TERMS OF REFERENCE Provision of Common Services, i.e. Messenger and Office Helper For JOINT SECRETARIAT and TRAINING CENTER at Palangkaraya I. OBJECTIVES Indonesia is the third largest emitter of CO2 and the world s largest emitter from agriculture, forestry and other land use. Over the past five years, Indonesia s annual deforestation rate has averaged around 1 million hectares, which contributes more than 80% of Indonesia s estimated annual emissions. In this context, on May 26, 2010 the Governments of Indonesia and the Kingdom of Norway signed a Letter of Intent (LoI) to establish Partnership for REDD+ (Reducing Emissions from Deforestation and Forest Degradation) that aiming to tackle greenhouse gas emissions from deforestation and forest and peat land degradation. REDD+ is a global mechanism which provides an opportunity for developing countries like Indonesia to move towards a sustainable green economy. For Indonesia it also offers a way to achieve the Indonesian government s voluntary commitment to the world to reduce emissions as much as 26 percent or up to 41 percent with international support by 2020. Central Kalimantan (CK) was selected and announced as a REDD+ Pilot Province by the president on 23th December 2010. Since 2011 until the end of REDD+ Phase 1 in December 2013, some programs and activities have already implemented in Central Kalimantan, among others, development of REDD+ Local Strategy, MRV and REL, base map of Central Kalimantan, legal review, livelihood and economic development project for communities, education for sustainable development, and Community-based Forest Fire Management. Central Kalimantan is moving forward in the development of REDD+ with the Memorandum of Understanding (MoU) between UKP4, Provincial Government of Central Kalimantan and 7 districts in Central Kalimantan in December 2013. There are also some programs being prepared by BP REDD+ in order to support Central Kalimantan to move into REDD+ Phase 2. One of the transition programs to be implemented in 2014 is the Preparation for Development of REDD+ Institution in Central Kalimantan. On May 26, 2010 the Governments of Indonesia and Government of the Kingdom of Norway signed a Letter of Intent (LoI) to establish a Partnership for REDD+ (reducing emissions from deforestation and forest degradation) to tackle greenhouse gas emissions from deforestation and forest and peat land degradation. As part of the partnership Norway has the intention to contribute to Indonesia s REDD+ efforts in the order of magnitude of USD 1 billion. The actual funds will be delivered based on agreed upon and verified deliverables, and be deployed towards contributions to Indonesia s low carbon development efforts, capacity building and REDD+ preparation measures. Oversight of the Partnership will be conducted by a Joint Consultation Group (JCG) comprised of high-level representatives from both the Indonesian and Norwegian governments, with support from a Technical Working Group. Page 1 of 9
To support this project, it was decided to set up an office at Palangkaraya A project office is established in Jl. RTA Milono No. 1, Palangkaraya, are referred as JOINT SECRETARIAT (SEKBER) and TRAINING CENTER in Jl. Yos Sudarso No. 10, Palangkaraya. JOINT SECRETARIAT and TRAINING CENTER requires a firm that has the capacity to provide and manage personnel for the provisions of the following services for the office operations: 1. Supervisor : 1 (one) person 2. Cleaning Service: 2 (two) person - 1 person per location (SEKBER and TC) 3. Security : 3 (three) person 2 persons in SEKBER and 1 person in Training Center The firm is expected to have excellent quality standard which refer to KPI or SLA in providing the above mentioned services, at all time. II. QUALIFICATIONS OF PERSONNEL 1. Supervisor : 1 person Completion of Strata 1 (S1) Minimum of two (2) years working experience in the above 3 areas, with a minimum of one (1) year working experience as Supervisor. Having good inter-personal skill and supervisory/managerial skill. Attention to detail Fluency in English is essential 2. Cleaning Service: female 2 person Completion of High School (SMA) Minimum of one (1) year working experience as Cleaning Service Able to maintain the cleanliness of office including others office equipment Basic English is essential 3. Security Staff: 3 person Completion of High School Graduate (SMA) Health: Free from all communicable diseases and in good general health without physical defects or abnormalities, which would interfere with the performance of guard duty Physical condition: Able to perform physical tasks associated with the guard duties to which he/she is assigned; Drug dependency and medication: Shall not be dependent on alcohol or other drugs; if using prescribed medication, it shall not hinder the performance of assigned guard duties; Elementary knowledge in English ability and fluency in Bahasa Indonesia; Understand guard orders and maintain guard logs and reports in Bahasa Indonesia; Radio Communication: Able to operate UHF hand set; Must be knowledgeable about physical security systems and deterrents, how to operate an emergency generator, knowledge of alarm systems and bar code systems; Page 2 of 9
