Background

The goal of the programme management support team is to provide effective operational support and financial management of the Crisis Response Unit (CRU) through timely and strategic information and advice on status, allocation and management of the resources available to CRU.  The team is responsible for ensuring adherence to all relevant administrative and operational policies and procedures, such as those related to security, finance, human resources, procurement, travel, information technology, etc.

Under the overall guidance of the Deputy Director of CRU and the direct supervision of the Programme Support Management Specialist, the Finance & Operations consultant will provide   overall administration and execution of varied and inter-related financial, operational and logistical activities at CRU ensuring high quality and accuracy of work.

Duties and Responsibilities

Scope of Work

The Consultant will be providing following supports to programme management team in particular and CRU in general as follows:

  1. Support to overall financial related matters including management and oversight;
  2. Provision of operational and procurement support;
  3. Support in all administrative and logistical related issues such as travel processing, verification of F10 claims, online filing at CRU share point, and DMS center, etc.

Expected Ongoing Deliverables

  1. Support to the accounts data clean up and reconciliation of all CRU project expenses including closure of completed purchase orders (POs);
  2. Assist in reviewing supporting documents of all transactions, verify reconciliation of a variety of data and expenses reports and identify errors and take corrective actions when necessary;
  3. Proper control of the supporting documents for payments and preparation of all types of vouchers; Non-PO and PO vouchers;
  4. Support CRU related procurement activities including provision of logistical assistance;
  5. Support the unit in asset management related issues;
  6. Assist in validation of e-requisitions, POs and vouchers created under CRU COAs are correct and ensure all supporting documents are attached to them;
  7. Support in validation of travel claims, other F10 claims of ICs, SURGE detailed assignment payment, etc. along with all supporting voucher payment documents;
  8. Uploading of all POs and certificate of payments (COPs) forms to CRU Share point system;
  9. Provide support in the implementation process for the issuance of G-4 visa and ground pass through appropriate communications with visa andcertification units under BMS.
  10. Maintenance of proper filing system for finance and procurement records and documents;
  11. Support in Liaising with OHR on posting of vacancy announcements.
  12. Support to CRU in the absent of Prog/Admin Associate.

Duration of the Work

The expected duration of work is about 6.5 months in the period of 22 June to 31 December 2017 and with possible extension.

Duty Station

The consultancy is in New York, CRU Offices.

Competencies

Corporate Competencies

  • Demonstrates integrity by modeling the UN’s values and ethical standards
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Highest standards of integrity, discretion and loyalty

Required Skills and Experience

Required education

  • Secondary Education with specialized certification in Accounting and/or Finance. University Degree in Finance, Business or Public Administration desirable, but it is not a requirement.

Required substantial experience

  • Minimum 6 years of progressive experience in finance/accounting/operations;
  • Knowledge and experience in ERP system is required;
  • Auditing and/or strong understanding of internal control as applied to financial activities;
  • Familiarity with administrative and procurement functions.

Language requirements:

  • Excellent written, oral communication skills in English;

Application Procedure

The application package containing the following (to be uploaded as one file):

  • Online application with brief description of why the Offeror considers her/himself the most suitable for the assignment; and
  • Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references.

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

  • The financial proposal shall specify a lump sum daily fee. Payments are based upon delivery of the services specified in the TOR, and deliverables accepted and certified by the technical manager.
  • The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; air travel and living allowances in NY; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
  • In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP will not accept travel costs exceeding those of an economy class ticket. Should the Consultant wish to travel on a higher class he/she should do so using their own resources.
  • If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  • Being responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points):

  • Level and Relevance of education to the position; (10 points)
  • Number of years (more than 6) of progressively responsible experience in Operations, Accounting and/or Finance; (15 points)
  • Proven knowledge of IPSAS and ERP system; (15 points)
  • Familiarity with administrative and procurement functions (20 points).

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. (10 points)

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

The following formula will be used to evaluate financial proposal:

  • 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

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The Consultant will report to the Programme Management Specialist in CRU.

Payment modality

Payments are based upon delivery of the services specified above and deliverables accepted and upon certification of satisfactory completion by the manager;

The work week will be based on 35 hours, i.e. on an 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents):