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 reports to the UN Women ECARO Programme Specialist and is responsible for providing a variety of programmatic and operational support to ECARO-managed Regional Programmes and project, in close cooperation with the Programme Support Unit, for managing the efficient flow of information and communications to ensure expeditious completion of different process, dissemination of information, timely action and compliance with established deadlines.

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 reports to the UN Women ECARO Programme Specialist and is responsible for providing a variety of programmatic and operational support to ECARO-managed Regional Programmes and project, in close cooperation with the Programme Support Unit, for managing the efficient flow of information and communications to ensure expeditious completion of different process, dissemination of information, timely action and compliance with established deadlines.

Duties and Responsibilities

Under the direct supervision of the ECARO Programme Specialist, the consultant will be responsible for the following tasks:

Provide effective communication and information management support to the Programme Support Unit (PSU)

• Support in the flow of information/communication between the Regional Programmes and Projects, PSU and other units within ECARO;
• Respond to and/or direct inquiries from Regional Programmes and Projects to appropriate units for timely action and response;
• Provide support in all programmatic and operational areas as requested by the ECARO Programme Specialist.
• Support in the organization of meetings, events, and workshops for the Regional Programmes and Projects

Provide administrative and logistical support to the formulation and management of programmes

• Provide administrative support in the preparation of programme work plans, budgets, and proposals on programme implementation, including tracking the delivery of funds;
• Provide administrative support to the responsible parties on routine delivery and reporting of programme activities and finances;
• Provide administrative support for the audit of programmes/projects and support implementation of audit recommendations; 

Provide administrative support to the financial management of the Regional Programmes and Projects

• Create Projects and awards, prepare budget revisions, revise project awards and status in Quantum; and support Project Managers in the operational and financial closure of projects; Create e-requisitions in Quantum as requested; and register good and services receipts in Quantum.
• Follow up with Project Managers on required approvals for project and award creation, budget revisions and e-requisitions.
• Liaise with procurement on the issuance of Purchase Orders, based on approved e-requisitions and with Project Managers on the issuance of e-receipts for delivered services and goods in Quantum based on supporting documents.
• Process payment requests and other financial and non-financial transactions in Quantum, including but not limited to the preparation of PO invoices, non-PO invoices and prepayments.
• Provide any other administrative support to help with the Quantum procure to pay cycle as permitted by this contract modality.

• Make travel arrangements for the Programme Team, including preparation of travel requests in UNall and follow up on Travel request approvals and travel claims;
• Draft minutes in meetings, as delegated;
• Organize and coordinate filing of documents

Duration of this assignment is for 3 months starting from April 2023. The Consultant is expected to invest 21 working days per month for this Assignment.

The following table summarizes the main activities and expected deliverables against deadlines and indicative working days to be invested by the Consultant.

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

Reporting:

Under the overall supervision of the ECARO Programme Specialist, the Consultant will deliver a timesheet in accordance with the indicative timeframe.

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, including in ERP systems;
• Good knowledge of administrative rules and regulations;

Required Skills and Experience

Education and Certification:

• Completion of secondary education required.
• First level university degree or masters considered an asset.

Experience:

• A minimum of 3 years of administrative experience preferably in a large or international corporation/organization.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in UN Women processes, policies and procedures is a notable asset.
• Experience of UN Operations business processes an advantage
• Experience working with ERP systems (e.g. SAP, Oracle, PeopleSoft) is considered an advantage.

Language Requirements:

Fluency in English and Turkish is required. Other official UN language is an asset.

Evaluation of Applicants

Since this is expected to be direct contracting, individual consultants will be evaluated based on her/his P11/CV and references from 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

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 3 months during the period from April to June 2023.

The Consultant shall be paid upon successful completion and acceptance of the timesheet submitted at the end of each month by the Consultant. The payment shall be affected only if the deliverables/timesheet required in this TOR are submitted to the ECARO Programme Specialist 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).

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.  All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)