Call for Applications – Position of IEA Bioenergy Technical Coordinator
Jul 2024
Publications
The IEA Bioenergy Technology Collaboration Programme (IEA Bioenergy TCP) is seeking applications for the position of Technical Coordinator of the IEA Bioenergy TCP. The contract would commence on the 1st January 2025 and the period for the service is fifteen months, with the possibility of extension, subject to satisfactory performance and approval by the Executive Committee.
The Call for Applications document is available here: Call for Applications Technical Coordinator IEA Bioenergy 2024
The closing date for submission of applications to arossi@biosmartstrategies.com is the 6th September 2024.
CLARIFICATION QUESTIONS
| Clarification Question | Response | |
| 1 | Could you please provide more details on the types of projects and tasks that the Technical Coordinator will be expected to handle, particularly those involving inter-task collaboration and external requests? | The Technical Coordinator is expected to guide inter-task collaboration and facilitate the development and implementation of Inter-task projects. Each of these projects has a Lead, who is responsible for the day-to-day work. The Technical Coordinator works with these Leads to distil key results and messages emerging from their work. ‘External requests’ consist mainly of periodic requests for information from the IEA Secretariat, Renewable Energy Working Party (REWP) of IEA, other subsidiary organizations at IEA Headquarters and other Technology Collaboration Programmes. |
| 2 | How much will be the remuneration per hour expected to make this work? Would it be possible to share a range for the expected tender, in terms of the minimum and maximum hourly rate? | It is up to applicants to indicate a tendered hourly rate. Tenders will be evaluated according to best value for money.
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| 3 | Will the Technical Coordinator need to travel frequently, and if so, are there specific locations or events that are regularly attended by the TC? When tendering the hourly rate, should it include anticipated costs for any required travel, or will these be budgeted separately? In case of these trips, the company will consider the time for the trip? And the cost for executive class will be covered by the company, of course after your approval? | The Technical Coordinator (TC) attends one in-person ExCo meeting per year, held in rotation in a different member country each time. The TC may also be asked to represent IEA Bioenergy at selected events in various countries (generally not more than 3-5 per year, and generally within the continent of the TC). Travel costs (including train rides and flights in Economy class) are covered by IEA Bioenergy through a dedicated budget. Time spent travelling may be remunerated either fully (in the case of short-distance travels) or partly (in the case of long-distance travels).
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| 4 | Could you elaborate on the electronic collaboration technologies and online platforms currently utilized by IEA Bioenergy? | Most IEA Bioenergy meetings take place via Zoom. For collaborative work on documents, we use mainly Google Docs, while for file sharing we use mostly WeTransfer. IEA Bioenergy disseminates its work through various platforms (e.g., Youtube, LinkedIn and X). |
| 5 | How significant is the experience with science editing and publication for this role, and are there specific publications or types of documents the TC will frequently work on? | The Technical Coordinator is responsible for the preparation of selected publications and in particular the summaries of IEA Bioenergy workshops (four per triennium) and End of Triennium Conferences. In addition, the TC prepares one-page summaries (for the website) for most IEA Bioenergy publications, which include peer-reviewed literature. |
| 6 | As the new Strategic Plan 2025-2030 is under development, can you share any insights or priorities that the TC should be aware of in relation to this plan? | The Strategic Plan 2025-2030 and the related objectives and priorities are already reflected in the Call for Applications and in the duties and tasks described in it.
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| 7 | For the said period (15-36 months), is this position a full-time association or is it a need-based work as and when required? | This is a part-time, service contract for around 700 hours per year. A number of activities are spread throughout the year, while other ones are mainly linked to the preparation of – and follow-up to – the two ExCo meetings per year (respectively in Q2 and Q4) and the associated workshops / conferences. While this contract is compatible with other assignments, the Technical Coordinator should be able to fulfil in a satisfactory and timely manner the duties described in the Call for Applications, particularly in the case of time-sensitive activities and deliverables. |
| 8 | How will the remuneration be paid? Will it be paid to the employer or directly to the individual? Could the beneficiary of the payment be a university or a research centre? | The payment will be made to the company or organization (including a university or a research centre) which will be awarded the contract.
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| 9 | Regarding the professional references, is a formal recommendation letter required from the individuals listed, or are their names and contact information sufficient? | The names and contact information of three references suffice at this stage.
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| 10 | The document specifies that only companies can apply as a service contract. Is there any possibility for an independent consultant to apply for this position? | The contract shall be awarded to a company or an organization, as opposed to an individual person. It is possible to apply as an individual and then set up a company (to act as the party to the contract) in case the application is successful. |
| 11 | Should the references be from outside the current applicant’s organization? | There are no specific requirements for the references. |
| 12 | The call mentions presenting proposals on October 21st. Could you kindly share some details about this procedure? | Shortlisted candidates will be invited to deliver an online presentation at the ExCo94 meeting (21-22 October 2024). Further details will be shared with the shortlisted candidates in due course. |
| 13 | Regarding trips and related costs, does the Technical Coordinator have to cover all the costs and then wait for a reimbursement? Are ticket flights going to be purchased by IEA Bioenergy? | All travel expenses (including flight tickets, which shall be purchased by the Technical Coordinator) are reimbursed as part of the Technical Coordinator’s invoices. |
| 14 | You mention that you are hiring a company and then a single person. In my case I own my consultant company of which I am the Director, is this ok for your requirements? | Yes, this is ok. As explained in the Call, the contract will be awarded to a company. However, it is expected that the services will be delivered by one specified person (within the company) dedicating approximately 700 hours per year to this position. |
| 15 | Is the position remote or physical? | This is a home-based position. |
| 16 | How are the hours worked by the Technical Coordinator going to be declared and supervised? | The hours and the related amounts shall be specified in the itemized invoices to be submitted by the Technical Coordinator on a monthly or quarterly basis. The invoices are reviewed and cleared by the Secretary and the Chair. |