Historique

The UN Coordination Associate will be part of a small team supporting the overall functioning of the Resident Coordinator's Office (RCO). This will include supporting the coordination efforts of the UN Country Team (UNCT), assisting in bringing together the different UN agencies to improve their efficiency and effectiveness at the country level and supporting the UN to be a relevant and reliable partner, whilst ensuring visibility and dissemination of UN messages and initiatives in DPR Korea.

Under the overall supervision of the UN Resident Coordinator and direct supervision of the UN Coordination Officer, the UN Coordination Associate is to ensure overall coordination support to the efficient functioning of the Resident Coordinator’s Office (RCO), including administrative, organizational, and secretarial and communications support.

The Coordination Associate will also support the Coordination Officer's role as Humanitarian Officer, in contingency planning and mapping, emergency response and funding applications and reporting.

The UN Coordination Associate will work in close collaboration with the UN Country Team, the Operations Management Team and programme and project teams of the UN Agencies. The Coordination Associate should be a dynamic, IT literate individual to perform functions of the role with minimal supervision.

The UN Coordination Associate promotes a client-oriented approach.

Devoirs et responsabilités

Under the direct supervision of the Coordination Officer, the incumbent will:

Support the efficient functioning of the RC Office, focusing on the achievement of the following results:

• Provide secretarial support for circulation of all incoming and outgoing official communication to the RC, ensuring adherence to appropriate protocol and correspondence guidelines;
• Compilation and preparation of briefing and presentation materials and background information for visits and missions to the office;
• Coordination of itinerary and logistics for missions;
• Provide updated mailing lists and phonebook on a monthly basis, attending weekly inter-agency meetings and circulating information as required.

Support the preparation and implementation of the RC Work Plan focusing on the achievement of the following results:

• Collecting and preparation of inputs for the RC Work Plan and reports;
• Secretarial and logistical support for UNCT Meetings and annual retreat;
• Secretarial and logistical support for the OMT, supporting the OMT Chair and vice-chair;
• Assist the OMT in coordination and conduct of periodic surveys initiated by International Civil Service Commission;
• Secretarial and logistical support for SMT Meetings, supporting the UN Country Security Focal Point (CSFP);
• Provide logistical support to the UNDSS Security Advisor during his/her regular visits to DPRK;
• Review of the RC funds expenditures and reporting to the direct supervisor. Preparation of required budget revisions drafts.

Provide support to effective advocacy of UN activities, and serve as an information/communication focal point of the UN system, focusing on the achievement of the following results:

• Contribute to the updating and maintenance of the UN website in close collaboration with the UNDP IT specialist;
• Preparation and archiving of public information materials as requested;
• Support to the preparation of information & advocacy materials in consultation with UNCT members and partners including OCHA;
• Lead preparation of public events in support of UNCT activities, e.g. UN Day.

Support the work of Coordination/Humanitarian Affairs Officer based in the RC Office, focusing on achievement of the following results:

• Provide support to the theme groups as required, including during emergency response situations as outlined in the Standard Operating Procedures (SOP) as applicable in the event of disasters;
• Provide support to the Humanitarian Country Team where appropriate;
• Assist in preparation of applications and reports for humanitarian funding, in particular CERF UFE and RR appeals;
• Research information on donors and assist with the preparation of briefs on partners’ profile and national development strategies and coordinate preparations for partners meetings;
• Support coordination and liaison with relevant stakeholders and partners to produce up to date geographical mapping of humanitarian and development activity in DPRK;
• Support the preparation of Contingency Plans.

 Timeframe and working arrangements:

• Individual Contract holder is expected to perform the above tasks for period of nine months with the possibility of extension;
• Working hours of Individual Contractor are from Monday to Friday, except UN Holidays, and within office hours from 9am to 6pm with one hour lunch break;
• Individual Contractor can take days off, without remuneration, based on prior consultation with and approval by the supervisors.

Payment terms:

• The Individual Consultant will be paid on the basis of days worked;
• Payment will be made in Euro through bank transfer on monthly basis. During the first 5 days of each month, the Individual Contractor should provide a time sheet reflecting the effective number of days worked on the previous month authorized by his/her supervisor, in order to get the corresponding payment.

Documents to be included when submitting the proposals:

Applicants shall submit the following documents:

• Personal CV, including information about past experience in similar assignments and contact details for referees;
• Financial Proposal.

Financial proposal:

Daily fee and trave coss (if any) shuld be included

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel.  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.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Evaluation criteria:

• Educational background – 10 points max;
• Experience –  40 points max;
• Language Skills  – 20 points max.

Maximum available technical score - 70 points.

Evaluation method:

Cumulative analysis.

Contract award shall be made to the incumbent whose offer has been evaluated based on desk review and determined as:

•  responsive/compliant/acceptable, and;
• having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Technical Criteria weight: 70%

Financial Criteria weight: 30%

Only candidates obtaining a minimum 70% from the maximum available technical score would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.

Compétences

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;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Functional Competencies:       

Support the preparation of information for advocacy

• Identifies relevant information for advocacy for a variety of audiences;
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society in other stakeholders for UN’s advocacy efforts.

Contributing to results through provision of information

• Provides information and documentation on specific stages of projects/programme implementation;
• Provides background information to identify opportunities for project development and helps drafting proposals.

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of donor information;
• Tracks and reports on mobilized resources.

Implementing processes and uses products

• Responds positively to new approaches;

Providing information and documentation to resource mobilization

• Records information on donor contributions/funding in a timely, organized and accessible manner.

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools, and utilizes these regularly in work assignments.

Research and analysis

• Identifies relevant information for advocacy for UN’s goals for a variety of audiences;
• Maintains a network of contacts in the media and civil society, for use in UN’s advocacy efforts;
• Support the identification of opportunities for advocating for UN’s mandate.

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;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Qualifications et expériences requises

Education:

• University Degree or equivalent in Economics, International Relations, Development, Political Sciences, Management/Business Administration or related areas.

Experience:

• 4 years of progressively responsible administrative or programme experience is required at the national or international level;
• 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;
• Experience in coordination, specifically in the UN system, is required.

Language Requirements:

• Excellent communication, writing and editorial skills in English.