III. QUALIFICATIONS OF THE IDEAL FIRM: 1. Proven track record in rendering satisfactory services in providing Personnel as requested by UNDP. 2. Practice and enforces the minimum, if not exceeding, provision of the Indonesia Labor Code. 3. Financially sound and stable, as may be evidenced by authentic financial statements for the past 3 years of operation. 4. Experience in providing service to international and diplomatic organizations is definitely an advantage, but not required. 5. Able to deploy Personnel required by UNDP, with the following standards: Skilled and experienced in complying to the utmost standards Experience in servicing international and diplomatic organizations is definitely an advantage, but not required Client-service oriented and client satisfaction conscious Sufficient trustworthiness to be allowed access to office. Physically and mentally fit to efficiently and effectively perform the required service Of utmost integrity, outstanding moral character, emotionally stable, and ethical in their behavior at all times. 6. Ensuring that all personnel employed are alert, proactive, and client service oriented; and regular training on subjects relevant to their job provided to keep up their quality services, including basic safety training for enhancing their capabilities. 7.. 8. Ensuring a timely back-up arrangement (at no cost), when any of the staff is absent without compromising the quality services. 9. Providing the employees with adequate uniform including accessories to ensure presentable appearance, neatness & tidiness at all time. 10. Prepare a periodic progress report and plan on action for the implementation of the contract. 11. Ensuring compliance with the prevailing labor laws, such as provision of at least the minimum regional wage for the net take-home pay salary, Health Insurance: Outpatient & Hospitalize, Life Insurance, JAMSOSTEK, THR, UNIFORM, etc. 12. Submit and update a list of personnel assigned to the UNDP including their working area. 13. Acknowledging that UNDP Indonesia reserve the rights to reject personnel who are considered incapable based on UNDP Indonesia own assessment, for which the firm must immediately send replacement and inform to UNDP Indonesia accordingly. IV. DURATION OF CONTRACT: The contract period is 8 (eight) months starting on 01 October 2014 to 31 May 2015 (Possibility of extension subject to satisfactory performance). The contract shall be effective from the date of signature of the contract between UNDP and the firm. Page 3 of 9
V. SCOPE OF SERVICES 1. Supervisor (SP) Supervise a team of Cleaners and undertake cleaning of the establishment to ensure a comprehensive service is provided SP will supervise the team, which consists of Receptionist, Telephone operator, Messengers and Cleaners ensuring they know their duties and carry out their work in accordance with UN procedures and practices and Health & Safety Regulations to ensure a high standard of cleanliness and hygiene are maintained. SP to pprovide a comprehensive cleaning service to include dusting, vacuuming, washing floors, emptying bins, cleaning toilets, etc. to ensure high standards of cleanliness and hygiene at all times. SP to check work carried out by the Cleaners to ensure a high standard of work is undertaken and maintained. SP to mmaintain adequate supplies of cleaning materials and supplies, re-ordering when needed, ensuring other cleaners have the supplies they need, to meet the establishments needs. SP will monitor their personnel and report to UNDP CSA on their performance on a regular basis. SP to report any defects to a UNDP CSA to ensure health and safety procedures are followed and to enable repairs to be carried out. Undertake, during holiday periods, a complete spring clean of all areas including window cleaning, moving furniture to clean behind it, skirting boards, varnishing wooden floors, etc., to ensure all areas are clean and fresh. In emergency case SP must be able to provide back-stopping services and in the absence of the other personnel, to ensure a timely replacement without any time gap. 2. Cleaning Service (CS) on daily basis should perform the following duties: to provide support services as required such as seating rearrangement, snack/drinking, and arrangements for meeting/event/party preparation and return back the condition of room after the meeting/event/party finish during the office hours or beyond. to ensure that the whole working area are clean and tidy at all-time include their (CS) working area. to clean, wipe, vacuum or dust-remove office furniture, book files, vacuum carpets, garbage bins, walls and etc. to wash, mop or wipe stairs and corridors. to clean all glass and baseboards inside rooms, clean all balconies. to clean public areas, meeting rooms, reception rooms, toilets and other common areas. to clean drinking glass and plates. to clean the office room are not allowed to leave the premises during working hours except for special purpose or request and approved by Supervisor. shall be at their working area at all time and easy to be contacted. shall return any office properties and/or personal belongings found in the common areas, such as toilets or meeting rooms, to Safety Supervisor. Page 4 of 9
to perform waste collection and disposal taking into account segregation and recycling best practices. to wash and steam carpet for whole area (on a weekly basis) to collect and deliver mail from other locations in the absence of messenger to assist staff doing errands upon official request to undertake tasks requested by Work stream Pilot Province staff 3. Security (SC) on daily basis should perform the following duties: Checking and clearing all visitors bags and packages, before entering the premises; Preventing suspicious bags, packages or mail items entering the building and reporting such incident to the office manager immediately; Having knowledge of all of the staff s faces and sitting location; Managing difficult or uncooperative visitors and restraining them in order to implement security procedures and refer them to the office manager; Maintain the visitor log book; Liaise with maintenance building management that relate to the safety and security; Ensure that fire extinguishers are in good condition at all times; Ensure that the first aid box is in its assigned place and is in good condition; Directing staff to the emergency exit door and assembly area when emergencies occur, under the direction of the Election Project Manager; Administrating the use of office keys; Ensuring that all security measures (Emergency Exit sign, hydrant lights, and alarm lights) are always in working order and recording faults through the chain of command; Ensure all windows, doors and