UNDP Jobs - 56090- Administrative Support Consultant

Administrative Support Consultant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

01-Jul-2015

Application Deadline :

15-May-15 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

Up to Three Years

Languages Required :

English

Expected Duration of Assignment :

Up to Three Years

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

Office of Human Resources is part of the Bureau of Management of the United Nations Development Programme conducts a number of trainings, workshops, and recruitment of staff and therefore require a standby consultants to be hired once the need occur to support OHR units to organize the of face to face and online trainings and certification programs on an annual basis. In light of those events, Office for Human Resources is looking for a pool of qualified individuals on a long term basis to provide their services in the field of administrative and logistical support an on-call basis and limited in duration of the related project.

Administrative Support Consultants under the guidance and supervision of the unit’s Project Manager will provide support to the hiring unit, performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Support Consultant promotes a client, quality and results-oriented approach. The job requires the ability to meet deadlines and maintain high-quality of output working under pressure. The highest standards of integrity, discretion and loyalty are essential. The ability to use good judgment and experience working in a multi-cultural setting are critical. The work will involve the setting up logistical support for various events, managing admin functions and facilitating operational functions within the team.

The Administrative Support Consultant will work in close collaboration with OHR units personnel and Operations staff to exchange information and ensure consistent service delivery.

The functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Support Consultants.

OHR shall enter into a non-exclusive long term agreement (LTA) with the selected consultant(s) and shall provide specific deliverables and time frames for each task, as and when required.

Prospective individuals are requested to take note of the following:

Long Term Agreement is a mutual arrangement between UNDP and an individual to provide the required services at prescribed prices or provisions over a period up to three years, with potential extension of one year. UNDP reserves the right to rescind the agreement during that period should performance of the consultant not meet its requirements.

Under a Long Term Agreement, UNDP does not warrant that any quantity of services shall be purchased during the term of this agreement. Where a request for services arises, UNDP shall directly contract the consultant based on its need to carry out those activities. A specific Terms of Reference (TOR) outlining the outputs for each assignment shall be provided and an Individual Contract would be issued to the consultant, detailing the time frame.
The consultant will get compensated from working on call basis (call-off mechanism). A Purchase Order or a Contract will be issued authorizing to commence of the work.

Duties and Responsibilities

Under the supervision of the Project Manager, and UNDP Bureau of Management/OHR, the consultant will be required to deliver the following key functions:

Support implementation of operational strategies;
Support implementation of HR Services;
Provision of administrative and logistical support;
Support to office maintenance and assets management;
Support to knowledge building and knowledge sharing.

Administrative:

Preparation of requisition, receipt, visas, logistics and travel requests;
Support and maintain OHR units, including scheduling and confirming meetings, reserving meeting locations and ordering catering services, coordinating technical set-up, organizing necessary materials;
Handle internal and external correspondence on behalf of OHR units, including responding to incoming calls and requests from the general public and directing them to the appropriate staff;
Distribute incoming faxes, letters and other correspondence to proper department/unit/staff;
Assist in maintaining and updating working files and databases;
Support and maintains files and e-archive and records relevant to the units;
Support the process of ordering of office supplies and other small procurement as and when needed;
Organization of correspondences, preparation of documents for UNDP correspondences (received/sent);
Provision of support to maintenance of common premises and common services.

Any other admin functions requested by the hiring unit to serve the admin requirements for specific purpose.

Event Planning and management:

Provide administrative support for group meetings, conferences, and other events, including handling venue reservation, tracking attendee responses, coordinating travel and logistics, booking accommodations and catering, and processing vendor payments;
Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions;
Work with Ops team and other OHR unit colleagues to deliver seamless event planning support;
Assist in coordinating team trainings and retreats.

Competencies

Motivated by a willingness to respond rapidly and effectively to the needs;
Strong analytical, judgmental skills;
Use initiative to deliver required outputs and planned results;
Excellent communication;
Independent assessment and integrity;
Strong interpersonal skills that reflect courtesy, diplomacy, and a collaborative approach to develop and maintain effective relationships both internal and external contacts;
Excellent listening and communication skills, with sensitivity to cultural communication differences in a multinational setting;
Attention to details and excellent organizational and time management skills;
Ability to work well under pressure and flexibility in handling a wide arrange of tasks and unexpected work assignments as and when necessary with the ability to prioritize responsibilities;
Service minded;
Display excellent interpersonal skills;
Building and sharing knowledge;
Provide guidance and support to others;
Make valuable practice contributions to the BOM Offices.

Required Skills and Experience

Academic Qualifications:

Education: High School Certificate.

Professional Experience:

Experience: 1 year of experience minimum in administration/programme or logistical support service;
Experience in the usage of computers, Microsoft Office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems;
Previous experience in UN system is preferred but not required.

Language Requirements:

Language: proficient in English;
knowledge of other UN language is preferred but not required.

Work Environment and Physical Demands:

Essential functions are typically performed in an office setting with a low level of noise. Given the nature of the work, able to lift heavy weights up to 20 pounds (9 kilograms);
The vacancy announcement is open only for US based applicants. Please note that UNDP is not responsible for visa applications or travel expenses;
Qualified female candidates are highly encouraged to apply.

Documents to Include When Submitting Proposals:

Interested individuals must submit the following as proposals in order to demonstrate their qualifications:

UNDP Personal History form P11. A personal CV is welcome in addition.

Note:

The P11 form can be downloaded at the following web address: http://sas.undp.org/documents/p11_personal_history_form.doc or in the attachment to this procurement notice.

Step I: Evaluation Criteria

Up to five candidates will be evaluated based on the following methodology:

Screening:

Applications will be screened and only candidates meeting the following minimum criteria will progress to the pool for shortlisting:

Education: High School Degree;
Experience: 1 year of experience minimum in administration/programme or logistical support service. Experience in the usage of computers, Microsoft Office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems. Previous experience in UN system is preferred but not required;
Language: Complete fluency in English (Written and Oral).

Step II: Shortlisting by Desk Review

UNDP will conduct a desk review to produce a shortlist of candidates by evaluating:

Competences and qualifications based on the UNDP P11 form submitted by each candidate;
Candidates will be assessed and scored against the following evaluation criteria, where Technical proposal will weigh 70% out of total 100 points and Financial is 30%. Only those who pass the 70% threshold will move to the financial section of the evaluation process.

Criteria for Evaluation of Candidates (Passing Threshold 70 over 100)

Number of years of experience in administrative service, including but not limited to secretarial, logistical, organizing events service, etc. (max 30 points).

Number of years of experience in administrative service, including but not limited to secretarial, logistical, organizing events service, etc. (max 40 points).

1 -2 years (15 points);
3-5 years (25 points);
More than 5 years (40 points).

Experience working with Computers, Microsoft Office (max 20 points).

No experience/Less than 1 year (0 to 5 points).

1-2 years (10 points);
3-5 years (15 points);
More than 5 years (20 points).

Demonstrated ability to cover different areas of operations (Admin, travel, logistical support) – (max 40 points)

Less than 1 year (10 points);
1-2 years (20 points);
3-5 years (30 points);
More than 5 years (40 points).

Financial Proposal Evaluation (maximum 30%).

Total maximum 100%.

Step III: Contract Award:

The top 5 candidates (who pass the technical threshold of 70%) obtaining the highest scores in the combined Technical and Financial evaluation will be considered technically qualified. Subject to the positive reference check, the candidate will be offered to enter into a Long Term Agreement with UNDP.

Payment Modalities:

Payment to the individual contractor will be made based on the deliverables and upon certification of satisfactory completion by the manager;
Payments will be made to the individual contractor based on the number of days worked and deliverables accepted.