Project Assistant


Location : Bangkok, THAILAND
Application Deadline :25-Aug-17 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
15-Sep-2017
Duration of Initial Contract :Up to 130 working days
Expected Duration of Assignment :15 September 2017- 14 March 202018 (Up to 130 working days)

Background

On 31 March 2017, the United Nations Office for South-South Cooperation (UNOSSC) re-established its Regional Office for Asia-Pacific in Bangkok, Thailand with a complement of three professional staff consisting of the Regional Coordinator, the Advocacy Advisor and the Programme Manager. The Office requires support services from a Project Assistant (PA).

The UNOSSC Regional Office will support South-South and triangular cooperation initiatives in the expansive Asia-Pacific Region.  Among the responsibilities for the Office will be facilitating knowledge sharing among countries in the region and managing some pilot South-South projects including the Republic of Korea Facility as well as monitoring of other projects under the IBSA Facility and UN-India South-South Fund.

The Project Assistant will provide support services to the UNOSSC Asia-Pacific Team including project management support, liaison with the UNOSSC Programme Support Unit, administrative services and liaison with UNDP (Regional Hub in Bangkok) administration and finance, travel arrangements and work attendance monitoring. In addition, the PA will provide support for the organization of events such as convening workshops and monitoring expenditure for workshops.

The overall scope of the work in Asia-Pacific will be specified in the umbrella project for support to UNOSSC programmes in the Asia-Pacific Region. The stakeholders that the PA will be expected to interact with include:

1.            The UN Office for South-South Cooperation at Head Quarter and Regional levels;

2.            The United Nations Development Programme (Regional Hub in Bangkok);

3.            Eleven Korean Institutions under the Korean Facility;

4.            National Institutions collaborating with the Republic of Korea Facility, and

5.            Other UN Agencies in the Asia-Pacific Region.


Duties and Responsibilities

Objective

The Project Assistant will work to increase the efficiency of the UNOSSC Asia-Pacific team through provision of timely operational and programme support.

Scope of Work

•             Prepare project budget revisions in ATLAS based on input from the project manager;

•             Liaise with travel company to arrange travel for UNOSSC Asia-Pacific Staff;

•             Prepare travel authority for signature by UNOSSC management;

•             Maintain work attendance monitoring records for UNOSSC staff in Asia-Pacific;

•             Assist in arranging workshops and meetings;

•             Process procurement requirements for UNOSSC Asia-Pacific staff;

•             Participate and draft minutes of meetings between UNOSSC Asia-Pacific staff and counterparts;

•             Liaise with communication Division to update news releases and other data;

•             Liaison with UNDP (Regional Hub in Bangkok) and UNOSSC Head Quarter administration and finance for staff travel arrangements and other related mandatories;

•             Assist in processing of publications and office communications;

•             Management of schedules of UNOSSC Asia-Pacific staff;

•             Oversee routine office business processes;

•             Review expenditure and disbursement requests.

Institutional Arrangement

The Project Assistant will report to the Regional Coordinator of the UN Office for South-South Cooperation (Asia-Pacific) or any delegated staff member in the absence of Regional Coordinator.

•             The PA will be expected to report to work daily at the UNOSSC Asia-Pacific Office in the UNDP Regional Hub in Bangkok.

•             The PA will interact mostly with other administrative and financial staff from UNDP.

•             UN Office will provide work station, and desk top/PC for work.

Duration of the Work

September 15, 2017 - March 14, 2018 (up to 130 days). There will be a possibility of extension of 6 months - 1 year depending on the responsibilities of the Office.

Duty Station

Bangkok, Thailand with no travel


Competencies

  • Strong communication, administrative managerial, reporting and writing skills.
  • Ability to plan, organize, implement, and report on work.
  • Ability to work under pressure and tight deadlines.
  • Proficiency in the use of office IT applications and internet in conducting related work.
  • Positive and constructive attitude to work.
  • Demonstrates integrity and ethical standards.
  • Displays sensitivity and adaptability towards workplace cultural diversity.
  • A self-starter with a lot of initiative


Required Skills and Experience

Educational Qualifications

  • Master’s degree required in any Business administration, Management and or Social sciences.

Experience

  • Prior experience in development organization including bilateral institutions, UN experience an added advantage.
  • Five years of total work experience in international development organization.
  • Experience in organizing events and meetings and office support.

Language requirements

  • Fluency in English language with very good written skills required.

Price Proposal and Schedule of Payments

Candidate must send a financial proposal based on Daily Fee.

Candidate shall quote an all-inclusive Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, etc.) that could be incurred by the candidate in completing the assignment are already factored into the daily fee submitted in the proposal. If applicable, travel or daily allowance cost (if any work is to be done outside the candidate’s duty station) should be identified separately. Payments shall be done on a monthly basis based on actual days worked, upon verification of completion of deliverables and approval by the IC’s supervisor of a Time Sheet indicating the days worked in the period. [Remove this paragraph if Lump sum is selected]

In general, UNDP shall 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

In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Travel costs shall be reimbursed at actual but not exceeding the quotation from UNDP approved travel agent.  The provided living allowance will not be exceeding UNDP DSA rates. Repatriation travel cost from home to duty station in Bangkok and return shall not be covered by UNDP.

Evaluation Method and Criteria

Candidate will be evaluated based on the following methodology Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%) consists of 1) CV/ P-11 review (60%) and 2) face- to- face interview (10%) and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

Technical Criteria for Evaluation (Maximum 300 points)

  • Criteria 1: Relevance of Education – Max 50 points
  • Criteria 2: Prior experience in development organization including bilateral institutions, UN experience an added advantage – Max 80 points
  • Criteria 3: Total work experience in international development organization – Max 50 points
  • Criteria 4: Experience in organizing events and meetings and office support – Max 60 points
  • Criteria 5: Fluency in English language with very good written skills required – Max 60 points

Only candidates obtaining a minimum of 210 points (70% of the total technical points) would be considered to the next process of interview and financial evaluation.

In total of technical criteria, candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Documentation required

Interested candidate must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document:

  • Letter of Confirmation of Interest and Availability using the template provided in Annex II.
  • Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
  • Financial proposal, as per template provided in Annex II. Note: National consultants must quote prices in Thai Baht/ U.S. Dollar.

Incomplete proposals may not be considered.

Please click on link below for related docuements to be submit with this applicaion:

http://procurement-notices.undp.org/view_notice.cfm?notice_id=39604

**Potential candidate who currently resides in Thailand with authorization to work are highly encourage to apply for this position**


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.


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