Background

Candidates who previously applied need not re-apply.

In July 2011 the UN Secretary-General presented his annual report on accelerating progress towards the Millennium Development Goals (MDGs) to the UN General Assembly. In his report, the Secretary-General called for the post-2015 development agenda to be developed through “an inclusive, open and transparent process with multi-stakeholder participation”. This call recognized that the shape of the new agenda, and the manner in which it is implemented, need to reflect the hopes and aspirations of the world’s people. Ownership would increase the agenda’s legitimacy and the likelihood that it would lead to real change.

Seizing on this recommendation, UNDP proposed to the United Nations Development Group (UNDG) in 2012 that we collectively launch a multi-pronged outreach programme to capture people’s views on the world they want. In time, this involved almost 100 national dialogues, 11 global thematic consultations, a vibrant web platform and the largest global survey ever held — MY World. In a subsequent phase, the UNDG also led six dialogues on implementation of the post-2015 agenda, covering topics such as capacities and institutions, localizing the agenda, and participatory monitoring and accountability.

UNDP has been pivotal in supporting the first major intergovernmental policy process informed by a comprehensive global consultation. Bringing over 7 million voices to the post-2015 debate, UNDP has helped to plug the gaps in global governance, demonstrating proof of concept for connecting people around the world to global policy developments at the UN.

Duties and Responsibilities

The consultant will support the post-2015 in all finance-and operation related matters. S/he is also expected to support the Project Managers, including with budget revisions in the system, and monitoring of the budget utilization using the different reporting tools available within the organization.

Key responsibilities and activities

Resource and Budget Management Functions:

  • Provide programme/project management support to the Post 2015 team, such as implementing budget and project award revisions, providing COA authorizations;
  • Prepare programme budgets and financial data (allocations and expenditures) in ATLAS and undertakes budget revisions.
  • Provide regular monthly updates on project expenditure status, and project resource balances, etc. Maintain the internal expenditures control system;
  • Prepare GLJE’s and supporting documentations as required for reversals/fund transfers, when attending exceptions or allocating cash resources;
  • Maintain “shadow” budget to monitor overall expenditures of the programmes;
  • Generate reports and information on routine implementation of projects and programme/project status; Review, verify and reconcile financial data and reports to ensure accuracy and conformity  with UNDP financial and administrative rules and regulations;
  • Monitor and track all donor agreements and contributions received and expected, and supports preparation of financial and donor reports; prepares DMS forms as needed, working with Finance colleagues to ensure submission to GSSC;
  • Assist in preparation of closing projects financially and operationally;
  • Support the transfer of residual balances of the various projects as well as donor refunds;
  • Assists in year-end closure activities, helping team with planning and ensuring processes are done well ahead of deadlines.

General operational and administrative support to the Post 2015 Team:

  • Provide general secretarial and administrative assistance to Post 2015 staff when requested;
  • Process official travel requests, including timely follow-up action on medical/security clearance, travel related claims (including DSA, reimbursement claims, etc.), liaises with travel agent(s) when necessary, signatures as appropriate and ensuring preparation of the necessary documents in ATLAS, collaborating  with BPPS ROM unit;
  • Monitor  all travel-related payments for the Team, liaising appropriately with BPPS ROM travel unit and BPPS staff in the field, as required.

Provide procurement support to programmes and projects of Post 2015 team focusing on the achievement of the  following results:

  • Provide support to all aspects of the programme/projects and operations, as required, through ATLAS and all aspects of the procurement planning and requisitioning in accordance with established procedures;
  • Support all procurement processes, including the recruitment of consultants and experts through preparation and posting of TORs, draft contracts and facilitating the establishment of vendor profiles in the system;
  • Liaise with the appropriate procurement colleagues in obtaining necessary clearances, as well as preparing CAP and ACP submissions as needed;
  • Prepares draft (standard) contractual documents for the procurement of equipment/services in accordance with established procedures, for the Unit;
  • Provide administrative assistance with initiation of project level procurement activities (small purchases, printing, editing and design services);
  • Ensure timely preparation and submission of requests for payment to Finance;
  • Assist project managers in managing contracts for the service providers (for publications, experts, venues), ensures effective contract management and their successful closure;
  • Helps solve budget errors expeditiously so POs/vouchers are approved timely. Creates e-requisitions and ensure their valid status (approved and budget checked);
  • Present information for audit of Unit’s projects; supports implementation of audit recommendations;
  • Keeps up to date with new releases vis-à-vis ATLAS and UNDP regulations, and exchanges information;
  • Ensure that team members follow UNDP operation guidelines and procurement procedures;
  • Maintains hard and an electronic copy filling system, ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the Bureau: organizes, updates and maintains all project/programme-related documents; scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies; and collects and disseminates information related to thematic area, including inputs for donor reports and provides information when requested from various sources.

