CALL FOR APPLICATIONS (Open Tender)
PACIFIC ISLAND FORUM CONTRACT & POLICY REVIEW
PIFS works for its member countries to champion regionalism that supports sustainable development, economic growth, good governance, and security. It does this through policy advice, coordination, and ensuring effective implementation of Forum Leaders’ decisions. At the organization’s most fundamental level, we are a knowledge organization that is only as good as the people that make it up.
The HR services currently provided at PIFS achieve a high level of customer satisfaction from our staff based on recent Employee survey data. Our vision as a team is to be a leader in customer service excellence externally. To achieve this aim, we are reviewing all aspects of HR.
This consultancy determines objectives and scope for a review of our contracts & policies (including Regulations) at the Pacific Island Forum Secretariat (PIFS) to identify options and recommendations that will improve systems, processes, and services for our stakeholders to create efficiencies and continue to be an employer of choice.
Scope of Work
PIFS is headquartered (HQ) in Suva, Fiji and has governance control of five other office locations across the world: Geneva, Switzerland – joint office for engagement with WTO and UN, and Pacific Trade Invest (PTI) Europe office; other PTI Offices – Auckland, New Zealand; Sydney, Australia; and Beijing, China.
An external review of our contracts & policies is due to ensure we are conducting best practice processes, systems and activities.
• Review our current contracts to provide options and recommendations on the following:
o Is PIFS current practices consistent with best practice across other international organisations?
Provide some alternative contract templates.
o Is PIFS current practices concerning contract term limits still appropriate or not?
o How can we use technology to improve our current contracting process?
o Do we still need to have local staff in Fiji on fixed term contracts?
o Should we include KRA’s and Letters of Expectations in contracts, to provide clearer direction to staff?
• Review all our current policies to determine:
o Identify gaps in our current suite of policies that need to be addressed.
o Suggest changes to our policies to meet best practice, address gaps and create greater efficiency.
o Provide advice on which member country policy standard / legal requirements we should be holding ourselves to (e.g. Fiji or another member)
o Determine if employees should receive key results area details or letters of expectations as part of the contracting process to provide clearer direction to staff.
• Review our current legal arrangements for managing donor funded projects to determine:
o Suggest changes to these arrangements to meet best practice and create greater efficiency.
o If we should create minimum obligations about human resource needs, administrative costs e.g., Host agreements in place for overseas positions.
Note: Our current staff body is made up of the following employee contract types: International Staff (EPAI); Local staff (EPAL – Fiji); Locally engaged staff (outside Fiji); Contractors; Temporary staff.
HOW TO APPLY
Submissions should be entitled:
PACIFIC ISLAND FORUM CONTRACT & POLICY REVIEW
Method of Submissions:
Submissions must be forwarded in PDF format following the instructions at www.tenders.net/forumsec
Note: Tenders must be submitted with clear labelling of the technical offer and the financial offer. The Technical Offer documents must be saved and submitted clearly labelled “T.9.23 – Response Template”
The electronically submitted documents should be converted to the PDF format.
Deadline for Submissions:
Submissions need to reach the Secretariat by 4.00 pm, 24th March 2023. Late or incomplete tenders will not be considered.
Questions and Answers
All queries or request for information must be submitted via the Question and Answer Forum at www.tenders.net/forumsec . Tenderers may submit questions in writing to the mentioned Question and Answer Forum before the stated “deadline for requesting clarifications” (TBC after approval)The Secretariat has no obligation to provide clarification after this date.
Note: The Secretariat will not be responsible for non-receipt/non-delivery of the Bid documents due to any reason whatsoever.
Any complaints regarding the Secretariat’s tender must be directed to the following email: Tender.Complaints@forumsec.org. This email address will forward your complaint to a person that is independent and removed from the tender process. Complaints must be well founded and should not be used as a mechanism for notifying displeasure with the outcome of a tender award. Further information on making a complaint can be found on the Policies & Information page at http://tenders.forumsec.org.
In the event that further information is required by the Secretariat in relation to the tender for consultancy, the Secretariat reserves the right to seek the required information without the need for calling for resubmission of proposals.
TENDERS.NET – http://www.tenders.net