National HR and Administrative Support Consultant



Advertised on behalf of :

Location : Istanbul, TURKEY
Application Deadline :05-Nov-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-Jan-2022
Duration of Initial Contract :12 months full time (with possible extension)

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Consultant will report to the UN Women Europe and Central Asia Regional Office as follows:

  • Operations matters: ECARO Operations Manager (OM)
  • HR Matters: ECA HR Business Partner (HRBP)

This will be for general guidance and supervision and is the individual will be responsible for providing a variety of technical administrative support for ensuring the smooth implementation of operational activities of the office details of which are provided in the below section. HR support for recruitment processes and filing to ensure that the Operations Department of thereceives the correct technical admin short-term support to ensure that all documents are processed, filed and archived in-line with UN Women’s policy. Within this context, UN Women will recruit this consultant to support the Operations Manager/HR Unit and Operations team in the reviewing/reorganization and filing of documentation.

The overall hiring manager responsible for management of this contract will be the ECARO operations Manager.


Duties and Responsibilities

Under the direct supervision of the ECA Operations Manager and HRBP, the consultant will be responsible for the following tasks:

HR Support

  • Drafting terms of references of individual consultants and staff by gathering inputs from the project teams;
  • Support Operations staff in administrative activities relating to the selection process of personnel;
  • Coordinating the recruitment process under the supervision of HRBP and relevant Project Team;
  • Note taking during the panels and preparation of interview panel reports;
  • Supporting the communication process with candidates during the whole recruitment process;
  • Compiling all the documents for review of the HR Team/Manager for submission;
  • Support in HR services relating to internship programme and act as Intern focal point for the region
  • Support monitoring and filing of HR Learnings, mandatory courses
  • Supporting HR Communications and Updating Databases: Drafting Internal HR Updates, sharing international vacancy announcements regularly, ensuring the ECARO and HQ Recruitment Tracking Tables (Recruitment Matrixes) are up to date
  • Support in arranging bi-monthly regional HR Meetings and other HR webinars, taking notes and action points during the meetings.
  • Posting vacancy announcements for ECA Regional office

Support on Consultants selection (SSAs)

  • Drafting of recruitment reports such as desk review reports; SSA recruitment forms; amendment notes etc.
  • Support revision of SSA contract submissions and draft contract templates when needed. Update regularly the tracking system to be set up to ensure proper filing of IC Contracts and to follow up amendments of the contracts.
  • Supporting longlisting, shortlisting, written test process.
  • Compiling all the documents for review of the Operations Manager for submission;
  • Support monitoring and filing of SSA contracts
  • Follow up with SSA payments: solicitating required documentation, creating payment requests on Global Service Tracker.

Admin Support

  • Support in the scheduling and administration of bi-weekly Operations meetings;
  • Support RO in regular information update requests for Operations;
  • Support RO in the organisation and communication on Operations Training;
  • Setting up and maintenance of a filing system for HR and Operations documentation of the office.
  • Support of the administrative activities relating to office procurement; drafting of terms of references, implementing the correct solicitation method by preparing the template forms, review of documents, communicating with vendors etc.
  • Support on organizing of shipments, customs clearance arrangements
  • Support in filing of related Financial documents, preparing payment request forms on demand and sending PRs through GST system- ensuring all supporting documents are included

Duration of this assignment is proposed for a year from January 2022 to December 2022

The Consultant is expected to invest 21 working days per month for this Assignment. The following table summarizes main activities and expected deliverables against deadlines and indicative working days to be invested by the Consultant.

 

                Deliverables

Timeframe

 Amount of payment

Initial work plan to cover first month of work, this should be updated at the beginning of each month and cleared by supervisor.

 

Week 1

Not applicable.

Summary report of tasks performed under expected duties and responsibilities, as stated above.

On a monthly basis, by 25th of following month

 

Monthly lumpsum

Final consolidated report with indication of key achievements and handover notes

Within 10 working days upon completion of all assignments

Final month’s lumpsum

The Consultant will be paid monthly on successful completion of the work plan activities based on the satisfactory review of work by the Operations Manager.

Reporting

The consultant will be required to prepare a work plan at the beginning of the contract period and submit to the hiring manager for approval and periodic review.

Under the overall supervision of the Operations Manager in ECA ROPP and in coordination with the HRBP, the Consultant will deliver a monthly time-sheet in accordance with the indicative timeframe. The Consultant will also submit a monthly update on the achieved deliverables listed in the Work plan to the hiring manager along with this timesheet.


Competencies

Core Values: 

  • Respect for Diversity 
  • Integrity 
  • Professionalism 

Core Competencies: 

  • Awareness and Sensitivity Regarding Gender Issues 
  • Accountability 
  • Creative Problem Solving 
  • Effective Communication 
  • Inclusive Collaboration 

Functional Competencies

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Ability to perform HR related tasks


Required Skills and Experience

Education and certification:

  • Master’s degree in one of the following disciplines: Business Administration or other relevant subjects is required. Bachelor’s degree with additional 2 years of experience will be acceptable 

Experience:

  • At least 1 year of progressively responsible experience in administration, procurement, HR, or logistic support service is required
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
  • Knowledge in UN Women processes, policy and procedures a notable experience.
  • Knowledge of UN Operations business processes an advantage

Language Requirements

  • Fluency in English and Turkish is required.

Evaluation of Applicants:

Since this is expected to be direct contracting, individual consultants will be evaluated based on her/his P11/CV and the references from the previous jobs. The award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

  • responsive/compliant/acceptable
  • fulfilling the technical criteria outlined in the ToR

 

Evaluation Criteria

Max. Points

TECHNICAL EVALUATION (70%)

 

Language requirements

Fluency in written and spoken English

REQUIRED

Education

Bachelor’s degree

20

0: without degree

10: with degree

20: master’s degree is an advantage

Professional Experience

At least 1 year of progressively responsible experience in administration, procurement, HR, or logistic support service is required

20

0: without experience

10: 1-2 years of experience

20: 2 years of experience

Knowledge in UN Women processes, policy and procedures a notable experience.

10

0: without experience

10: with experience

Knowledge of UN Operations business processes an advantage

 

10

0: without experience

10: with experience

 

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

 

0: without experience

10: with experience

TOTAL Technical

70

Financial Evaluation (30%) – max. 30 points:

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal. All other price proposals receive points in inverse proportion. A suggested formula is as follows:

p = 30 (µ/z)

Using the following values:

p = points for the financial proposal being evaluated

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Duration and remuneration: 

The duration of the contract is for 12 months during the period from Jan 2022 to December 2022

The Consultant shall be paid upon successful completion and acceptance of the attendance sheet submitted at the end of each month by the Consultant.. The payment shall be affected only if the deliverables/time-sheet required in this TOR are submitted to the UN Women Operations Manager on a monthly basis. Without submission of and approval of the deliverables, the Consultant shall not receive any payment even if s/he invest time for this assignment. 

The Consultants will be paid in local currency at the end of each month.

Application

The candidate will be requested to send the confirmation of availability to UN Women.

The application should contain:

  • Short Letter of interest
  • Completed UN Women Personal History (P11) form, that can be downloaded from http://www.unwomen.org/about-us/employment/ and CV
  • UN Women applies fair and transparent selection process that would take into account the competencies/skills of the applicants as well as their financial proposals (lump sum and daily rate).



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