IFES шукає надавача послуг з адміністрування укриттям / IFES is looking for Safe Haven Management Services

IFES is a non-profit, non-partisan international organization. As the global leader in democracy promotion, IFES advances good governance and democratic rights by providing technical assistance to election officials; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries, from developing democracies to mature democracies.

Since 1994, IFES has played a significant role in promoting electoral, administrative and legal reform in Ukraine.  In cooperation with partners in Ukrainian civil society and the Central Election Commission (CEC), IFES is working to foster dialogue on electoral reform, build the capacity of local NGOs, institutionalize best practices in training election officials, and ensure more equal representation in the electoral process for disadvantaged populations, especially women, representatives of national minorities and persons with disabilities.

IFES Ukraine requires services of Safe Haven Management to oversee IFES shelter that was set-up as a security place of stay for the staff during a war-time period for the period of October 01, 2023 till June 30, 2024. Under the supervision of the Senior Administrative Manager, the service provider will be responsible for providing the following services:

• Oversee IFES Ukraine Safe haven (shelter) and make sure that all safety and security equipment is in working condition, including test launch of the generator and test calls on a satellite phone;
• Regularly conduct an inventory of the first-need goods, such as: water, food, first aid kits, and other necessities for survival items and make sure the Safe haven place has a full stock of all;
• Ensure the safety and security of the premises and all technical equipment through their regular inspection;
• Provide assistance in the maintenance of the equipment and the premises;
• Help IFES staff that require relocation to the shelter in extraordinary situations: escort or transportation to/from the shelter, assistance with the evacuation, delivery of personal belongings, etc.;
• As coordinated by the Senior Administrative Manager, implement security measures according to the security situation in the area;
• In case of escalation of the security situation in the area, ensure the access and stay of IFES staff and their families in the Safe haven;
• In case of escalation of the security situation in the area, ensure the Safe haven place is prepared and fully functional for the stay of people;
• Ensure regular inspection of the Safe haven, as needed 24/7;
• In case of need, help with the transportation of IFES personnel out of the zone of escalation.

THE SERVICE PROVIDER SHOULD MEET THE FOLLOWING REQUIREMENTS:

• Have prior military, security-related experience;
• Have experience working with an international organization preferred;
• Possess and provide evidence of a valid driver’s License and a clean driving record.
• Be available to work after regular working hours, on weekends on short notice, including overnight stays, if needed.
• Be able to complete a first-aid training course if requested.
• Should possess a personal vehicle.

IFES REQUIRES THE FOLLOWING COMPETENCIES AND SKILLS TO THE SERVICE PROVIDER:

• Good interpersonal skills, and punctuality;
• Ability to work effectively in a multi-cultural team;
• Willingness to adhere to all principles of confidentiality;
• Ability to show initiative, be self-organized;
• Ability to provide first aid;
• Valid driving license (min cat. B, preferable – all);
• Good communications skills;
• Fluency in Ukrainian is required; Good command of English language.

REQUIREMENTS TO THE VEHICLE:

• Vehicle should fit 5 persons comfortably, including the driver, and possess functioning three-point seatbelts for all passengers, airbags, air-conditioning, and brakes.
• Vehicle must be properly licensed by the government of Ukraine. In case of any dispute between the driver and the police, the service provider has the responsibility to settle it at its own cost.
• Vehicle should have a minimum manufacture date of 2014 and have no visible signs of aging or decay.
• Types of acceptable vehicles are compact SUVs, mid-size sedans, and station wagons.
• Vehicles must be cleaned regularly and be absent of any personal items while the driver and vehicle are providing services to IFES Ukraine.
• Vehicle should include a first-aid kit, spare tire, car jack, and jumper cables.
• Vehicle must have undamaged windshield, and glass, and be equipped with new tires.
• Service provider shall be solely responsible for all costs associated with the vehicle, including vehicle upkeep, fueling, and oil changes.
• Vehicle must be fully insured on accidents.

Pricing

Pricing must be in US Dollars. The proposed price offer should contain a detailed cost, with all applicable taxes/charges clearly identified, provided against each category of services described in this request.

IFES is VAT exempt in Ukraine and the selected contractor must honor this exemption.

Applicants are required to fill in the table with their desired salary and compensation for car usage.

Car compensation is covered by kilometers and includes:

• Vehicle rate of depreciation;
• Gas;
• Oil and any lubricant materials;
• Car maintenance;
• Full car insurance, including comprehensive cover;
• Car cleaning.

LANGUAGE SKILLS: Fluency in Ukrainian is required, good command of English is a plus.

TRAVEL: Travel may be required.

Communication

All communications related to the announcement must be in writing with “Safe Haven Management services” in the subject line and be submitted in writing to the point of contact identified below.

Point of Contact: The points of contact for all communication related to this solicitation are listed below.

• Kateryna Polishchuk ([email protected])
• Diana Koval ([email protected])

Interested candidates are invited to submit the following information in English to Kateryna Polishchuk ([email protected]), with a copy to Diana Koval ([email protected]) with “Safe Haven Management services” in the subject line:

• CV;
• Copy of driving license;
• List of references;
• Table with their desired salary and compensation for car usage.

The application deadline is 18:00, September 22, 2023 (Kyiv time).

Information from IFES

IFES will only consider responsive responses from responsible contractors for award.

No subcontracting is allowed under this solicitation.        

All information provided by IFES in this solicitation is subject to change at any time. IFES makes no certification as to the accuracy of any item and is not responsible or liable for any use of or reliance on the information or for any claims asserted therefrom.

The solicitation does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by a prospective contractor/vendor or third parties, in connection with the Response.

IFES reserve the right to accept or reject any Response or to stop the procurement process at any time, without assigning any reason or liability. IFES shall not be liable to any prospective contractor, person, or entity for any losses, expenses, costs, claims, or damages of any kind.

Collusion is strictly prohibited. Collusion is defined as an agreement or compact, written or oral, between two or more parties with the goal of limiting fair and open competition by deceiving, misleading, or defrauding a third party. 

IFES reserves the right to accept all or part of the Response when awarding a contract.

IFES has zero-tolerance for fraud. Fraud – means any act or omission for the purpose of misleading to obtain undue advantage or avoid implementation of previously assumed commitments. In case you suspect of any fraudulent activities related to the project IFES, including the execution and performance of contracts or any activity, please inform on hotline fraud prevention IFES [email protected] or call +1 202-350-6791.