UNDP Jobs - 51069- Organization Support Assistant

Organization Support Assistant

Location :

Tokyo, JAPAN

Type of Contract :

Individual Contract

Starting Date :

01-Dec-2014

Application Deadline :

23-Nov-14 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

4.5 months

Languages Required :

English

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Government of Japan (GoJ) and UNDP share a common goal of building resilient societies by integrating Disaster Risk Reduction (DRR) into development and encouraging resilient recovery processes. Both representatives of the GoJ and UNDP expressed this at the highest political level and therefore, DRR is recognized as a priority in the strategic partnership established between the GoJ and the UNDP. During the last three years, an on-going dialogue on technical and strategic aspects of this collaboration has been vigorously taking place.

In March 2015, the Third UN World Conference on Disaster Risk Reduction (WCDRR) will be held in Sendai City, Japan. It is expected the participation of worldwide high-level representatives from governments and the whole DRR practitioners community. One of the anticipated outcomes of the conference will be the adoption of a successor of Hyogo Framework for Action (HFA), informally referred to as HFA2. It has been widely acknowledged that HFA2 needs to be synchronized, aligned and inter-linked with the Sustainable Development Goals (SDGs)/post-2015 development framework. Japan has been selected as one of the countries to pilot DRR targets and indicators, and the start-up workshop was initiated by UNDP and ISDR in collaboration with the GoJ in Tokyo in June 2014.

As substantial preparatory work for UNDP’s involvement in WCDRR will take place in Japan, there is a need to temporarily strengthen capacities of the UNDP Representation Office in Tokyo (UNDP Tokyo) by hiring a consultant – Organization Support Assistant to be based in UNDP Tokyo. Under overall supervision of Deputy Director of UNDP Tokyo, Organization Support Assistant will directly report to Disaster Risk Reduction Liaison Officer at UNDP Tokyo and be responsible for providing administrative and logistic support to UNDP’s preparation and coordination efforts for the WCDRR in Japan. The Organization Support Assistant will also work in close collaboration with communication and operation units of UNDP Tokyo.

Duties and Responsibilities

Organization Support Assistant stationed at UNDP Tokyo will be in charge of supporting UNDP’s overall preparation and coordination efforts for WCDRR in Sendai, with focus on administrative and logistical support in Japan.

Specific duties and responsibilities include:

Logistics and Coordination:

Support UNDP’s preparation for WCDRR in Sendai in close coordination with the Climate Change and Disaster Risk Reduction Team, BPPS, UNDP Tokyo Office and other bureaus, including the facilitation of procurement and payments related to WCDRR in compliance with UNDP rules and regulations;
Support UNDP’s preparation for and participation in WCDRR by making logistical arrangements in a timely manner, including venues/equipment for public side events and an exhibition booth, shipment/delivery, communications, transportations, support for UNDP delegation and guest speakers for UNDP-organized public side events and other necessary arrangements.

Documentation Management:

Compile official conference materials of WCDRR and UNDP’s PR/advocacy materials.

Others:

Perform any other relevant assignments required.

Expected Outputs and Deliverables:

Successful support and preparation for UNDP’s effective participation in the WCDRR.

Competencies

Functional Competencies:

Outstanding communication and presentation skills;
Excellent interpersonal and cross-cultural communication skills;
Outstanding time-management, organizational and inter-personal skills;
Sharing knowledge and experience, communicating ideas and managing information flow;
Strong team building skills, team management;
Respond positively to feedback and differing points of view;
Planning, organizing and multi-tasking;
Analytical thinking;
Ability to prioritize and complete tasks in a very limited time span under pressure.

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Exerts strict adherence to corporate rules, regulations and procedures;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

Education:

Bachelor’s degree in social science, accounting, development studies, public administration, or other related fields.

Experience:

At least 3 years of relevant professional work experience at the national or international level, working in coordination, logistics, event planning and management, communication or related assignments;
Working experience in/with UNDP/the UN is preferred;
Familiarity with the UNDP’s rules and procedures, internal control framework, especially on procurement and communication is a strong asset;
Proven/documented experience in preparation of high-level events, conferences, workshops and meetings for the UN and/or other international, regional or bilateral development organizations is highly preferred;
Experiences working with government, NGOs or intergovernmental agencies.

Language:

Full proficiency and ability to communication effectively in Japanese languages, orally and in writing. A good command of English required.

Scope of Price Proposal:

All proposals must be expressed in an all-inclusive daily rate which shall take into account various expenses expected to be incurred by the Individual Contractor during the contract period, including fees, local transportation, communications, utilities, consumables, Life, Health and any insurance, as maybe desired by the individual contractor.

The contract price is fixed regardless of changes in the cost components. There is no official travel outside of Tokyo expected, but in case of any unexpected official trips, travel costs will be covered by UNDP according to UNDP rules and regulations.

Criteria for Selection of the Best Offer

The selection of the best offer will be based on a combined scoring method – where the qualifications and methodology will be weighted a maximum of 70%, and combined with the price offer which will be weighted a maximum of 30%. The 70% rating shall be based on how well the candidate meets the minimum qualifications/competencies described above.

Application

Please do not send your application through this website.

For the application, please go to the Procurement Notice Reference No. 18890 with the link below: http://procurement-notices.undp.org/view_notice.cfm?notice_id=18890

How to apply

Applicants must read and agree with:

General Terms and Conditions
TOR

And must submit the following documents:

Cover letter (A4, 1 page max. in Japanese);
Financial proposal (in English);
Personal CV including relevant working experience and at least 3 references with their contact details (names and e-mail addresses) (in English).