Antecedentes

UNDP Environment and Energy Group (EEG) is based in UNDP’s Bureau for Policy and Programme Support (BPPS) and is responsible for providing leadership and technical support to delivery of the Environment and Sustainable Development pillar of UNDP’s Strategic Plan.  Its main focus is on helping countries develop the capacity to fully incorporate environmental sustainability and resilience into development at national and local, but also global and regional, levels.  The principal areas of work are in environmental mainstreaming, environmental finance, adaptation to climate change, and local governance of resources, including energy.

Recently, UNDP-GEF has approved a number of Global DIM projects. Under these projects there are several large scale workshops planned in the various regions which will result in increased demand in administrative and travel related support.

The UNDP-GEF team is seeking to establish a number of Framework Agreements with selected consultants who can facilitate travel arrangements, administrative matters and other related payments. The consultants will work under the direct supervision of the Programme and Management Specialist and/or specific Project Managers of Global DIM projects.

Deberes y responsabilidades

The scope of work will vary depending on the assignment but would include one or various of the below deliverables:

  • Clearance of documentation submitted for approval by the UNDP Country Offices or Regional Offices related to: flight ticket purchases, Purchase Orders/payment approvals, and F10s (reimbursement form) claims for the participants of workshops;
  • Arrange flight tickets and process payments for workshop participants;
  • Provide advice and orientation to the Country Office workshop focal points with regard to travel related expenses/procedures;
  • Assist in identification and sourcing of workshop venues and ancillary services;
  • Keeps track record (simple/excel form) of the payments processed for the event;
  • Keeps track record of travel schedules and flight information for all participants to support the Hotel-Airport transfers organized for workshops (simple/excel form);
  • Support UNDP GEF on finance/administrative matters related to DIM projects;
  • Any other related tasks.

Working arrangements

  • The overall objective of setting up these Framework Agreement contracts is to facilitate and expedite the process by which UNDP will hire the services of part-time administrative and travel assistants once there are specific assignments over the next 3 years;
  • Estimated volume of services:  approximately 60 days each year, spread out in various intermittent assignments. Maximum working days over the 3 year period would be 261.  However UNDP does not warrant that any quantity of services will be purchased during the term of the Framework Agreements as this will depend on forthcoming needs;
  • The initial Framework Agreement would be for one year (December 2014 – December 2015) with an option for renewal in subsequent years dependent on demand for services and satisfactory performance evaluation;
  • The Framework Agreements to be signed (5 consultants) will be for a fixed all-inclusive daily fee;
  • Once the Framework Agreement is signed, if there is a specific assignment, the focal person at UNDP-GEF would contact by email the Consultant informing of the location of the assignment (home-based and/or in the HQ office in NY), specific deliverables, and timeline;
  • The consultant must advise within 48 hours whether s/he is available to deliver the requested service;
  • Thereafter a Purchase Order will be raised. Financial commitments will only be established each time the services are requested within the scope of the Framework Agreement through the transmitted email and purchase order;
  • IC as a Framework agreement is non-exclusive (i.e. it does not prohibit UNDP from entering into another such framework agreement with another individuals or entities);
  • The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
  • The Consultant will be responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
  • Payments will be made upon submission of a detailed time sheet and certification of payment form, and acceptance and confirmation by the Supervisor on days worked and outputs delivered.

Competencias

Corporate Competencies

  • Demonstrates commitment to UNDP’s vision, mission and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Ability to work with multiple stakeholders from a wide range of disciplines and fields, from both developed and developing countries, and having diverse and competing worldviews and interests.

Functional Competencies

Development and Operational Effectiveness

  • Results-driven and initiative-taking;
  • Ability to work under pressure and to meet deadlines;
  • Ability to plan and organise work and establish priorities;
  • Remains calm and in control even under pressure, and consistently approaches work with energy and a positive, constructive attitude;
  • Informed, sound, and transparent decision-making;
  • Thoroughly and methodically collects, verifies and records data, demonstrating attention to detail and identifying and correcting errors on own initiative.

Client Orientation and Communication

  • Effective written and oral communication skills;
  • Good interpersonal and networking skills;
  • Ability to establish and maintain effective working relations;
  • Supports and encourages open communication in the team and facilitates team work;
  • Ability to work under minimum supervision.

Habilidades y experiencia requeridas

Education

  • Secondary education is required;
  • Bachelor’s Degree or equivalent in finance, administration, social sciences and/or another relevant field would be an advantage (maximum 10 points).

 Experience

  • At least 5 years of work experience related to administrative work, including travel (maximum 40 points);
  • Work experience on relevant administrative work and travel in UNDP or other UN Agencies would be an asset (maximum  points 20);
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) required (maximum 10 points);
  • Knowledge of UNDP ERP system would be an advantage (maximum 10 points).

 Languages (maximum 10 points)

  • Fluency in English;
  • Spanish and/or French fluency would be an advantage.

Evaluation method

  • Only those applications which are responsive and compliant will be evaluated;
  • Offers will be evaluated according to the Combined Scoring method – where the qualifications will be weighted at 60% and the financial offer (based on a quoted all-inclusive daily fee) will be weighted at 40%;
  • The technical criteria (education, experience, language) will be based on maximum 100 points. Only the candidates that have achieved a minimum of 70 points of the technical criteria will be deemed technically qualified and be requested to submit a financial proposal;
  • Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP;
  • The top 5 Applicants receiving the Highest Combined Scores and that have accepted UNDP’s General Terms and Conditions will be awarded the Framework Agreements.

Documentation to be submitted

Applicants must submit a duly completed and signed UNDP Personal History form (P11) to be downloaded from the below link. Kindly note you can upload only ONE document to this application.

UNDP Personal History form (P11) required of all applicants:

http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc.

General Conditions of Contract for the ICs:

http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf.