Administrative Associate RCO


Location : Kyiv, UKRAINE
Application Deadline :28-Jul-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Expected Duration of Assignment :till December 31, 2021

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

MAIN OBJECTIVES OF THE ASSIGNMENT
Under the supervision of the Resident Coordinator/ Humanitarian Coordinator (RC/HC) and the overall guidance and the supervision of the Head of the Resident Coordinator’s Office (RCO), the Administrative Associate provides day-to-day support to the RC/HC and support to the RCO management on all aspects of the RCO’s operations, including budget and human resources management, procurement services, and common services, contributing to effective and efficient functioning of the RC/HC, the RCO and effective UN coordination, ensuring high quality work and timely service delivery during the 2020-2021 RCO transition period.
The Administrative Associate serves as the interface and liaison between the UNDCO/RCO and UNDP CO in implementing the Memorandum of Understanding between the Secretariat of the United Nations and the United Nations Development Programme with respect to services provided to the UN Resident Coordinator System and ensures that all processes are consistent with the applicable terms and conditions.


Duties and Responsibilities

DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

Summary of Key Functions:

  • Day-to-day support to the Resident Coordinator/ Humanitarian Coordinator.
  • Support to administrative and logistical services compliant with UNDCO guidance and UNDP rules and regulations.
  • Support to finance services in accordance with UNDCO guidance and UNDP rules and regulations.
  • Support to human resources and procurement services in accordance UNDCO guidance and UNDP rules and regulations.
  • Support to knowledge building and knowledge sharing.

DELIVERABLES

The Head of the RCO will be the ultimate authority to control the quality of work results and assess the Contractor’s performance during the assignment.

  1. Ensures effective and efficient functioning of the UN Resident Coordinator/ Humanitarian Coordinator (RC/HC), through:
  • Maintenance of RC/HC’s calendar, arrangement of appointments and meetings, acting as interpreter when required and/or taking minutes.
  • Preparation of briefing notes and presentation materials, draft speeches, background information and documentation for meetings and missions.
  • Translation of incoming and outgoing correspondence.
  • Management of RC/HC’s missions and travels.
  • Maintenance of database of contact details of high-level partners, telephone, etc.
  • Processing official incoming and outgoing correspondence.
  • Preparation of correspondence and messages for RC/HC signature and making follow-up when required.

2. Ensures effective administrative and logistical support, focusing on achievement of the following results:

  • RCO service requests are made to UNDP CO exclusively through the UN RC System Service Portal by sending a duly approved Service Request along with supporting documents.
  • Preparation, processing and follow-up on administrative arrangements and forms related to the official travel of the RC/HC and the RCO.
  • Administrative and logistical support to conferences, workshops, retreats.
  • Maintenance of coordination and liaising with UNDP CO, RCO and UNDCO including routine communication in respect of relevant administrative, financial, procurement personnel matters.
  • Serve as the RCO Security Focal Point and Security Warden following the devolution of responsibility for the security and safety of RCO staff to the UNRC.
  • Maintenance of the filing system ensuring safekeeping of confidential materials.

3. Ensures effective financial support to the UNRCO, focusing on achievement of the following results:

  • Assistance in the preparation of budget, financial reports, provision of information for audit, including monitoring expenditures in line with approved budget, adjusting as necessary.
  • Monitoring RCO expenditures and undertaking budget reviews as necessary to ensure timely revisions, as required.
  • In close collaboration with the UNDP CO, ensuring that all payment requests and other financial transactions are approved, verified and processed in a timely manner and in line with the organization’s rules and regulations.
  • Processing and monitoring payments to vendors and individual contractors for services rendered.
  • Maintenance of the respective financial files and records.

4. Ensures effective and efficient support to human resources and procurement services, focusing on achievement of the following results:

  • Support in initiating, review, processing and following-up on actions related to the administration of the RCO’s human resource activities, including recruitment of personnel and consultants, ensuring consistency in the application of UN/UNDP rules and procedures and in line with the UNDCO guidance.
  • Maintenance of personnel files.
  • Participating in the evaluation and selection processes and overseeing associated procurement and/or service provision process.
  • Maintenance of continued cooperation with UNDP in coordination of all HR-related and procurement related issues.
  • Consolidation of RCO procurement and HR needs and regular submission of inputs to UNDP procurement and recruitment plans.

5. Support knowledge building and knowledge sharing in the RCO, focusing on achievement of the following results:

  • Sound contributions to knowledge networks and communities of practice.

MONITORING/REPORTING REQUIREMENTS

Reports to Head of RCO who will validate monthly Timesheets from the consultant. Works in close collaboration with members of the RC’s office and the UN Resident Coordinator, UN Agencies and external partners to ensure efficient flow of information.

FINANCIAL PROPOSAL
Contracts based on daily fee
The financial proposal will specify all-inclusive daily fee. Payments are made to the Individual Consultant based
on the number of days worked.
Travel costs
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.


Competencies

  • Demonstrates integrity by modelling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UN.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favoritism.
  • Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment.
  • 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.
  • 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.


Required Skills and Experience

EXPERIENCE AND QUALIFICATIONS REQUIREMENTS

Academic qualification: Minimum Bachelor’s degree in Public Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or any related area

Experience: Minimum 3 years of relevant experience in administration, programme and/or operations support service or related field.

Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.

Working experience in UN agencies would be a strong advantage.

Knowledge of UN administrative SOPs is an asset.

Language Requirements: Fluency in spoken and written English, Ukrainian and Russian is required

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

  • Offeror’s letter on confirmation of interest and availability for individual contract assignment
  • Personal CV or P11 form (http://www.sas.undp.org/Documents/P11_Personal_history_form.doc)
  • Financial proposal including a total and all inclusive lump sum amount, with cost break down based on professional daily fee and other expense involved.

EVALUATION CRITERIA

Educational background (20 points max):

20 pts – Master’s degree in Public Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or any related area

15 pts - Bachelor’s degree in Public Administration, Management, Economics, Human Resources, Finance, Accounting, Social Sciences or any related area

Relevant general professional experience (20 points max)

20 pts – 6 years and more of relevant experience in administration, programme and/or operations support service or related field

14 pts – between 3 and 5 years

10 pts – at least 3 years of experience

Relevant specific professional experience: Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems – 10 pts.

Working experience in UN agencies would be a strong advantage. – 5 pts

Knowledge of UN administrative SOPs is an asset. - 5 pts

Language Skills (10 points max)

10 pts – fluent English, Ukrainian and Russian, otherwise not meeting minimum requirements.

Maximum available technical score - 70 points.



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