Administrative Management of Denmark’s Peace and Stabilisation Response 2023-2028

Description

Migration, Stabilization and Fragility (MNS), Ministry of Foreign Affairs of Denmark has entered into a contract with the objective to engage an administrative manager for Denmark’s Peace and Stabilization Response (PSR) from February 2023 to February 2026 (with the option to extend to February 2028). Identification of an administrative manager of the PSR contributes to security and stabilisation around the world by ensuring relevant, efficient and timely deployment of qualified Danish civilian experts to international peacebuilding and state-building missions. Lot 1: The contract concerns support to the MFA on the administrative management of Denmark's Peace and Stabilisation Response 2023-2028. The services include the following types of tasks: 1) Operate and maintain a stand-by roster and CV database with the aim of ensuring efficient identification and deployment of PSR experts. Relevant data (CV etc.) on PSR experts will be handed over to the consultant. 2) Continue already planned activities as well as activities committed by the current contract holder. In order to facilitate a smooth transition from the current contract holder, it will be possible to arrange a short handover period. 3) Administer civil deployments, including regulatory requirements on rights and entitlements and assessment of training needs. 4) Ensure that PSR experts complete relevant training activities and, in consultation with the MFA, develop new activities according to needs. 5) Handle all other practical arrangements related to deployment of PSR experts. This includes responsibility for advertising in “job-i-staten”, formulating contracts, salary administration, facilitating security clearances, organising briefings, mental health evaluations, ensuring that PSR experts are given the proper vaccinations, are properly insured, reimburse certain expenses for PSR experts (for example transportation expenses) and other day-to-day HR related matters. In the administration of the PSR, the Consultant must adhere to Danish law, including but not limited to the Danish employment law, the Danish Public Administration Act and the Danish tax law. The main scope of work of the consultant is related to deployment and ongoing administration of PSR experts to crisis management missions. The procedure for deployment of an expert will typically follows these steps: 1) An international organisation (EU, NATO, OSCE etc.) announces a “call for contributions” for a crisis management mission. 2) The consultant recommends to the MFA if the PSR should advertise positions for the mission – and if yes, which positions. The MFA makes the final decision. 3) If it is decided to advertise positions, the consultant does so in an open call – meaning both members of the PSR database as well outsiders as can apply for a position. 4) After the deadline, the consultant recommends candidates to the MFA. The MFA makes the final decision. 5) The consultant recommends the chosen candidates to the international organisation. 6) If the international organisation chooses one or more of the Danish candidates for interviews, the consultant is required to conduct interview training of PSR experts. 7) If Danish candidates are selected, the consultant begins the process of deployment. This includes, but is not limited to, ensuring that PSR experts have the necessary security equipment, security clearance, that they conduct the necessary training activities, psychological screenings and briefings as well as answering questions from the experts. 8) When the PSR experts are deployed, the consultant has the ongoing contact with them. This includes ensuring the responsibility for administrating the deployments in accordance with the MFA’s HR policy for secondments to high-risk postings. The consultant is also in ongoing contact with the MFA who ultimately has the duty of care for the deployed PSR experts. 9) When the deployed experts’ contracts are expiring, the consultant is expected to recommend to the MFA whether or not Denmark should extend the contracts (provided that the mission and the expert is interested in an extension). 10) When the deployed experts’ contracts have expired, the consultant is expected to finalise the return, including organisation of debriefings, ensuring that the experts’ security equipment is returned to the MFA etc. It is important to note that every deployment of PSR experts differ and the above-mentioned steps are not always completely accurate. The contracting authority has fixed the consultant’s maximum compensation to 13.7% of the total budget for deployments to cover all relevant costs for the administration of the PSR. Tenders will be rejected if the quoted percentage exceeds 13.7%. Lot 1: The contract concerns support to the MFA on the administrative management of Denmark's Peace and Stabilisation Response 2023-2028. The services include the following types of tasks: 1) Operate and maintain a stand-by roster and CV database with the aim of ensuring efficient identification and deployment of PSR experts. Relevant data (CV etc.) on PSR experts will be handed over to the consultant. 2) Continue already planned activities as well as activities committed by the current contract holder. In order to facilitate a smooth transition from the current contract holder, it will be possible to arrange a short handover period. 3) Administer civil deployments, including regulatory requirements on rights and entitlements and assessment of training needs. 4) Ensure that PSR experts complete relevant training activities and, in consultation with the MFA, develop new activities according to needs. 5) Handle all other practical arrangements related to deployment of PSR experts. This includes responsibility for advertising in “job-i-staten”, formulating contracts, salary administration, facilitating security clearances, organising briefings, mental health evaluations, ensuring that PSR experts are given the proper vaccinations, are properly insured, reimburse certain expenses for PSR experts (for example transportation expenses) and other day-to-day HR related matters. In the administration of the PSR, the Consultant must adhere to Danish law, including but not limited to the Danish employment law, the Danish Public Administration Act and the Danish tax law. The main scope of work of the consultant is related to deployment and ongoing administration of PSR experts to crisis management missions. The procedure for deployment of an expert will typically follows these steps: 1) An international organisation (EU, NATO, OSCE etc.) announces a “call for contributions” for a crisis management mission. 2) The consultant recommends to the MFA if the PSR should advertise positions for the mission – and if yes, which positions. The MFA makes the final decision. 3) If it is decided to advertise positions, the consultant does so in an open call – meaning both members of the PSR database as well outsiders as can apply for a position. 4) After the deadline, the consultant recommends candidates to the MFA. The MFA makes the final decision. 5) The consultant recommends the chosen candidates to the international organisation. 6) If the international organisation chooses one or more of the Danish candidates for interviews, the consultant is required to conduct interview training of PSR experts. 7) If Danish candidates are selected, the consultant begins the process of deployment. This includes, but is not limited to, ensuring that PSR experts have the necessary security equipment, security clearance, that they conduct the necessary training activities, psychological screenings and briefings as well as answering questions from the experts. 8) When the PSR experts are deployed, the consultant has the ongoing contact with them. This includes ensuring the responsibility for administrating the deployments in accordance with the MFA’s HR policy for secondments to high-risk postings. The consultant is also in ongoing contact with the MFA who ultimately has the duty of care for the deployed PSR experts. 9) When the deployed experts’ contracts are expiring, the consultant is expected to recommend to the MFA whether or not Denmark should extend the contracts (provided that the mission and the expert is interested in an extension). 10) When the deployed experts’ contracts have expired, the consultant is expected to finalise the return, including organisation of debriefings, ensuring that the experts’ security equipment is returned to the MFA etc. It is important to note that every deployment of PSR experts differ and the above-mentioned steps are not always completely accurate. The contracting authority has fixed the consultant’s maximum compensation to 13.7% of the total budget for deployments to cover all relevant costs for the administration of the PSR. Tenders will be rejected if the quoted percentage exceeds 13.7%.