Historique

In the United Nations Development Programme (UNDP), the Administrative Services Division (ASD), within the Bureau of Management (BoM), in New York, is entrusted with the leasing, upkeep and maintenance of approx. 300,000 square feet of office premises.

In managing a large portfolio of property, ASD seeks the support of a Consultant to deliver reports, which shall ensure effective management of Contracts with external partners.

Devoirs et responsabilités

In particular, the following tasks would need to be pursued:

• Review and analyze agreements and arrangements with existing external partners;
• Research existing files and documents to ensure that all information is accurate and in conformance with agreements;
• Collate and archive information electronically and in hard copies (where original Contracts/Agreements need to be maintained;
• Assist with raising requisitions.  Receive and review invoices to ensure compliance with agreements.  Process receipts in Atlas, once the Project Manager confirms it;
• Prepare minutes of meetings and circulate to the relevant parties;
• Serve as first point of contract regarding problems/ issues with supplies of goods and services, providing solutions to minor problems and escalating more complex problems if needed;
• Review all documents for correct coding and fund availability;
• Review, analyze and assist in the finalization of cost estimates and budget proposals for work orders from LTA holders;
• Monitor contract expenditures against budget and contractual ceiling amounts;
• Support the Project Manager to re-bid and/or renew expiring contracts;
• Assist in the elaboration of resource requirement for the budget submission;
• Monitor budget implementation and expenditures, recommend relocation of funds within activities as necessary;
• Carry out cost projections as required and be proactive by advising the procurement staff when more funds are required for obligations;
• Monitor payments made against contracts and troubleshoot to resolve payment problems, e.g. deductions made for incomplete services rendered, non-contractual prices increases;
• Submit requests for US tax exemption and maintain a spreadsheet of all approvals;
• Generate relevant status report for audit trail;
• Reconcile records and account on monthly basis;
• Analyze, prepare, coach/supervise Assets Under Construction/Leasehold Improvement (AUC/LHI) preparation process and reporting;
• Review of the asset registers for data quality and accuracy with regards to AUCs/LHIs;
• Analyze, review and resolve unliquidated obligations;
• Prepare briefings reports for  Country Offices to be used by Director for meeting with Resident Representatives;
• Prepare ad-hoc projects.

Assignment Deliverables

• Monthly contract vendor reports;
• Quarterly Leasehold Improvements and Assets Under Constructions report;
• Issuance of commitments in accordance with current LTAs/Contracts;
• Monthly analysis of vendor spend;
• Daily processing of invoice receipts;
• Monthly monitoring of contract duration and processing of extensions;
• Monthly reconciliation of vendor accounts and UNDP records.

Compétences

Organization

• Demonstrates professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Team Player

• Displays open, co-operative behavior with other team members.

Self Management

• Ability to work under pressure;
• Demonstrates respect towards coworkers coming from diverse cultural backgrounds.

Drive to Achieve Results

• Focuses on achieving results for internal clients.

Communication

• Strong communications skills.

Qualifications et expériences requises

Education:

• University degree in Business, Accounting or relevant discipline.

Experience:

• A minimum of five (5) years of professional experience in contract management, accounting, or administrative;
• At least one (1) year’s progressive experience working with contracts that relate to Facilities/Premises;
• Strong quantitative skills, including significant experience with financial modeling in excel;
• Strong diplomatic and  interpersonal skills, and ability to build strong professional relationships;
• Ability to work independently.

Language:

• Speaks and writes in English clearly and effectively;
• Knowledge of another UN language is desirable.

Application procedure:

Interested individuals must submit the following as proposals in order to demonstrate their qualifications:  

UNDP Personal History form P11.  A personal CV is welcome in addition.

Note: The P11 form can be downloaded at the following web address: http://sas.undp.org/documents/p11_personal_history_form.doc.

Evaluation:

Individual consultants will be evaluated based on the following methodology:

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

• Education: University degree in Business, Accounting or relevant discipline
• Experience: A minimum of five (5) year’s of professional experience in contract management, accounting, or administrative.

Step II : Shortlisting by Desk Review
UNDP will conduct a desk review to produce a shortlist of candidates by evaluating:

• Qualifications based on the UNDP P11 form/CV submitted by each candidate; and
• Candidates will be assessed and scored against the following evaluation criteria.

Criteria for Evaluation of Candidates -  Max 100 points

• University degree in Business, Accounting or relevant discipline - 20 %;
• A minimum of five (5) year’s of professional experience in contract management, accounting, or administrative  - 50 %;
• At least one (1) year’s progressive experience working with contracts that relate to Facilities/Premises - 30%.

Total  - 100%

The top candidates who score high in the desk review and also meet the minimum threshold (70 points) will be invited to take part in the interview.

Step III: Face to face interview/phone Interview
Following the desk review, the candidates who pass the desk review will be contacted for an interview (100 points). Only the candidates scoring 70 points in the interview will be considered for the financial evaluation.

Step IV: Financial Proposals
The candidates who pass Step III “Interview” will be requested to provide their financial proposals, which shall contain a monthly rate (21.75 working days/month). The monthly rate should be inclusive of all costs.

Step V : Final Evaluation  (combined scores )
The final evaluation will combine the scores of the desk review, interview, and financial proposal with the following weights assigned to each:

Final Evaluation - 100 per cent

• Desk Review - 35%;
• Interview - 35%;
• Financial proposal - 30%.

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.