasp complex structures;
 Flexibility;
 Good team player;
 Capable of working in a multi-national/cultural environment;
 Reliable and able to work under pressure.

Language:

 Fluency in oral and written English is essential; knowledge of Arabic an

advantage.

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Translator/Interpreter

Duties and Responsibilities

Under the overall direction of the Field Officers and other assigned staff, the
Translator/Interpreter is required to perform the following duties and responsibilities:

General

Working with the team of international field staff for the Needs Assessment Mission of
the Elections Support Project Phase II, the Translator/Interpreter will be
responsible for providing a full range of language services required to promote
the objectives of the Needs Assessment Mission.

Specific

 Serve as a facilitator and interface between international staff and Iraqi

counterparts;

 S/he will attend sensitive meetings and discussions, the content of which must
remain strictly confidential;

 Provide simultaneous and consecutive interpretation form English into Arabic and
Arabic into English;

 Translate documents or text at the request of the Field Officer or IECI Delegate;

 Participate in and coordinate all matters relating to the communications and

translation of the Needs Assessment Team;

 Undertake administrative functions as required.

Reporting

The Translator/Interpreter will report regularly to the Field Officer or other designated
staff, as required.

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Qualifications

Education:

 A native Arabic speaker with a combination of academic and professional

experience

Experience:

 At least two years of recognized interpreting work experience;

 Proven knowledge of translation protocols and proven ability to translate
researched work maintaining context, syntactical style and objectivity;

Skills:

 Knowledge of the region, Iraq in particular, is an asset;

 Excellent communications skills;
 Ability to quickly grasp complex structures;
 Flexibility;
 Capable of working in a multi-national/cultural environment;
 Reliable and able to work under pressure;
 Accurate and rapid word-processing skills in both Arabic and English;
 Good working knowledge of technology tools such as Microsoft office
products.

Language:

 Fluency in oral and written English and Arabic is essential.

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Annex 2
Project Component
Pricing Details

HUMAN RESOURCES
REQUIREMENT
Rate per Total Per
MANPOWER day $ Number Day May-05 Jun-05 Jul-05
INDIVIDUAL Required
Security Personnel 20
Drivers 8
Translator 5
Technical Personnel 6
TOTAL 39

Rate Per
IT/Communication Support Day $ Required Total
Ops Room 1
Stationary N/A
Radio's 8
TOTAL

Rate per Total per

Life Support day $ Required day $ Total
Food 15
Accommodation 15
TOTAL
Total
Rate per Flying
Helicopter Ops day $ Hours/day Total Cost

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5.4 hours
/day
TOTAL

TOTAL for
OVERALL 3 Months
Human Resources
IT/Communication Support
Life Support
Helicopter Operations

TOTAL

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