Partnerships for Peace project (P4P)

REQUEST FOR QUOTATION

[CAI-P4P-ACC-01-0414/2021]

RFQ number:    CAI-P4P-ACC-01-0414/2021

Description:  Short Term File Organization / Packing Consultant for the P4P Project

Release date:  14th  April, 2021

Closing date: 27th April, 2021

The time of Closing: 17 :00 GMT

Of :  Creative Associates International, Inc., Project Partnerships for peace (P4P)

Funded by: US Agency for International Development (USAID)

USAID Contract No. AID-OAA-I-13-00005
Task Order AID-624-TO-16-00004

 

Creative Associates International, Inc., which implements The Partnerships for peace (P4P) in Accra, Ghana, solicits technical expertise offers According To terms of references included in attachment 1 and the terms and conditions of the creative consultant agreement included in the attachment.

All correspondence and/or inquiries regarding this Request for Quotations (RFQ) must reference the above RFQ number, and be directed via email to: [email protected]   Questions may be received until 22nd April, 2021. Creative intends to award a Level of Effort Consultant Agreement, but reserves the right to make multiple awards or no award.

Submissions can be sent electronically to: [email protected]

Please submit the following documents to provide a quotation in response to this request for offer:

  • A technical statement that addresses the technical knowledge and practicalities that the offeror has considered and will use to carry out the scope of work.
  • A CV that reflects the education, skills and experience required in Attachment 1 and demonstrates the ability to carry out the scope of work;
  • A proposed budget for completion of the work. A suggested template is included as Attachment 3
  • Forms signed and completed as follows:
  • Attachment 4. Consent to Vet
  • Attachment 5. Nondisclosure agreement
  • Attachment 6. Consent form for past performance and reference checks
  • Attachment 7. 1420 Bio data Form

Selection will be made based on technical capability and overall best value. Modifications to this RFQ, including closing date extensions, will be sent via an amendment to the RFQ to all bidders.

 

ATTACHMENT 1, SCOPE OF WORK

Termes de Reference

Title : Short Term File Organization / Packing Consultant for the P4P Project
Languages : French/ English
Position Location Burkina Faso, Mauritania, Niger and Chad

 

1. OBJECTIVE

The File Organization / Packing Consultant will organize digital and hardcopy project files, and eliminate duplicate files (where necessary). The consultant will lead the boxing up of hardcopy files and will support box shipment to HQ in accordance with Creative’s procedures and protocols.  The consultant will also be responsible for reviewing SharePoint/soft-copy files for completeness and completing file digitization/upload.

 

2. PRIMARY RESPONSIBILITIES

Primary responsibilities include but are not limited to the following:

  • Organizing and packing files in collaboration with the respective department heads: Contracts, Finance, Procurement, HR, Legal, Grants, Program and Operations. Files to be boxed will include:
    • Contracts: award documents and related contractual information, deliverables and relevant meeting agenda and notes, etc.
    • Finance: all journal vouchers with supporting documents, invoices, original receipts, bank statements, activity budgets, payroll, timesheets, monthly reports, petty cash reconciliations, etc.
    • HR: employee files (employment agreements, job descriptions, performance evaluations, termination letters, etc.), job postings and recruiting information, and other HR materials developed by the project.
    • Procurement: All purchase orders/purchase requests and supporting documentation including procurement request forms, RFQs, technical evaluation committee documents, bid analysis forms, consultant contracts, insurance contracts, purchase orders, etc.
    • Legal:  Registration certificates, Powers of Attorney, written legal advice, etc.
    • Grants: All grant files including grant application/evaluation forms, agreements, modifications, deliverables, completion certificate, grantee financial reports, Client approvals, etc.
    • Program: Critical program documents, meeting minutes, workplans, agendas, training materials, etc.
    • Operations: Leases, Inventory, Fleet management documents including vehicle logbooks/inspections, generator maintenance logbooks, etc.
  • Disposing of duplicate or unnecessary documentation (via shredding or burning) once identified in collaboration with senior management
  • Reviewing SharePoint and other soft copy files completion in coordination with department leads, and facilitating digitization of hardcopy files
  • Filling, labelling, and sealing file boxes in accordance with Creative’s file packing guidelines
  • Liaising with department heads to identify/replace missing files or documentation
  • Coordinating with the logistics/shipping agency to facilitate file surveys, box delivery, box consolidation across field offices, and ultimately the final shipment to the US in coordination with the Closeout Manager and HQ Procurement / HQ Field Operations.
  • Completing Creative’s comprehensive File Box Inventory Spreadsheet detailing: the contents of each box, box labels/numbers, and identifying barcode information
  • Completing Iron Mountain Transmittal sheets with box information in accordance with guidance from HQ Field Operations
  • Submitting shipment documentation – including the abovementioned File Box Inventory Spreadsheet and Iron Mountain Transmittal sheets – to HQ per directions of HQ Field Operations
  • Other duties as assigned by the Closeout Manager

 

3. QUALIFICATIONS REQUIRED:

  • At least two years’ experience in operations and/or administration
  • Previous experience in operations, filing, and organizing for a project/organization closeout.
  • Prior experience in international development and USAID preferred.
  • Experience using/managing soft copy files, preferably on SharePoint or similar platform.
  • Ability to use Microsoft Word, Excel and other applications.
  • Experience in packing and shipping internationally
  • Ability to communicate well between various department heads.
  • Be highly organized and attention to detail.

 

4. OTHER MATTERS

The position will report to the Closeout Manager with dotted-line collaborations with department leads.

 

Click here to download the RFQ