UNDP Jobs - 54425- Consultant for Event Organization and Administrati

Consultant for Event Organization and Administrative Support (National Junior Consultant)

Location :

Istanbul, TURKEY

Type of Contract :

Individual Contract

Starting Date :

Application Deadline :

22-Mar-15 (Midnight New York, USA)

Post Level :

International Consultant

Duration of Initial Contract :

Estimated April – end of August 2015

Languages Required :

English

Expected Duration of Assignment :

Estimated 70 working days

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 United Nations Development Programme (UNDP) has been working in Europe and the Commonwealth of Independent States (ECIS) since 1992, and serves over 30 countries and territories in Central and Eastern Europe, the Caucasus and Central Asia, connecting countries to knowledge, experience and resources to help people build better lives.

The UNDP Istanbul Regional Hub (IRH) for Europe and the CIS provides advisory support and knowledge management services to UNDP Country Offices and its partners in the ECIS region in the areas of Sustainable Development (including Poverty and Inequality; Green Economy and Employment; Extractive Industries), Governance and Peacebuilding (including HIV, Health and Development; Institutional Strengthening and Capacity Development; Anti-Corruption and E-Governance; Local Governance and Decentralization; Human Rights and Rule of Law), Gender Equality, Knowledge and Innovation, and Climate Change and Disaster Resilience. In addition, the Centre supports the programme development of these offices at the national level.

Programme Support Unit (PSU), under the Quality Assurance and Coordination Team in IRH, is providing support to programme/project teams to their implementation of the regional programme, has monitoring and evaluation functions and ensures quality and results based management. Within the Regional Hub’s programme work plans it is envisaged to conduct regional and internal events. The respective Event Organization and Administrative Support Assistant is expected to assist PSU in administrative, procurement and logistical arrangements of regional and internal events and programme/project activities. The assistant will also provide efficient support to PSU in delivering various outputs as prescribed by the direct Supervisor.

Duties and Responsibilities

Under the direct supervision of the Programme Monitoring Associate and overall guidance by the Senior Programme Coordinator and in close cooperation with the Programme Assistants of the PSU, the Individual Consultant (Junior Consultant for Event Organization and Administrative Support) is expected to produce the following outputs:

Compile requests for the events (for conferences, workshops, trainings upon the request from programme/project teams) and calculate indicative budget, compare budgets for different possible actions;
Support initiation of procurement activities under the supervision of PSU; organize competitive selection of a venue and services (including accommodation, transportation, translation, design, printing, technical equipment, stationary etc.). Support preparation of procurement documents (micro-purchase, RFQ, RFP) according to the UNDP established procurement procedures, find possible bidders, collect price offers when needed, prepare evaluation reports;
Support drafting logistics note for the events, update and disseminate when requested;
Assist in route selection, booking and purchasing of tickets for invited speakers and non-UNDP staff;
Compile participant lists (including flight details, accommodation and related information) and update regularly;
Prepare lists/sheets to follow-up on event related payments (including hotels, organization firm, catering, translation, tickets, airport transfers, technical equipment, stationary, DSA etc.), upload financial information to online management systems when required;
Support to maintenance of proper filing system for PSU related documentation, upload documents to shared/online management modules and update when required;
Work in close collaboration with Administrative, Procurement, Travel and IT offices in IRH when needed;
Assist in ensuring requirements are fulfilled by service provider companies (e.g. accommodation, transportation, translation, design, printing, technical equipment, stationary etc.);
Support in registration desks during events, identify issues if any and contribute to development of solutions throughout the events;
Provide administrative and logistical support to PSU and programme/project teams during events;
Compile data, draft minutes of meetings / other documents and execute tasks related to PSU activities under the supervision of PSU;
Perform tasks related to data collection and process for inputs to various lists, reports and presentations when requested;
Support PSU in recruitment and procurement processes upon request, soliciting the required data, compiling required documentation etc.

There is no travel outside of Istanbul envisaged during provision of outputs.

