Programme and management support consultant for the Spain-UNDP Trust Fund

Application Deadline :10-Dec-12
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English   Spanish  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :12 Months
Expected Duration of Assignment :12 Months (with possibility of renewal)


The Spain-UNDP Trust Fund was established in April 2007 to support the UNDP democratic governance and poverty-reduction initiatives in Latin America and the Caribbean. The main objectives of the Spain-UNDP Trust Fund “Towards integrated and inclusive development in Latin America and the Caribbean” are to reduce poverty and inequality – in line with the achievement of the Millennium Development Goals – to strengthen and consolidate democratic governance in the Region and to provide support in crisis prevention and recovery. To achieve these outcomes, the Trust Fund supports numerous national, sub-regional and regional initiatives throughout Latin America and the Caribbean. 

The overall management of the SPTF is under the guidance of the Democratic Governance Practice Area, with the support of the Finance, Administration and IT Unit for the management of the finances management. In this context, this position is created to perform at a minimum the functions outlined below and undertake any additional roles that the RBLAC senior managers may require. The duration of the consultancy is subjected to funds availability. The functions will be needed for the duration of the SPTF, expected at least until the end of 2013. 

Under the general guidance and supervision of the Coordinator of the Democratic Governance Practice Area, the Consultant will ensure effective delivery of the DG programme, with especial emphasis on the regional and national initiatives supported by the SPTF, by entering and managing data and supporting programme implementation consistent with UNDP rules and regulations.

Duties and Responsibilities

Supports formulation of programme strategies and implementation of the STPF focusing on the achievement of the following results:

  • Prepares inputs and background information for regional initiatives, draft project documents, work plans, budgets, proposals on implementation arrangements, and progress, annual and final reports.

Provides effective support to management of the SPTF programme focusing on the achievement of the following results:

  • Follows up and liaises with the RSC, Central units, and the Coordinator of the Democratic Governance Practice Area, through an appropriate tracking system, to ensure timely and quality delivery of agreed support services to projects in the SPTF portfolio, and brings information on issues and gaps to the attention of the Coordinator;
  • Liaises and follows up with the Finance, Administration and IT Unit to deliver agreed support to COs and regional initiatives supported by the SPTF on matters requiring special attention.

Provides administrative support to the SPTF focusing on achievement of the following results:

  • Sets up and maintains an efficient administrative and filing system for the portfolio of the SPTF regional initiatives and national projects, ensuring safekeeping of confidential materials. Use of automated filing system;
  • Covers for the portfolio of colleagues in the unit during absences;
  • Prepares inputs for financial and procurement transactions for regional projects;
  • Drafts routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
  • Administrates travel, special events, advocacy events, meetings, appointments and briefings, including drafting of background notes, if required.

Supports Knowledge management to the SPTF focusing on achievement of the following results:

  • Compiles and systematizes information on the events organized by different units under programs and projects financed by the SPTF;
  • Liaises with partners and clusters to gather and systematize publications and communicational products made in the framework of SPTF projects and programs;
  • Facilitates knowledge building and management within the SPTF, collecting information from regional practice areas and/or COs on initiatives and projects supported by the SPTF;
  • Gathers information on best practices, lessons learned and publications made through national projects and regional initiatives supported by the SPTF, updating the information both in the website and in the electronic filing system.


Corporate Competencies:
  •  Demonstrates commitment to UNDP’s mission, vision and values.
  •  Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
 Functional Competencies:

 Knowledge Management and Learning

  • Shares knowledge and experience.
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

 Development and Operational Effectiveness

  • Understands the main organizational policies, processes and methods of work regarding to the position.
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning.
  • Demonstrates good knowledge of information technology and applies it in work assignments.
  • Demonstrates a good knowledge and interest in democratic governance and governance issues.
  • Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.

 Leadership and Self-Management

  • Focuses on result for the client and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control and good humored even under pressure.
  • Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience


  • Secondary Education, preferably with specialized administrative, accounting or finance training. University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.


  • 6 years of progressively responsible administrative or programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
  • At least 3 years of professional experience with the UN system and experience with Trust Funds will be considered an asset.
  • Previous work experience with LAC at regional level; wide experience in publishing and editing, as well as experience in organizing international meetings/workshops/seminars including the procurement of technical advice and the logistics and travels is required.

Language Requirements:

  • Fluency in English and Spanish required. Knowledge of any UN language is an advantage.

Individual consultants will be evaluated based on the cumulative analysis methodology.
When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:
a)Responsive/compliant/acceptable, and
b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Technical Criteria weight: 70%, Financial Criteria weight: 30%
Only candidates obtaining a minimum of 70 points in the technical evaluation will be considered for the financial evaluation.


  • Broad knowledge and familiarity with administrative work in Trust Funds including the procurement of technical advice and the logistics and travels - (30 points);
  • Experience in working in publishing and editing, as well as experience in organizing international meetings/workshops/seminars - (30 points);
  • Strong writing, research and analytical skills - (20 points);
  • Knowledge of UN and UNDP policies and procedures - (20 points).

Other Information:
DOCUMENTS TO BE INCLUDED IN THE APPLICATION (only 1 file can be uploaded):
All interested applicants should submit the following requirements. The following 4 documents should be merged in a standalone file including all them, since the online application submission does only permit to upload one file per application. Incomplete submission can be a ground for disqualification.

  • Brief expression of interest: a brief narrative on why you think you are qualified to undertake the consultancy.
  • A current and complete C.V. in English with indication of 3 references as well as the permanent e-mail and phone contact.
  • Duly completed UNDP Personal History Form (P11) that can be downloaded from
  • Financial proposal specifying the daily fee, which should include all related expenses including related benefits and insurance. Incomplete applications or applications received after the closing date will not be given consideration.

Please note that only applicants who are shorted-listed will be contacted.
The SPTF will cross check previous work experience and expertise.

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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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