Background
Planned events | Timelines (indicative per project AWP) |
Gender Team’s Progress Review and Planning meetings | Quarterly throughout 2013 |
Gender Team side events at the CSW | February-March 2012 |
Training of Trainers workshops in the Africa region | April 2012 |
Training of Trainers workshop in Bahrain | June 2012 |
Gender Team’s side events and training at Rio+20 | June 2012 |
Gender & Economic Policy Masters course, Bahrain University | June-August |
Training of Trainers workshop in Asia and the Pacific Region | September |
Global Gender Team work planning | September-November 2012/3 |
Support capacities of governments and CSOs to formulate and implement gender sensitive environment plans and programme in 10 countries | Quarterly |
Gender Team’s side events and training at COP 18, UNFCCC | Annually |
Others, to be identified during the GES programme implementation | |
Duties and Responsibilities
- Develop logistics and budget plans for the events
- Carry out logistic process in full compliance of operational activities with UNDP rules, regulations, policies and strategies and with focus on cost saving and reduction aspects.
- Send out authorizations for travel arrangements to country offices.
- Arrange travel arrangements from HQs for those participants traveling from locations where there is no UNDP office.
- Assist Project managers with identifying venue for the events, coordinate contracting activities. Keep roster of potential vendors and services providers for the events, and explore possibilities of setting long term agreements for main and recurring services (catering, transportation, event management, venue, etc.).
- Ensures closure of travels by settling final travel claims (F10s). Follow up on receipt of the Back to office reports from GT staff on the events.
- Manage budgets for the events.
- Assist in maintaining and updating a full inventory of MOUs, consultants, service contracts and ensures monitoring of compliance with corporate approvals by CAP/ACP/CPO.
- Create electronic folders on project documents, correspondence, report s and other materials for each of the above categories.
- Keep the files for the related activities (procurement, travel, payments) up to date and in order.
Provide assistance to procurement activities and selection of experts:
- Provide administrative assistance with initiation of project level procurement activities (small purchases, printing, editing and design services).
- Assist clusters/units with engagement of consultancy services for Gender Team. This includes drafting ToRs, assisting in solicitation processes, and initial review of documents for completeness.
- Process payments against approved invoices.
- Assist project managers in managing contracts for the service providers (for publications, experts, venues), ensures effective contact management and their successful closure.
- Logistical and operations support is provided to the key events of the Gender Team (the list of the key events with the deadlines are provided above).
- Support provided for successful procurement and contracting.
- Project files and documents are kept updated.
Competencies
- The ability to meet deadlines and maintain high-quality of output working under pressure.
- The international project management skill in multinational environment is required for this position.
- The ability to use good judgment and experience working in a multi-cultural setting are critical.
- Excellent communication / organizational skills, attention to details.
- Ability to operate personal computers, corporate and commercial software applications and databases such as Microsoft Office, Microsoft Outlook, Internet, ERP based applications.
- Ability to quickly learn corporate software applications is essential and thorough knowledge of Atlas is a definite advantage.
- Knowledge of UNDP/UN administrative procedures is strongly desirable.
- The highest standards of integrity, discretion and loyalty are essential.
OTHER CONSIDERATIONS:
Remuneration
Criteria | Weight | Max. Point |
Technical | | |
A.Relevant Experience in providing logistical and operational support for the events (understanding the scope of the work, focusing on travel planning and management, contracting) (20 points) | 20% | 20 |
B.Organizational and communication skills (meeting deadlines, managing complex tasks, communications skills) (20 points) | 20% | 20 |
C.Knowledge of UN/UNDP administrative and operational procedures (usage of applications, understanding of scope of work related to the assignment) (30 points) | 30% | 30 |
| | |
Financial | 30% | 30 |
y = maximum number of points for the financial proposal
μ = price of the lowest priced proposal
z = price of the proposal being evaluated
Required Skills and Experience
- Minimum of 5 years of administrative and operational management experience, with procurement and finance management duties, preferably in the UN organization.
Education:
- Completion of secondary school, preferably supplemented by administration and accounting studies.
Language:
- Fluency in English required.
- Working knowledge of other UN language is an asset.