Background

UNDP implements the USAID Local Entrepreneurship and Economic Development Project (USAID/UNDP LEED). The overall Project's goal is to strengthen the role of the private sector in the economies of Brest and Hrodna regions and in the thriving tourism sector of the Republic of Belarus through achieving the following specific objectives:
Creating favorable environment for the ecotourism private sector development and introduction of public-private partnership mechanisms into the sustainable local development strategies;
Strengthening capacity of private ecotourism stakeholders and business support organizations;
Establishing sustainable public dialogue, conducting information and education campaigns, promoting the region as an ecotourism destination.

Duties and Responsibilities

The objective of the assignment is to provide support to project activities, especially those involving travel, to ensure the effective implementation of the project.
The incumbent will be based in Minsk. Travel and Event Assistant under the guidance of Administrative and Finance assistant and direct supervision of the Project Manager provides execution of services, associated with the project travels and events: in terms of logistic, administrative and finance deliverables. He/she promotes a client-oriented approach consistent with UNDP/USAID rules and regulations and works in close collaboration with the project staff. The travel and event facilitator reports to the Manager and works in close cooperation with Administrative and Finance assistant and Ecotourism Adviser and Grants Manager.
 
The incumbent is expected to:
Provide required support, ensuring following deliverables:
  • Not less than 15 travels and 2 events (seminars, workshops, round tables, study tours, meetings of experts, other) per month organized in a proper manner.
  • Support to the event related procurement process is provided, if and when necessary.
  • Adherence to branding policy in public documents issued by the project is secured in line with UNDP and USAID requirements.
  • English translation provided, if and when necessary, of the documents related to events and travels.
  • Office administration support provided upon request.
For detailed information, please refer to Annex 1--Terms of Reference.

Competencies

  • Outstanding organizational and administrative skills;
  • Advanced knowledge of English;
  • Ability to remain calm, in control and good humored under pressure;
  • Ability to work in time-constrained and multitasking environment;
  • Strong oral and written communication skills, including ability to draft, edit and finalize documents both in English and in Russian.

Required Skills and Experience

Senior year students are encouraged to apply

Academic Qualifications:
  • Secondary education, preferably with specialized certification in humanitarian or technical science. University diploma is an asset.
Years of experience:
  • At least 2 years of administrative and/or financial professional experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, Internet software, social networks, etc.); advanced knowledge of spreadsheet and database packages.
Proposals for tender ref.num 684/2013 should be submitted to e-mail: tenders.by@undp.by no later than 18.00 “18“ October 2013 (Minsk time) or by fax +375 17 326 03 40  or to the following address: UNDP Office, 17 Kirava Street, 6th floor, 220050 Minsk, Belarus (ref. num. 684/2013 of the tender should be indicated on the envelope).
Any request for clarification must be sent in writing, or by standard electronic communication to the e-mail maryna.barouka@undp.org will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
 
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
Proposal:
  • Letter to UNDP Confirming Interest and Availability
  • Financial proposal – please fill in Annex II (Finance Proposal)
  • Personal CV including past experience in similar projects and at least 2 references (or contact information of at least 2 people who could provide a reference upon request).
All documents required (Letter to UNDP Confirming Interest and Availability, CV or P11 and Financial Proposal) shall be presented altogether in just one (1) envelope, if submitted by courier, or in one email transmission, or as an attachment to an on-line application, without password encryption.
Incomplete applications will not be considered. Please make sure you have provided all requested materials.
 
FINANCIAL PROPOSAL
 
Contracts based on hourly fee
 
The financial proposal will specify the hourly fee, and payments are made to the Individual Consultant based on the number of hours worked.
 
EVALUATION
Individual consultants will be evaluated based on the methodology of cumulative analysis. The award of the contract should be made to the person 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. Total score=Technical Score + Financial Score Technical Criteria weight - 70%, 700 scores maximum Financial Criteria weight - 30%. 300 scores maximum
Only candidates obtaining a minimum of 490 from 700 point in the Technical part of evaluation would be considered for the Financial Evaluation. The lowest financial proposal between technically qualified receives 300 points and all the other technically qualified financial proposals receive points in inverse proportion according to the formula: P=Y*(L/Z), where P=points for the financial proposal being evaluated Y=maximum number of points for the financial proposal L= price of the lowest price proposal Z=price of the proposal being evaluated.
 
For the detailed information on the evaluation method please refer to the Annex V -  Procurement notice. 
 
ANNEXES:
ANNEX I – Terms of Reference
ANNEX III – IC contract form
ANNEX V –  Procurement notice