Assist in keeping documents of the cluster up to date and in order:

  • Assist in maintaining and updating a full inventory of MOUs, consultants, service contracts;
  • and ensures monitoring of compliance with corporate approvals by CAP/ACP/CPO;
  • Create electronic folders on project documents, correspondence, reports and other materials;
  • For each of the above categories;
  • Keep the files for the related activities (procurement, travel, payments) up to date and in order.

Expected Outcomes and Key Deliverables:

  • Effective provision of support in respect to the project budget and resource management;
  • Effective and quality procurement processes undertaken by the team;
  • Effective administration support is provided to ensure smooth project implementation;
  • Logistical and operations support is provided for key events of the cluster;
  • Project files and documents are kept updated.

Competencies

Functional:

  • The ability to meet deadlines and maintain high-quality of output working under pressure;
  • The ability to use good judgment and experience working in a multi-cultural setting are critical;
  • Excellent communication / organizational skills, attention to details;
  • Ability to operate personal computers, corporate and commercial software applications and databases such as Microsoft Office, Microsoft Outlook, perfect command of Excel, Internet, ERP;
  • Familiar with corporate software applications is essential and thorough knowledge of Atlas is a must;

Organizational

  • The highest standards of integrity and discretion are essential;
  • Knowledge of UNDP/UN administrative procedures is strongly desirable.

Required Skills and Experience

Education:

  • Secondary Education, with specialized certification in Accounting and Finance;
  • University Degree in Finance, Business or Public Administration desirable, but it is not a requirement;
  • Part-qualified accountants from an internationally recognized institute of accountancy will have a distinct advantage.  

Experience:

  • 6 years of progressively responsible financial management experience is required, with knowledge of programme or project;
  • 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.
  • Knowledge of IPSAS and/or IFRS required.

Language Requirements:

  • Fluent in English;
  • Working knowledge in another UN language is an asset.

Application Procedures and Presentation of Offer:

The application is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

Step 1: Interested individual consultants shall submit their application through UNDP job shop and include:

Step 2: Submission of Financial Proposal

  • Only applicants meeting all minimum requirements and obtaining a minimum of 70% on technical evaluation will be approached for submission of financial proposals and considered for the Financial Evaluation;
  • Financial proposals must be all inclusive and must be expressed on the basis of a daily fee in USD (United States Dollar);
  • Payment will be made upon monthly submission of a certificate of payment request, indicating outputs achieved and days worked to be verified and cleared for payment by the supervisor.

Criteria for Selection of the Best Offer:

Only those candidates who meet the minimum level of education and relevant years of experience requirements will be considered for the technical evaluation.

The technical evaluation will include a desk review and may also include interviews with shortlisted candidates;

The following evaluation criteria will be used for the desk reviews/or interviews:

  • Possessing relevant education, with specialized certification in Accounting and Finance (10);
  • Experience and knowledge of programme resources and budgets management and financial data analysis (allocations and expenditures) in ERP/ATLAS context (30 points);
  • Relevant experience in providing project level general administrative support (10 points);
  • Relevant experience in processing procurement actions (20 points).

In case if interviews are also conducted, evaluation criteria will be based on the competencies and qualifications requirements in this Terms of Reference;

Only candidates obtaining a minimum of 70% on technical evaluation will be considered for the Financial Evaluation;

For the financial evaluation (30% of total obtainable scores) the following formula will be used:

p = y (µ/z),

where:

p = points for the financial proposal being evaluated;
y = maximum number of points for the financial proposal;
µ = price of the lowest priced proposal;
z = price of the proposal being evaluated.

The selection of the best offer from the shortlisted candidates will be based on a Combined Scoring method – where the technical evaluation (desk review and interview) will be weighted a maximum of 70%, and combined with the price offer which will be weighted a maximum of 30%.