UNDP Jobs - 57188- Administrative Assistance

Administrative Assistance

Location :

Istanbul, TURKEY

Type of Contract :

Individual Contract

Starting Date :

01-Sep-2015

Application Deadline :

30-Jun-15 (Midnight New York, USA)

Post Level :

International Consultant

Duration of Initial Contract :

220 working days

Languages Required :

English

Expected Duration of Assignment :

Until 30 Setpember 2016

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

UNDP is the UN's global development network advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices (COs) in development of country-level initiatives and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise.

As a founding co-sponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), and guided by the health-related MDGs, responding to HIV is one of the organizations’ priorities. Under the UNAIDS division of labour, UNDP is responsible for leading the UNAIDS response in removing punitive laws, policies, practices, stigma and discrimination that block effective responses to AIDS and co-leading on empowering men who have sex with men (MSM), sex workers and transgender people to protect themselves from HIV infection and to fully access antiretroviral therapy, and meeting the HIV needs of women and girls and stopping sexual and gender based violence (GBV).

In parallel, UNDP works on addressing one of the worst epidemics of tuberculosis, particularly multi-drug resistant TB (MDR-TB) and supporting countries with achieving malaria elimination in the region by 2015 (a realistic and attainable goal set by WHO Europe (1)); primarily through implementation and capacity building support to Global Fund grants.

Working under the leadership and in close collaboration with WHO (as per UN division of duties on NCDs), UNDP tackles key developmental challenges associated with non-communicable diseases (NCDs), which rank number one among all health challenges in the region (2). Addressing the social, economic and environmental determinants (SEEDs) of health and inequities in risk exposure and protection in the context of communicable or non-communicable diseases, as a key component of UNDP’s work, is crucial in reducing the negative modifiers of SEEDs in Eastern Europe and Central Asia.

UNDP also strives to limit the negative impact of the health sector (accounting for 7.5 percent of Gross Domestic Product (GDP) and 4.2 per cent of greenhouse gas emissions in Europe and Central Asia) on the environment especially in the context of large scale health programmes.

UNDP’s work on tackling key health-related developmental issues is achieved through the provision of strategic policy advice to countries and UNDP Country Offices, the implementation of flagship regional projects and the timely codification and dissemination of the lessons learnt from health and HIV programming. Implementation is conducted through a network of UNDP staff at the global, regional and Country Office levels forming a community of practice and key partnerships with government representatives, civil society organizations and other international organizations (including UN agencies) working in the field of health, HIV and development.

In order to ensure the effective implementation of regional project activities in the area of HIV, Health and Development the regional team (HHD Team) in EECA and seeks the services of a consultant to provide project assistance.

The consultancy will focus primarily on providing support to HHD regional project activities in Eastern Europe and Central Asia implemented by the Istanbul Regional Hub with some level of effort to support HHD regional project activities in the Arab States (through the Regional Hub in Amman, Jordan).

(1) - The Tashkent Declaration – “The Move From Malaria Control To Elimination” in the WHO European Region;
(2) - UNDP conducts this work under the framework of mandate based on the UN High Level Declaration on NCDs in 2011, the Rio+20 “The Future We Want” and Post-2015 and SDG country, regional and thematic consultations.

Duties and Responsibilities

Under the supervision of the Regional HIV, Health and Development Programme Specialist, the Consultant shall provide ongoing support in the following areas:

Administrative, operational and reporting support:

Supporting the organization of conferences, workshops, retreats and other events (venue selection, accommodation etc.);
Assisting with overall travel arrangements for activities related to HHD project activities;
Supporting maintenance of files/hardcopy and electronic filing of all supporting documentation, project documents and other related to the HHD portfolio;
Assisting proper control of the supporting documents for payments and financial reports for HHD projects;
Supporting with compiling donor and other financial reports, monitoring the use of cost sharing funds and other resources linked to projects;
Assisting with updating project report achievements and results on regular basis;
Preparing routine correspondence, memoranda and reports in accordance with UNDP Standard Operating Procedures (SOPs);
Drafting standard correspondence for project implementation;
Assisting in ad-hoc project administrative and operational issues and provides information within UNDP;
Providing administrative support to the staff of the team as required.

Financial management support to HHD team:

Assisting with preparation of non-PO vouchers, creation of requisitions in Atlas for HHD projects;
Assisting with determining unutilized funds and donor balances, and supporting the closure of projects;
Assisting with the communication/liaising with project implementation agencies to ensure that Project Delivery Reports (PDRs) are correct;
Supports the generation of financial transaction detail reports and checking for correctness and uploading to relevant reporting platforms;
Supporting maintenance of the internal expenditures control system including timely corrective actions.

Human resources and procurement support to HHD team:

Communicating and coordinating with the Management Support Unit (MSU) to ensure the timely hiring of consultants and companies (for the implementation of project activities);
Liaising with consultants and companies to ensure the timely submission of supporting documentation for implementation of tasks (travel requests, F10s, vendor forms, P11s, invoices etc.).

In the process of implementation of her/his tasks, the Consultant is expected to liaise and work in close collaboration with all members of the HHD team. Payments will be made to the consultant based on Certificaton of Payment forms certified by the immediate supervisor. Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.

Competencies

Corporate Competencies

Commitment to the principles set forth in the UN High Level Declarations on the prevention and control of non-communicable diseases and HIV and AIDS;
Demonstrates ethical standards and integrity;
Demonstrates sound judgment;
Facilitating and encouraging open communication in the team, communicating effectively;
Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff;
Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.

Functional competencies:

Excellent organizational skills, ability to work independently and in a team, strict adherence to completing assigned tasks in a timely manner;
Quality-oriented professional, constructive approach to obstacles and delays in planned performance;
Excellent communication skills, oral and written.

Required Skills and Experience

Education:

Completion of secondary education;
Bachelor’s/undergraduate degree in Business or Public Administration, Economics, Political Sciences and Social Sciences would be desirable, but it is not a requirement.

Experience:

Minimum 4 years of relevant administrative or project experience is required at the national or international level.
Good knowledge of an ERP System (such as Atlas), UNDP Procurement, Human Resources, Finance and Accounting structures will be considered an advantage;
Experience with international organizations including the UNDP is an asset;
Experience with administrative and financial processes and support;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language skills:

Fluency and ability to communicate in English and Turkish;
Knowledge of Russian is a strong asset.

Evaluation of Applicants

Individual consultants will be evaluated based on a cumulative analysis taking into consideration the combination of the applicants’ qualifications and a financial proposal of lump sum, in US$, which includes all consultant’s costs except missions – no travel is envisaged.

The award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

Responsive/compliant/acceptable;
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 in each of the steps of the process will be considered for the Financial Evaluation.

Technical Criteria - 70% of total evaluation - max. 42 points:

Academic background (education, courses, additional qualifications) - max.5 points;
4 years of relevant administrative or project experience is required at the national or international level - max. 15 points;
Good knowledge of an ERP System (such as Atlas), UNDP Procurement, Human Resources, Finance and Accounting structures will be considered a strong advantage - max. 5 points;
Experience with international organizations including UNDP - max. 2.5 points;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems - max. 5 points;
Communication skills and languages - max. 4.5 points;
Interview (Competency skills) - max. 2.5 points;
Interview (Organizational skills) - max. 2.5 points.
Financial Criteria - 30% of total evaluation - max. 18 points.

Application procedures

Qualified women and members of minorities are encouraged to apply. 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. Please note that the system takes only one attachment. Scan all documents into a single PDF file to attach;
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); please upload the P11 instead of your CV;
Financial Proposal* - The financial proposal shall include a breakdown of this lump sum amount (number of anticipated working days and any other costs). 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. consultancy fee, health insurance, and any other relevant expenses related to the performance of services.). No travel is envisaged for the fulfilment of this contract.

Incomplete applications will not be considered. Please make sure you have provided all requested materials. 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.

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