Individual Consultant – Office Operations (For Indian Nationals only)


Location : New Delhi, INDIA
Application Deadline :03-Aug-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  

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

The UN’s Office of Information and Communications Technology (OICT) is responsible for defining the strategic direction for Information and Communications Technology (ICT) to the UN Secretariat. It provides oversight of ICT programmes, budgets, and decision-making to ensure alignment with the Secretariat’s overall ICT strategy.

The Strategic Solutions unit at India is supporting various ICT development initiatives. In this unit we are looking for Individual Consultants to support us standardization and upkeeps of our operations (admin, HR, finance, etc.)

The Operations Executive shall report to the Software Production Coordinator, UN-OICT, Delhi and will be responsible for the Duties and Responsibilities mentioned in the section below.


Duties and Responsibilities

Financial Management 

  • Maintain financial records and monitor systems to record and reconcile expenditures, balances, payments, statements and other data for day-to-day transactions and reports.
  • Ensure strategic resource management, including planning and tracking of available resources and monitoring of expenditure as per approved project work plan and budget.
  • Maintain the Project’s expenditure ledgers.
  • Organize and coordinate the procurement of services and goods under the projects;
  • Support with requesting financial payments through Finance and other related teams.

Administration

  • Provide logistical and administrative support.
  • Maintain a roster of files on project activities, project reports, project assets, etc.
  • Control the usage of non-expendable equipment (record keeping, drawing up regular inventories).
  • Prepare and maintain an inventory of assets procured.
  • Conduct regular physical verification of the assets.
  • Maintain project-specific documentation and minutes of the important meetings.
  • Keep regular contact with the hired experts and consultants to inform them about the project details and changes.
  • Act on telephone inquiries, fax, post and e-mail transmissions, and coordinate appointments.
  • Support with the recruitment processes.
  • Perform any other tasks assigned from time to time by the supervisor.

Programme

  • Assist with the management of project implementation from the perspective of general project management and detailed annual work plans.
  • Prepare milestone reports and share the same with the management.
  • Will be overall responsible for maintaining the relevant database activities with the support of other team members.
  • Draft Letters/ Notes as per the requirements and directions of reporting officers.

Outputs and Deliverables

Payment Milestone

Deliverable target

  • Establish an asset management system
  • Record of all the office equipment (Desktops, laptops, tables, and other equipment) in the established system
  • Ensure that all the existing documentation is uploaded and saved in this system.
  • Prepare payment requests as and when required and maintain project expenditure

20%

31 Aug 2021

  • Physical verification of all the office inventory.
  • Establish system for issuance of office equipment for taking out office equipment.
  • Prepare payment requests as and when required and maintain project expenditure

20%

30 Sept 2021

  • Assist with the creation of Workplan for 2022-23 biennium
  • Prepare payment requests as and when required and maintain project expenditure
  • Assist with the development of the project proposals

20%

31 Oct 2021

  • Draft 15 terms of reference for the posts under the above plan
  • Align these terms of reference with the overall development plan of the team
  • Prepare payment requests as and when required and maintain project expenditure
  • In consultation with the team, prepare training plan for the 2022
  • Assist with the development of the project proposals

20%

30 Nov 2021

  • Assist with the development of the project proposals
  • Prepare payment requests as and when required and maintain project expenditure

20%

31 Dec 2021

 

Payment Scheduled: Payments will be deliverable linked as per the schedule of payments mentioned in the Table.

 


Competencies

  • Professionalism: Excellent interpersonal and communication skills. Strong analytical, research, reporting and writing abilities. Strong organizational and process management competencies. Ability to rapidly analyse and integrate diverse information from varied sources. Ability to produce a variety of written media products in a clear, concise, journalistic style. Ability to deliver oral presentations to various audiences. Is motivated by professional rather than personal concerns. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities, and remains calm in stressful situations. Shows persistence when faced with difficult problems or challenges.
  • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
  • Teamwork: Works collaboratively with colleagues to achieve organizational goals; colicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team
  • Documentation and communication skills: Excellent documentation and communication skills 
  • Delivery: Ability to get things done while exercising good judgement


Required Skills and Experience

  • Education: University degree (Bachelor’s degree or equivalent) in commerce or any other equivalent qualification.
  • Experience: A minimum of five years of progressively responsible experience in providing office operations support is required.
  • Languages: English and Hindi.

Evaluation Criteria:

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined asresponse and having received the highest score out of a pre-determined set of weighted technical and financial criteriaspecific to the solicitation.

Technical Criteria weight - 70%.
Financial Criteria weight - 30%.

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for thefinancial evaluation.

Criteria for Technical Evaluation:

Qualification – 10 marks.
Relevant Work Experience – 60 marks.

Technically qualified consultants will be requested to submit their lumpsum financial proposal in INR i.e. consultants who score more than or equivalent 70% i.e. 49 marks with respect to the above-mentioned evaluation criteria. Consultant should not specify their financial proposal on their CV or with the submission. The CV will not be evaluated further in case the consultant submits the same.

Documentation Required:

Updated Curriculum Vitae (particularly highlighting similar assignments and work experiences);

Note:

  1. Any kind of miscellaneous charges i.e. internet, phone, relocation charges etc. would not be reimbursed.
  2. Travel, lodging and boarding as per UNDP rules subject to prior approval.
  3. Individuals working with institutions may also apply, contract would be issued in the name of institution for thespecific services of the individual.

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.

All selection is on merit.



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