Background
BACKGROUND
The United Nations in Bonn consists of approximately 20 separate entities with a personnel complement of close to 1000. The UN entities are co-located in common premises in two different locations at the Rhine River. The high-quality premises are provided by the Government of Germany. An on-going expansion of the main UN Campus has led to a consolidation of the presence with two thirds of the personnel based in one location since recent years. Additional expansions of the main UN Campus location will lead to further consolidation over the next several years.
The common premises in Bonn are managed by UNV on behalf of the UN entities in Bonn and UNV does also manage the provision of premises related and other common services. To that end, UNV has established a Common Services Unit (CSU). The cost of the unit and the services provided are cost shared between the UN entities.
The UNV organization
The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UN volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity. Every year, more than 6,500 world citizens serve the United Nations as UN Volunteers.
Organizational setting
The Common Services Unit has responsibility for the overall management of the UN premises buildings and for services that are shared by a number of UN Agencies that are residing at the UN Campus in Bonn. The Unit’s main business objectives are the upkeep of business continuity at the Campus facilities and provision of client services in the area of building management, logistics, conference services and shared ICT infrastructures.
Duties and Responsibilities
MAIN OBJECTIVES, SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED SERVICES:
In order to ensure continuous function of logistical services on the UN Campus during periods of extended work load and operational needs the Common Services Unit seeks on demand support in the following functional areas:
Common mail, delivery and storage service,
Common logistical projects,
Common conference services,
Common facilities operation.
The consultant will undertake the described tasks under the overall guidance of the Chief, Common Services Unit and direct supervision of the Campus Operations Associate.
UN Business hours are: Monday to Friday 8:00h -18:00hrs.
In general, the consultant is requested to work full days (8 working hours).
In particular cases support can also be requested half days or outside the above-mentioned business hours.
UNV do not warrant any quantity of requested services and no assistance for travel or relocation to Bonn.
Tasks/ Activities – expected results
- Provide operational and logistical support to the common mail office. Ensure timely processing of mail, pouch and goods which arrive on the UNBonn premises to the client organisations. Organise storage of goods and deliveries in common swing space in compliance with mandatory security checks.
Provide operational, hands-on and logistical support to UN organisations during internal logistical projects like office moves. Timely arrangement of office equipment, communication devices and furniture during internal move projects.
Provide operational, hands-on and logistical support to the common meeting and conference team. Ensure timely change of seating arrangements and set-ups including handling of conference related media technology components on the UNBonn premises.
Provide organisational and logistical support to the operation of building facilities on the UN premises. Ensure timely and appropriate follow-up on reports related to cleaning and repair.
Competencies
Corporate Competencies:
Demonstrates integrity by modeling the UN’s values and ethical standards
Promotes the vision, mission, and strategic goals of UNDP
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Treats all people fairly without favoritism
Functional Competencies:
Good knowledge of logistical and operational procedures in an international working environment
Understanding of mail and delivery procedures
Ensures capacity and flexibility in providing requested services on short notice throughout the entire contract period
Ability to work with computer and office software packages (MS Word, Excel, Outlook etc.)
Displays strong client orientation skills
Demonstrates a service and result based driven working attitude.
Required Skills and Experience
Minimum Requirements:
Capability to work in a physically challenging environment
Readiness and capability to operate an electrical fork lift
Valid driving licence (class B)
Fluency in English and German language
Minimum Qualifications:
Secondary Education Minimum 3 years work experience ideally in a UN or other international public services working environment
Application procedure
Qualified candidates are requested to apply online via the UNDP website. Interested candidates are advised to carefully review this ToR and ensure that they meet the requirements and qualifications described above. The application should contain the below documents that should be scanned and attached in one pdf format document.
- A brief cover letter
- A current completed and signed P11 form/ UN Personal History Form in English. Blank form can be downloaded from www.sas.undp.org/documents/p11_personal_history_form.doc
- Please also include your CV with a short summary of relevant qualifications and contact details for 3 references.
- A Financial Proposal: Applicants are requested to submit a financial proposal. The proposal shall consist of an all-inclusive daily lump sum in Euro and an hourly rate in Euro, valid for the entire duration of the contract period. This should be done through the Offeror’s letter to UNDP confirming Interest and Availability. The form can be downloaded at: https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_POPP_DOCUMENT_LIBRARY/Public/PSU_%20Individual%20Contract_Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx&action=default&DefaultItemOpen=1
Incomplete applications will not be considered. Please make sure you provide all requested documents. Any queries should be sent in a separate e-mail and addressed to: procurement@unv.org clearly marking 0084167_UNV_CSU_Consultant in the subject line
Criteria for Selection of the Best offer
The selection of the best offer will be based on the combined scoring method – where the qualifications and methodology will be weighted – 70%, and combined with the price offer which will be weighted 30%.
Evaluation criteria:
Technical
- Relevant work experience in a UN or international public organisation 10%
Understanding of mail and delivery procedures 10%
Good knowledge of logistical and operational procedures 10%
Capacity and flexibility in providing requested services on short notice throughout the entire contract period 20%
Ability to work with computer and office software packages (MS Word, Excel, Outlook etc.) 10%
Knowledge of English and German language 10%
Financial 30%