Background

UNCDF is the UN’s capital investment agency for the world’s least developed countries. It creates new opportunities for poor people and their communities by increasing access to microfinance and investment capital.  UNCDF focuses on Africa and the poorest countries of Asia and the Pacific, with a special commitment to countries emerging from conflict or crisis.  It provides seed capital – grants and loans – and technical support to help microfinance institutions reach more poor households and small businesses, and local governments finance the capital investments – water systems, feeder roads, schools, irrigation schemes – that will improve poor peoples’ lives. Its programmes are designed to catalyze larger investment flows from the private sector, development partners and national governments, for significant impact on the Sustainable Development Goals (SDGs): UNCDF's primary contributions are to SDG 1, with a focus on reaching the last mile and addressing exclusion and inequalities of access, and SDG 17, with a focus on unlocking public and private finance for the poor at the local level.

Duties and Responsibilities

Working under the direct supervision of the MSU Operations Specialist, under overall guidance of the Procurement Associate, the consultant will provide administrative services ensuring high quality, accuracy and consistency of work for the MSU.

The consultant may be expected to provide services to other UNCDF units.  This engagement will be on a recurrent part-time/on-call basis, averaging 3 days per week with some flexibility around busy periods and urgent needs. A willingness to monitor emails and calls when not in the office is key.  The precise working arrangement will be negotiated.  The initial contract period will be for 12 months, renewable based on satisfactory performance.

Provides effective administrative, office management and logistical support

  • Support MSU in premises management;
  • Provides logistical support to organization of conferences, workshops and retreats;
  • Arrange travel reservations, authorization andTravel Claims and security clearances
  • Provide support to matters related to issuance of visas, UNLP, ground pass;
  • Supports inventory of assets including keeping records of supplies and participation in periodic office physical inventory and asset verification exercises as needed;
  • Receipt of shipments, preparation of documents for shipments (received/sent);
  • Facilitation of logistical arrangement for delivery and arrival of goods;
  • Maintain and update filing, inventory, mailing, and database systems;
  • Follow up on all document pick-ups and drop-offs.
  • Support staff movement;
  • Perform other work-related tasks assigned by the supervisors.

Procurement and Contracting

  • Provision of inputs to preparation of procurement plans for the office and inserting them in UNCDF Intranet;
  • Procurement of travel services, workshop arrangements, goods and services;
  • Develop micro canvas purchase forms and request for quotes (RFQs) for local vendors and local consultants, obtaining quotes, evaluating and propose vendors for selection. Verify quality and receipt of goods;
  • Create Requisitions and Receipts;
  • Maintain database of contract for monitoring of the ongoing contracts status

Provision of Monitoring and Progress Controls and Payment Terms

A schedule of days worked, and outputs produced will be monitored by the Procurement Associate.

There will be regular discussions between the Consultant and the Operations Specialist.

Payments will be made against key deliverables and authorized by a member of the MSU team.

Competencies

  • Demonstrates a high degree of initiative and independence in delivering required outputs within tight timeframes, exercising problem solving skills while at the same time demonstrating flexibility and the ability to get the job done effectively.
  • Demonstrates the ability to work in a multi-cultural and multi-ethnic environment.
  • 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
  • Managing conflict
  • Ability to perform a variety of repetitive and routine tasks and duties related to general administration support
  • Ability to review data, identify and adjust discrepancies
  • Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
  • Ability to organize and complete multiple tasks by establishing priorities

Required Skills and Experience

Education:   

  • Secondary Education. University Degree in Business or Public Administration, Economics, Political, Social Sciences or related discipline would be desirable, but it is not a requirement.

Experience:

  • Minimum 3 years of progressively responsible administrative, financial and organizational management experience is required.
  • 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.
  • Proven experience using the PeopleSoft / Atlas Enterprise Resource System in financial management is a distinct advantage.
  • Work experience with UN organizations; experience in logistical support functions is desirable,

Language:

Fluency in oral and written English.

Application process

Interested individuals must submit the documents mentioned below as proposals in order to demonstrate their qualifications (Note: the system does not allow multiple uploads of documents. Applicants must make sure to upload all documents in one PDF file).

All applications must contain the following information:

Please make sure you have provided all requested materials.
 

Selection Process

Step I: Screening: Applications will be screened and only applicants meeting the minimum criteria will progress to the pool for shortlisting.

Step II: Technical Evaluation:

Shortlisting: UNCDF will produce a shortlist of candidates and technically evaluate candidates as per experience requirements in the Terms of Reference.

Step III: Financial Evaluation: Only candidates with scores above 70% of the technical evaluation will be considered.

The following formula will be used to evaluate financial proposal: lowest priced proposal/price of the proposal being evaluated x 30%.

Award Criteria

The contact shall be awarded to the applicant whose offer have been evaluated and determined as:
Responsive/compliant/acceptable; and Having received the highest combined weight (technical scores) 70% + financial 30%= 100%.