gates are locked after working hours; Any other duties needed to ensure appropriate security of project personnel and property Maintain regular protocol, security log book and staff records Security checking for staff, visitors, vendors and mail/letter/package Escort visitor and vendors in the REDD+ Office Assist staff in case on emergency evacuation and drill Provide first aid response when necessary Liaise regularly with building management and security for any safety and security related to REDD+ Office Attend safety and security training by UNDSS and company VI. SCHEDULE OF SERVICES: The required services shall be rendered on a forty (40) hour basis from Monday to Friday except UN holidays. During national declared holidays which are not considered UN holidays, firm s personnel deployed to the UN premises shall also report for work to render regular services, without additional costs. In exceptional cases where UN requires the services of the firm s personnel, the latter shall be prepared to render overtime services, the cost of which shall be billed to the UNDP on the same month the services rendered. Page 5 of 9
Working days and hours for: Working day: Monday to Friday Hours: 08:00 17:00 The firm shall therefore maintain a sufficient number of personnel with regular assignment or on-call basis, for all of the above mentioned purposes. The unit cost should at least include the following details: No. Specification Remark 1. Net Monthly Salary to each employee of the firm 2. Health Insurance for each employee, such as, Out patient Hospital coverage 3. Life Insurance coverage 4. JAMSOSTEK 5. Back up support staff 6. THR / Lebaran Allowance 7. UNIFORM (Shirt,Trousers & Shoes) 2 set /year for shirt 1 set /year for shoes 8. Leave: Sick Leave Maternity Annual Leave based on the regulation of Indonesian Ministry of Labor. Page 6 of 9
PERFORMANCE MANAGEMENT INDICATORS MATRIX 4. CLEANING SERVICES PERSONAL & SUPERVISOR The Cleaner should ensure the UN Common Non compliance premises are cleaned at all times Assist to prepare the meeting needs (seating, Non compliance soft-drink and snack arrangement) The cleaner equipment adequately provided Lack of cleaner equipment (vacuum and consumable cleaner, garbage bins, glass lotion, The Cleaner should be ready at all times whilst on duty. FOR ALL POSTS Should wear uniform and ID Punctuality of employees Rotation of employees and orientation In-service training on specific subject as requested by the client and training Quality of communication with clients Incident and training reports: on-site monthly and quarterly management reports detergent, etc) Leaving on duty without permission, negligent to instructions/corrections. Non compliance Late reporting for duty Too frequent rotations without prior notice to the client and no proper briefing of guards No further training after deployment Frequency of complaints and/or provision of negative feedback Non compliance of administrative records Senior Management and key personnel of contractor responsiveness. Implementation of incentives and commendations Merit awards, commendation. Lack of responses and/ or lack of required action Lack of incentives, reward and commendation. Page 7 of 9
ATTACHMENT II COMPLIANCE CHECKLIST STAFF for SEKBER and Training Center No. Description Please Mark ( ) One YES NO 1 Proven track record in rendering satisfactory services in providing Personnel as requested by UNDP. 2 Availability of Standard Operation Procedure 3 Financial statements for the past 3 years of operation. 4 List of Experiences in servicing international and diplomatic organizations is definitely an advantage, but not required. 5 Able to deploy Personnel required by UNDP, with the following standards: Skilled and experienced in delivering high quality services complying to the utmost standards Experience in servicing international and diplomatic organizations is definitely an advantage, but not required Client-service oriented and client satisfaction conscious Sufficient trustworthiness to be allowed access to office of REDD+ Physically and mentally fit to efficiently and effectively perform the required service Of utmost integrity, outstanding moral character, emotionally stable, and ethical in their behavior at all times. 6 Ensuring that all personnel employed are alert, proactive, and client service oriented; and regular training on subjects relevant to their job provided to keep up their quality services, including basic safety training for enhancing their capabilities. 7 Ensuring regular meeting between the Remarks Page 8 of 9
firm/supervisor with REDD+ Adminstrative Associate on any issues related to the expected service quality. 8 Undertake a periodic performance evaluation on their personnel assigned in Justice House. 9 Ensuring a timely back-up arrangement (at no cost), when any of the staff is absent without compromising the quality services. 10 Providing the employees with adequate uniform including accessories to ensure presentable appearance, neatness & tidiness at all time. 11 Prepare a periodic progress report and plan on action for the implementation of the contract. 12 Ensuring compliance with the prevailing labor laws, such as provision of at least the minimum regional wage for the net take-home pay salary, Health Insurance: Out patient & Hospitalize, Life Insurance, JAMSOSTEK, THR, UNIFORM, etc. 13 Submit and update a list of personnel assigned to the UNDP including their working area. 14 Acknowledging that UNDP Indonesia reserve the rights to reject personnel who are considered incapable based on UNDP Indonesia own assessment, for which the firm must immediately send replacement and inform to UNDP Indonesia accordingly. GL Unit: Acc.Code: UNDP1 1-1-14101-182 OPU: IDN Fund: 30000 Dept ID: 40805 PCBU: IDN10 Project: 87420 Activity: 11.1.1 Impl Agt: 1981 Donor: 187 Jakarta, 01 September 2014 Prepared by, Approved by, Falatehan Zainy Work Stream Coordinator Roy Rahendra National Project Manager Page 9 of 9