Duration of the assignment

The overall estimated duration of the consultancy is 5 months upon contract signature. Estimated total number of days to be invested by the consultant is up to 70 working days until the end of the assignment (Estimated days to be invested by the consultant is 50 days during April, May and June and 20 days during July and August).

Deliverables and Payments

The IC will be responsible for producing outputs as requested by the direct supervisor delivered on agreed timeline.

The IC is expected to deliver monthly progress reports with time sheets indicating the fulfilment/progress of requested tasks/activities and time spent under the contract. Payments will be made on monthly basis, only upon confirmation of the supervisor on deliveries in a satisfactory manner.

Competencies

Functional Competencies:

Strong interpersonal and organizational skills and the ability to multi-task;
Ability to plan and organize his/her work, efficient in meeting commitments, observing deadlines and achieving results;
Openness to change and ability to receive/integrate feedback;
Strong coordination, reporting and writing abilities; and
Ability to analyse, plan, communicate effectively orally and in writing.

Required Skills and Experience

Education:

University (Bachelors) degree in administration, management, tourism, social sciences or other relevant areas is required

Experience:

At least 1 year professional administrative experience is required;
Relevant local experience is required;
Experience in event organization and management is strongly preferable (Criteria A);
Knowledge of using Microsoft Excel spreadsheets and databases is preferable (Criteria B);
Experience in administrative support in project/programme management is preferable (Criteria C);
Experience in UNDP and international organizations is preferable (Criteria D).

Languages:

Excellent communication skills in Turkish and English (both written and spoken) is required.

Evaluation of Applicants

Individual consultants will be evaluated based on a cumulative analysis taking into consideration the combination of the applicants’ qualifications and financial proposal.
The award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:
Responsive/compliant/acceptable, and
Having received the highest score out of a pre-determined set of weighted technical (P11 desk reviews and interviews) and financial criteria specific to the solicitation.

Only those candidates who obtained at least 70% of points after the technical evaluation process (P11 desk reviews and interviews) will be considered for further financial evaluation.

Technical Criteria - 70% of total evaluation – max. 70 points

Criteria A – Desk review: Experience in event organization and management (maximum 20 points);
Criteria B – Desk review: Proficient with managing Microsoft Excel spreadsheets and databases (maximum 5 points);
Criteria C – Desk review: Experience in administrative support in project/programme management (maximum 15 points);
Criteria D – Desk review: Experience in UNDP and international organizations (maximum 10 points).

Only highest ranked candidates who would be found qualified for the consultancy based on the P11 desk review will be invited for an interview
Interviews: Client orientation, organizational and good communications skills assessed through interviews (maximum 20 points)

Financial Criteria - 30% of total evaluation (maximum 30 points)

Application Procedures:

Qualified candidates are requested to apply online via this website.

The application should contain:

Cover letter explaining why you are the most suitable candidate for the advertised position;
Please paste the letter into the “Resume and Motivation” section of the electronic application;
Filled P11 form including past experience in similar projects and contact details of referees;
(blank form can be downloaded from http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc ); and please upload your CV;
Financial Proposal;
Incomplete applications will not be considered;
Please make sure you have provided all requested materials;
Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

*Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g., fee, health insurance, vaccination and any other relevant expenses related to the performance of services...).

Please take these explanations into account during submission of price proposal:

You are asked to propose your professional daily fee rate. The daily fee will be multiplied by the number of working/days indicated in the Terms of Reference to establish the total contract amount;
The fee rate should be indicated in (Turkish Lira) TRY;
UNDP will not make any clarification beyond General Terms and Conditions for the Services of Individual Contractors on costs related to tax, social security premium, pension, visa etc. It is the applicants’ responsibility to make necessary inquiries on these matters;
The payments to be made will be calculated on the actual number of working days to be invested and reported (through monthly timesheets) by the consultant for fulfilment/delivery of corresponding activities/deliverables and upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.

General Terms and conditions as well as other related documents can be found under: http://on.undp.org/t7fJs

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org

Qualified women and members of minorities are encouraged to apply. Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.