Project Title

Global Campaign Center of the UN SDG Action Campaign in Bonn, Germany

Project Description 

The United Nations Millennium Campaign (UNMC) was established in 2002 by former Secretary-General Kofi Annan, to support people’s participation in achieving the Millennium Development Goals (2000-2015) and assist people in holding their governments accountable to their commitments.

As part of the United Nations Development Group (UNDG), prior to the adoption of the Agenda 2030, the UNMC was mandated to lead part of the global consultation on the Post 2015 agenda to make the most inclusive and transparent process. As a result, 10 million people participated in this open consultation, and told the United Nations what would make their lives better through the MY World 2015 survey, and the World We Want 2015 platform. This set a new precedent at the United Nations and with policy makers around the world - opening the door to more people-centered policy making.

As a natural continuation after the adoption of Agenda 2030 and the Sustainable Development Goals (SDGs) in September 2015, the mandate of the UNMC was extended as a special initiative of UN Secretary-General Ban Ki-moon to support peoples’ participation in SDG implementation.

The now called UN SDG Action Campaign works to build new multi-stakeholder partnerships to ensure a transparent dialogue between decision makers and their constituencies, especially the most marginalized and vulnerable populations. It will continue to leverage cutting-edge communication technologies, to show the human story behind development challenges and create deeper empathy and understanding between decision-makers and their people. Finally it will use data, technology and innovation to empower people with the knowledge and tools to become actively involved in supporting their governments with SDG implementation and to continue to involve as many people as possible in the decision making process.

In order to ensure the Campaign is fit for purpose to deliver on this mandate, a Global Campaign Center is being established in Bonn (Germany) to act as a hub to inspire people’s action on the Sustainable Development Goals, connect and amplify stakeholder efforts, open up measures of accountability, aggregate citizen-generated data, showcase impact, share best practices, and incubate and test out innovative efforts around SDG implementation.

The UN SDG Action Campaign is therefore seeking to recruit an Administrative Consultant to support the establishment and launch of the Global Campaign Center in Bonn. The need for this role will be full time for 6 months.

Scope of Work

Provide effective administrative and logistical support for the establishment and effective functioning of the Global Campaign Center in Bonn:

• Performance of a Buyer role in Atlas and preparation of POs;
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Administrative support to conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Assistance in the preparation of budget, provision of information for audit;
• Organization of shipments, customs clearance arrangements, preparation of all necessary documentation, implementation of follow-up actions.

Support the launch of the Global Campaign Center, the SDG Action Forum and other relevant Campaign events in Bonn and internationally:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Translation of simple correspondences, when needed;
• General admin support to cover procurement of good and services as requested;
• Arrangements of travel and logistics for participants in coordination with the Liaison Officer and Regional Coordinators including hotel and flight reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.

Provide support to office maintenance and assets management:

• Maintenance of records on assets management, preparation of reports;
• Maintenance of files and records relevant to office maintenance;
• Provision of support to maintenance of common premises and common services.

Expected Outputs and Deliverables

Deliverables/ Outputs

Planning and implementation of office set up and common service activities

Estimated Duration to Complete

• 2 months.

Target Due Dates

• December 2016.

Review and Approvals Required

Head of Office.

Deliverables/ Outputs

Procurement report and records of assets.

Estimated Duration to Complete

• 2 months.

Target Due Dates

• December 2016.

Review and Approvals Required

• Head of Office.

Deliverables/ Outputs

Support the planning and implementation of the Global Campaign Center launch event

Estimated Duration to Complete

• 1 month.

Target Due Dates

• December 2016.

Review and Approvals Required

• Head of Office.

Deliverables/ Outputs

Financial reports to donors

Estimated Duration to Complete

• 1 month.

Target Due Dates

• January 2017.

Review and Approvals Required

• Head of Office.

Deliverables/ Outputs

Support the planning and implementation of the SDG Action Forum

Estimated Duration to Complete

• 4 months.

Target Due Dates

• March 2017.

Review and Approvals Required

• Head of Office.

Deliverables/ Outputs

6 monthly reports of general admin support functions

Estimated Duration to Complete

• 6 months.

Target Due Dates

• November 2016, December 2016, January 2017, February 2017, March 2017, April 2017.

Review and Approvals Required

• Head of Office.

Institutional Arrangement

The UN SDG Action Campaign is seeking an Administrative Consultant based in Bonn (Germany) to provide support with the establishment of the Global Campaign Center of the UN SDG Action Campaign, including the launch event of the Center and other relevant Campaign events in Bonn and internationally. The Administrative Consultant will work temporarily under the supervision of the Programme Analyst and current Liaison Officer in Bonn and will directly report to the Head of Office of the Global Campaign Center. The incumbent will also provide general support around administration and procurement to the Campaign at the global level.

The incumbent will liaise regularly with the Executive Office of the UN SDG Action Campaign in New York, and take part in weekly team meetings/teleconference with the rest of the Campaign team. The incumbent will also interact regularly with Campaign partners in Bonn and at the global level.

Duration of the Work

• The duration of the assignment is from 1 November 2016 to 30 April 2017 (6 months).

Duty Station

• The duty station for this contract will be the Global Campaign Center of the UN SDG Action Campaign in Bonn.

• Strong organizational skills;
• Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines;
• Good computer skills.

Qualifications of the Successful Individual Contractor

Education:

• BA in business and administration or related field. 
• Qualifications with supplemental training in office infrastructure maintenance, procurement and logistics would be an asset;

Experience:

• 5 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
• UN experience an asset;

Language Requirements:

• Fluency in English and German a must.

Scope of Price Proposal and Schedule of Payments

Lumpsum payment

Presentation of Offer

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

• Motivation/Cover Letter: Explaining why they are the most suitable candidate for the work;
• Personal History (P11): Applicants are required to fill out and sign a P11 Form and submit it together with the online application;
• References: Contact details of 3 references;
• Financial Proposal: Applicants are requested to submit a financial proposal. The financial proposal shall consist of all-inclusive lump sum in USD for the whole duration of the contract period, which shall include the consultancy fee, cost of travel and per diems to and from the duty station. The financial proposal shall contain a breakdown of these costs and indicate the number of off-days the consultant wants to take during the contract period (if any).
• Incomplete applications will not be considered

Criteria for Selection of the Best Offer

All applicants will be screened against the qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Technical Criteria – 70 % of total evaluation– max. 70 points:

CV review: 70 points;

• Educational qualifications as defined in the ToR (15 points);
• Experience in office management (15 points);
• Experience in knowledge management and filing (15 points);
• Experience in assets and services procurement including travel support (15 points);
• Knowledge of English and German (10 points).

Only those individual consultants who obtain at least 70% of points from the CV review will be considered for the financial proposal evaluation.

Financial Criteria – 30 % of total evaluation – max. 30 points.

• Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].
• UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.

Payment Term:

• Monthly lump-sum payable upon submission of the monthly time-sheet, the monthly report and approval of the Head of Office (or Officer-in-Charge).