Operations Clerk- must be eligible to work in Belgium

Location : Brussels, BELGIUM
Application Deadline :20-Dec-17 (Midnight New York, USA)
Additional Category :Sustainable Development and Poverty Reduction
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :twelve months
Expected Duration of Assignment :twelve months


The UNDP Brussels Office represents UNDP both vis-à-vis the EU and the Government of Belgium and plays an active role in facilitating a unified and coherent action of the more than 20 UN organizations represented in Brussels. Since 2004, the EC-UNDP inter-institutional relationship has been guided by a Strategic Partnership, focused on governance, and conflict prevention and recovery.

The UNDP Brussels Office is looking to reinforce its capacity in dealing with the administration, general organization and follow up to a range of representational, policy and programme initiatives.

The Consultant must be self-motivated and have the capacity to take initiatives. He/she should be able to work calmly even under pressure and must have a good sense of self-organization and flexibility.

The Consultant will perform his/her duties under the overall supervision of the Deputy Director and the direct supervision of the Assistant to Director.

Duties and Responsibilities

Under the overall guidance of the Deputy Director the Consultant will undertake the following tasks:

1. Provide administrative support to the Regional Focal Points:

  • Assemble briefing materials;
  • Under the guidance of the Operations unit, undertake to prepare logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office.
  • Support the RBxs in managing his/her calendars and schedule of appointments and meetings;
  • Arrange travel/hotel accommodations and other logistics;
  • Support organization of official events/hospitality.
  • Organise events, lunches, dinners;
  • Print document, prepare meetings rooms;
  • Interact with catering companies and suppliers;
  • Schedule meetings for RBX focal points, and for visiting colleagues

2. Facilitate effective communications and information management support

  • Facilitate the flow of information/communication between the RBxsand other Units within and outside the office and enhance this flow of information/communication.
  • Review, prioritize and route correspondence to and from the Office; Follow-up action and keep the respective staff informed;
  • Review correspondence for internal clearances and request signature.
  • Respond and/or direct inquiries to the appropriate Office for timely action and/or response.

3. Support to external relations activities 

  • Support the Office interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices.
  • Support organization of official events/hospitality.



  • Demonstrate corporate knowledge and sound judgment;
  • Demonstrate and safeguard ethics and highest standards of integrity, discretion and loyalty.
  • Act as a team player while also taking individual initiative to complete outlined tasks;
  • Demonstrate problem-solving skills and judgment to resolve a wide range of complex issues/problems:


  • Excellent communication and interpersonal skills;
  • Good writing and communication skills;
  • Excellent planning and organization skills;
  • Strong knowledge of and experience in meetings/conference planning and management;
  • Demonstrates ability to identify problems and proposes solutions;
  • Documents processes to support change initiatives;
  • Maintains effective client relationships;
  • Ability to work under pressure.

Required Skills and Experience


  • Postsecondary education with focus on secretarial studies, office management.


  • 1 year of progressively responsible administration, general organisation, experience required. Such experience within an (inter)national body desirable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).
  • Excellent communication skills and phone manners.
  • Experience in handling of web-based management systems.
  • Knowledge and/or experience of UN/UNDP work environment and organizational set-up would be an asset.

Language Requirements:

Fluency in English and French (other language an asset)


Application Submission Process

The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all documents in a single file).

  • Personal History Form (P11), indicating all past experience of similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional referees (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc
  • An updated curriculum vitae.
  • Cover letter by providing specifics of your experience and qualification.

Step 2: Submission of Financial Proposal

Applicants are instructed to submit their financial proposals in EURO for this consultancy to procurement.be@undp.org using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780. The proposals should be sent via email with the following subject heading: “Financial Proposal/UNDP RO Brussels-Operations Clerk” latest by 20th December 2017. Proposals received after the deadline will be rejected. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown. The term ‘all-inclusive” implies that all costs (professional fees, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal.  No travel expenses will be involved as this is a home-based assignment.

Application Evaluation Process:

Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  • Responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.

Technical Criteria weight: [70%]

Financial Criteria weight: [30%]

Only Individual Consultants obtaining a minimum of 49 points (70%) on the Technical evaluation will be considered for the Financial Evaluation. Technical Criteria - 70% of total evaluation – max. 100 points:

  • Criteria A – relevant work experience-max points:20;
  • Criteria B - Experience in drafting documents, organizing events/meetings-- max points: 25;
  • Criteria C – Knowledge of online communication tools, data collection/analysis– 25.
  • Criteria D – Interview –  max points: 30

Financial Criteria – 30% of total evaluation – maximum 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

UNDP will apply a fair and transparent selection process that will take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. Please go the following link for the General Conditions of Individual Contracts: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf

UNDP retains the right to contact references directly.

Payments will be made only upon confirmation by UNDP that contract obligations have been delivered in a satisfactory manner. Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org.

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.


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.

If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

© 2016 United Nations Development Programme