UNDP Jobs - 73927- Administrative Consultant

Administrative Consultant

Location :

New York

Type of Contract :

Individual Contract

Starting Date :

02-Oct-2017

Application Deadline :

20-Aug-17 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

12 Months

Languages Required :

English

Expected Duration of Assignment :

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

Under the guidance and direct supervision of the Chief of Directorate, and as part of the BMS Directorate Assistant’s Team, the Assistant provides effective and efficient support to the Chief of Directorate through management of information and documentation flow, organization of/preparation of meetings and follow-up on actions required and deadlines/commitments made, maintenance of protocol procedures, supporting communications between BMS Units on relevant issues, among others.

The Assistant works in close collaboration with the Executive Assistant of the Assistant Administrator and BMS Director and other members of the Directorate Team, as well as in close cooperation with the offices of the BMS Units Directors and other HQs and regional offices to ensure efficient flow of information, actions on instructions, agendas, etc. The Assistant ensures full confidentiality in all aspects of the assignment.

Duties and Responsibilities

Effective and efficient support to the Chief of Directorate
Effective communications and administrative support to the Directorate, as part of the Directorate Assistants team
Ensures effective and efficient support to the Chief of Directorate, BMS focusing on the achievement of the following results:
Efficient and discreet management of the Chief of Directorate schedule, administration of meetings, appointments, briefings and official travels.
Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken;
Coordination of/preparation of relevant documentation/background notes for meetings organized by BMS as well as by other Offices/Units;
Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Chief of Directorate.
Screening of incoming communications, filter outgoing correspondence for Chief of Directorate signature, clearance and further action by other staff; wherever needed. Adherence to appropriate protocol and correspondence guidelines when communicating with partners.
Administration of travel for Chief of Directorate and other staff in the Directorate, as required, incl. itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents, etc.
Ensures provision of effective communications and administrative support to the Directorate, as part of the Directorate Assistants Team, focusing on achievement of the following results:
Maintenance of the filing/archiving system ensuring safekeeping of confidential materials. Contribution to development and use of automated filing system
Coordination of the information flow and dissemination of corporate and interoffice communication to staff as required
Maintenance of the BMS Calendar with major events, deadlines, in cooperation with other members of the Directorate team
Facilitation of information sharing with BMS Units and relevant offices/units outside BMS
Draft routine correspondence and interoffice memos, general briefing notes, documents, reports, translations when required
Publishing of relevant documents on the BMS webpage
Administrative support to conferences, workshops, retreats organized by the Directorate and BMS
Support to organization of procurement processes in the Directorate, as required
Support to Administrative Assistant in HR function in the Directorate, if/as required

Competencies

Corporate Competencies

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

Functional Competencies

Development and Operational Effectiveness
Ability to perform a broad range of activities pertaining to the job, including data/schedule management, maintenance of protocol, information flow
Ability to handle information and documents with confidentiality
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems
Leadership and Self-Management
Shows initiative
Focuses on results for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains clams, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities

Knowledge Management and Learning

Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
Shares knowledge and experience

Required Skills and Experience

Academic Qualifications:

Secondary education required with specialized secretarial training. Having university degree is an asset, but not required

Years of Experience:

6 years of progressively responsible secretarial, administrative, operational experience is required at the national or international level, experience in handling of web-based management systems
Working experience in UN/UNDP is required

Language:

Fluency in written and spoken English is required; Working knowledge of another UN language would be an asset

Application Procedure

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

Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
Personal CV or P11, indicating all past experiences 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 should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
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; living allowances at the duty station; 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 should not accept travel costs exceeding those of an economy class ticket. Should the IC 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):

Having university degree is an asset. Weight =10%; Maximum Points: 10
6 years of progressively responsible secretarial, administrative, operational experience at the national or international level. For 6 years: 10 points. For each additional year 5 points up to a maximum 20 points in total. Weight =20%; Maximum Points: 20
Working knowledge in another UN language is an asset. Weight =20%; Maximum Points: 20
Interview. Weight = 20%; Maximum Points: 20

Financial Evaluation - Total 30% (30 points)

Having reviewed applications received, UNDP will invite the top three shortlisted candidates for interview. Please note that only shortlisted candidates will be contacted.

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 work under the guidance and direct supervision of Bureau of Management Services/Directorate and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.

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

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

Any request for clarification must be sent by email to cpu.bids@undp.org

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

Additional questions:

Can you confirm that you have 6 years of progressively responsible secretarial, administrative, operational experience at the national or international level?

Can you confirm that you have working experience in UN/UNDP?

Are you a US citizens, US Permanent Resident, or holder of a valid US G4 visa?

If yes, please indicate which of the above is applicable to you.

Are you a UN/UNDP retiree?