Background

The UNDP Partnership for the Future (PFF) office, aims at contributing to the peace building process in Cyprus through different levels of intervention ranging from Urban Infrastructure & Rehabilitation, Cultural Heritage as well as support to the Committee on Missing Persons’ in Cyprus.

Under the overall guidance of the Programme Manager and supervision of the Operations Manager, the Office Assistant will support operations of the UNDP–PFF in close cooperation with the staff.

Duties and Responsibilities

Ensures effective and efficient provision of support to office of the UNDP-PFF focusing on achieving the following results:

Reception/front-desk service and telephone communication services:

  • Management of front-desk/reception and answering phone calls;
  • Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information related to UN/UNDP;
  • Operation of the telephone switchboard in accordance with appropriate protocol;
  • Maintenance of recording information in the system, solution of minor technical problems, and reporting to service providers for regular maintenance and repair.

Office Support and Maintenance:

  • Office opening with appropriate protocol;
  • Document in and out registry;
  • Support in performing duties such as photocopying, messenger services, logging and dispatching correspondence;
  • Filing and archiving of documents (both hard-copy and electronic);
  • Prepares/drafts routine/basic correspondence, faxes, memos and reports;
  • Maintaining records/lists and monitoring due dates;
  • Maintaining calendars;
  • Constant monitoring & maintenance of the office environment and keeping the office in order;
  • Co-ordinates arrangements for repairs of office furniture and equipment;
  • Procurement and distribution of office supplies and materials;
  • Purchase of air-tickets;
  • Interact with vendors to exchange information on office issues (incl. invoices, vendor profile forms, VAT exemptions, etc.);
  • Ensures computerized equipment and office space is ready on arrival of consultants/visitors;
  • Ensures a continuous stock of the basic stationery and office supplies;
  • Participation to physical verification of assets and inventory items;
  • General User in the PeopleSoft ERP (Atlas) for Vendor Details access, e-requisition preparation and receipt recording;
  • Alternate to the driver/messenger during his/her absence.

Performs any other tasks and duties the institution may reasonably request in relation to its mandate.

Working Schedule:

  • Monday to Friday from 8:30 till 13:00.

 

Competencies

Corporate Competencies:

  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; and
  • Demonstrates commitment to UNDP’s mission, vision and values.

Functional Competencies:

Development and Operational Effectiveness

  • Demonstrates openness to change and ability to manage complexities.

Self-Management

  • Focuses on result for the client;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills; and
  • Responds positively to critical feedback and differing points of view.

Client Orientation

  • Maintains effective client relationships;
  • Reports to internal and external clients in a timely and appropriate fashion;
  • Organizes and prioritizes work schedule to meet client needs and deadlines; and
  • Responds to client needs promptly.

Use of Management Systems

  • Uses information/databases/other management systems.

Promoting Organizational Change and Development

  • Demonstrates ability to identify problems and proposes solutions.

Promoting Accountability and Results-Based Management

  • Gathering and disseminating information.

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity;
  • Demonstrate corporate knowledge and sound judgment;
  • Self-development, initiative-taking;
  • Acting as a team player and facilitating team work;
  • Facilitating and encouraging open communication in the team, communicating effectively;
  • Creating synergies through self-control;
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member; and
  • Informed and transparent decision making.

Required Skills and Experience

Education:     

  • Completion of secondary education.

Experience:     

  • Minimum one year relevant experience.

Technical Skills:

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Experience in usage of web-based management systems will be considered as an asset;
  • Valid driving license.

Language Requirements:

  • Fluency in written and spoken English and Greek;
  • Knowledge of Turkish will be considered as a strong asset.

Other requirements:

  • Nationals or others legally authorized to work in Cyprus.

 

Application:
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

  • Motivation/Cover Letter: Explaining why they are the most suitable for the work. 
  • Personal History (P11): Applicants are required to fill and sign a P11 Form and submit it together with the online application. The UNDP P11 Form can be downloaded from: http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc
  • References: Contact details of 3 references. 
  • Financial Proposal: Applicants requested to submit financial proposal. Financial proposal will specify the daily fee in EUR per working day (from 8:30 till 13:00) and shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.

 

Evaluation / Selection Process:
All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below. 

Technical Criteria (CV review and interviews) – 70 % of total evaluation– max. 70 points:

CV review: 30 points 

  • Relevant educational qualifications (15 points) 
  • Relevant experience (15 points) 

Only candidates who obtained at least 70% of points from the CV desk review (who will score at least 21 points) will be invited for an interview

Written Examination: 20 points

  • Usage of office software packages (Word and Excel).

Interview: 20 points 

  • Oral and written communication skills (5 points)
  • Acting as a team player and facilitating team work (5 points)
  • Demonstrates openness to change and ability to manage complexities (5 points)
  • Language skills (5 points)

Only those individual consultants who obtained at least 70% of points from the interview (28 out of 40) will be considered for financial proposal evaluation.

Financial Criteria – 30 % of total evaluation – max. 30 points.

  • Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].


UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.


Payment Term: 
Monthly lump-sum payable upon submission of the monthly time-sheet, the monthly report and approval of the UNDP.