Background

Organisational Context

The United Nations Development Programme (UNDP) is the United Nations’ largest agency with a mandate to eradicate poverty, through sustainable and inclusive human development. UNDP has been in Nigeria since the country became independent in 1960 providing capacity building and policy development support to the Federal Government of Nigeria in areas of Governance and Peace Building, Inclusive growth and Sustainable Development. 

UNDP continues to support, the government in the implementation of development interventions aimed at meeting the Sustainable Development Goals (SDGs) 2030. The ultimate goal of UNDP is to improve the lives of the people of Nigeria, especially the poorest and most vulnerable, and to ensure a future that offers equality, dignity and opportunity for all. UNDP works in partnership with the federal Government of Nigeria, development partners, UN agencies, civil society and local communities to help identify local solutions to meet global and national development challenges through a range of interventions that combine UNDP’s expertise and comparative advantage in the areas of Governance & Peace Building, Inclusive growth and Sustainable Development.

In light of the imminent national elections and subsequent change in government administration, UNDP Nigeria seeks to contract an individual with excellent computer skills, attention to detail and organizational abilities to support the Resident Representative and the Senior Management Team in its preparations and engagements ahead of the swearing in of the new administration.

Duties and Responsibilities

Scope of Work

Under the guidance and direct supervision of the Resident Representative, and in close collaboration with the Senior Management, the Programme and Operations teams, UN Agencies and national authorities, the consultant will be responsible for, among other deliverables:

1. Support the timely and efficient organization of events, meetings and initiatives including assisting with logistics, preparing invitations, maintaining participation lists, compiling, printing and organizing background materials into briefing books.
2. Support travel management processes by coordinating travel arrangements (booking itineraries, coordinating visa applications, obtaining security clearances when appropriate, preparing travel requests and travel claims in line with travel entitlements).
3. Maintenance of the filing system ensuring safekeeping of confidential materials.
4. Assistance in the preparation of budget, budget monitoring, provision of information for audit.

The consultant will be expected to approach work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks assigned by the Resident Representative or supervisor/manager.

Expected Outputs and Deliverables

The consultant will be expected to produce a monthly accomplishment report that highlights tasks performed related to:

• Support to upcoming RR official missions and high-level engagements with partners including the compilation of briefing packages including printing and organizing briefing book binders.
• Coordination of travel for the RR and preparation of post travel claims.
• Update of the office contact database, assist with electronic filing of documents, and provision of logistics support during events organized by the office.

Scope of Price Proposal and Schedule of Payments

All price proposals must be expressed in Nigerian Naira.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

• The financial proposal should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
• The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. 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.

Recommended Presentation of Offer

Competencies

Core competencies:

• Communication and Interpersonal Skills
• Organization and Planning
• Facilitation and Engagement
• Collaboration and Teamwork
• Inclusiveness, Respect for Diversity and Persons with Disabilities
• Integrity and Professionalism

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

• Technical evaluation - Total 70% (700 points):

• More than 5 years of relevant experience in administration or project support service (travel, budget, event planning, logistics, protocol, etc.). Weight = 10%; Maximum Points: 100;
• Familiarity with UN/UNDP finance and operations policies and guidelines. Weight = 20; Maximum Points: 200;
• Excellent computer skills including MS Office Suite (Excel) and databases. Weight = 10%; Maximum Points: 100;
• Knowledge of ERP systems i.e., Atlas, Peoplesoft is desirable. Weight = 10%; Maximum Points: 100;
• Experience working in fast paced environment in multinational organization with high level senior executives and professionals is desirable. Weight = 10%; Maximum Points: 100;

• Having reviewed applications received, UNDP will invite the top three/four shortlisted candidates for interview. Please note that only shortlisted candidates will be contacted.

• Interview: Weight = 10 %; Maximum Points: 100.

Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (700 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

• The following formula will be used to evaluate financial proposal:
• p = y (µ/z), where
• p = points for the financial proposal being evaluated
• y = maximum number of points for the financial proposal
• µ = price of the lowest priced proposal
• z = price of the proposal being evaluated

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Payment Modality

• Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
• The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 08h00 and 17h00 daily.

Required Skills and Experience

Academic Qualifications/Education: 

Secondary Education with specialized administration, development and office management. 

University Degree or equivalent in Social Sciences, Administration, Management, Development or a relevant field would be desirable, but it is not a requirement.

Experience

• Minimum of 5 years of relevant experience in administration or project support services (travel, budget, event planning, logistics, protocol, etc.) is required.
• Familiarity with UN/UNDP finance and operations policies and guidelines is an asset;
• Knowledge of ERP systems i.e., Atlas, PeopleSoft is required;
• Required to be adept in use of multiple media –computers, smart phones, databases, etc. with strong skills in MS Word and Excel;
• Experience in functioning in a fast-paced environment in multinational organization with high level senior executives and professionals is required.
• Experience as a pro-active assistant able to carry out tasks with a high degree of initiative and independence in delivering required outputs;
• Strong capacity to meet deadlines.
• Proven ability for research, data collection and analysis;
• Excellent inter-personal and communication skills, ability to work independently and as part of a team;
• Previous experience within the United Nations System would be a strong asset.

Language Skills

• Excellent writing, editing, and oral communication skills in English 
• Knowledge of other UN languages is an advantage, but not a requirement.