Administrative/Document Production Assistant Consultant,BERA,UNSGSA

Application Deadline :09-Apr-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :Seven months with possibility of extension for additional 12 months subject to availability of funds
Expected Duration of Assignment :Seven months with possibility of extension for additional 12 months subject to availability of funds


In September 2009, the UN Secretary-General designated H.M. Queen Máxima of the Netherlands as his Special Advocate for Inclusive Finance for Development (UNSGSA).  As UNSGSA and Honorary Patron of the G20 Global Partnership for Financial Inclusion (GPFI), Queen Máxima raises awareness and advocates specific policies, investments and actions with governments, regulators, private companies, international institutions and diverse additional stakeholders, all with view of how inclusive financial systems can help to reduce poverty, equalize opportunity and accelerate progress toward numerous development goals.   She does so through country visits, speeches, meetings, convening of stakeholders and other outreach.  This requires careful, comprehensive and rigorous analysis of local conditions, policies, available services and public priorities, as well as the needs of households, enterprises and communities.

The UNSGSA’s work is done in partnership and with wide consultation among the many stakeholders working to advance financial inclusion—and those affected by it. She collaborates closely with an advisory Reference Group of leading international organizations in financial inclusion to share expertise and suggest strategic opportunities that she can advance through advocacy and partnerships. Reference Group members include: Alliance for Financial Inclusion (AFI), Bill & Melinda Gates Foundation, Better Than Cash Alliance, Consultative Group to Assist the Poor (CGAP), International Finance Corporation (IFC), the International Monetary Fund (IMF), Omidyar Network, UN Capital Development Fund (UNCDF), UN Development Programme (UNDP), UN Department of Economic and Social Affairs (UNDESA) and The World Bank. The UNSGSA also consults and/or cooperates with the UN Rome based agencies and the wider UN system, the UN secretariat, UN country teams, multilateral organizations, private financial institutions, companies, donors, civil society organizations and the media.

A small team works closely with Queen Máxima and her secretariat in The Hague to coordinate and advance her UN and G20 activities. The Office of the UNSGSA is housed at BERA/UNDP in New York and receives financial support from the Bill & Melinda Gates Foundation.

Duties and Responsibilities


The Office of the UNSGSA is seeking an administrative/document production assistant, with excellent computer skills, attention to detail and organizational abilities, to support a fast-moving team.  The consultant will work from the Office of the UNSGSA in New York City.  The consultant will report to the Programme Analyst for daily management, and ultimately to the Director, Office of the UNSGSA.  

The consultant will begin as soon as possible, and be responsible for, among other deliverables:

  1. Support the timely and efficient organization by the Office of events, meetings and initiatives including assisting with logistics, preparing invitations, maintaining participation lists, compiling, printing and organizing background materials into briefing books.
  2. Support travel management processes by coordinating travel arrangements (booking itineraries, coordinating visa applications, obtaining security clearances when appropriate, preparing travel requests and travel claims in line with travel entitlements for UNSGSA staff and consultants).
  3. Proof read and format briefing notes, correspondence, and background documents.
  4. Assist preparing weekly briefing (Tracker) for the UNSGSA and taking minutes
  5. Continue population and maintenance of the Office database of contacts. 
  6. Maintenance of the filing system ensuring safekeeping of confidential materials.
  7. Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
  8. Ability to read budgets is a plus.

Expected deliverables:

  • Support to upcoming UNSGSA advocacy missions: assist with compilation of briefing books including proof reading and formatting of briefing notes/background documents, printing and organizing briefing book binders.
  • Coordinate travel for O/UNSGSA staff members and consultants.  Prepare post travel claims.
  • Ongoing: update office contact database, assist with electronic filing of documents, provide logistics support during events organized by the office.


Development and Operational Effectiveness:

  • Exhibit sharp attention to detail and ability to track and organize multiple issues.
  • Very effective at multi-tasking.
  • Strong ability to learn.

Creative solutions:

  • Works toward creative solutions by analyzing problems carefully and logically.

Priority setting:

  • Sets priorities, produces quality outputs, meets deadlines and manages time efficiently.

Achieving results:

  • Focuses on achieving results for external and internal clients.

Technical knowledge:

  • Demonstrates sufficient technical knowledge to perform effectively in own specialty;
  • Ability to prepare minutes meetings and proof reading documents.

Team player:

  • Displays open, co-operative behavior with other team members.
  • Have a can do, whatever it takes to get it done attitude, comfortably with a certain fluidity and a fast-pace;
  • Convey a sense of humor, and ability not to be flustered and to find solutions across cultures.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

Academic qualifications:

University Degree in Business or Public Administration, Economics, Political or Social Sciences or other related field is required.


  • 5 years of relevant experience in administration/document production or project support services (travel, budget, event planning, logistics, protocol, proof reading, etc.(required) 
  • Strong capacity to meet deadlines.
  •  Adept in use of multiple media –computers, smart phones, databases, etc. with strong skills in MS Word and Excel.
  • Experience in functioning in a fast-paced environment in multinational organization with high level senior executives and professionals is desirable. Strong inter-personal skills are key.
  • Pro-active assistant able to carry out tasks with a high degree of initiative and independence in delivering required outputs.
  • Familiarity with UN/UNDP operations policies and guidelines as well as knowledge of ERP systems, i.e. Atlas, PeopleSoft, is an asset


  • Fluency in written and spoken is required;
  • Working knowledge of Spanish is a plus.
  • Working knowledge of another UN language would be an asset

Application Procedure

The application package containing the following (to be uploaded as one file):

  • Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
  • Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3)

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

  • The financial proposal should specify an all-inclusive daily fee (based on a 7-hour working day - lunch time is not included - and estimated 21.75 days per month).
  • The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
  • In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should 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.
  • If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  • Being responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (700 points):

  • Criteria 1. Demonstrable experience in administration/document production or project support service (travel, budget, event planning, logistics, protocol, proof reading, etc.). Maximum Points: 200;
  • Criteria 2. Excellent computer skills including MS Office Suite (Excel) and databases. Maximum Points: 100;
  • Criteria 3. Experience working in a fast-paced environment in multinational organization with high level senior executives and professionals. Maximum Points: 100;
  • Criteria 4. Familiarity with UN/UNDP finance and operations policies and guidelines as well as knowledge of ERP systems, i.e. Atlas, PeopleSoft Maximum Points: 50;
  • Written Test: Maximum Points: 100; and
  • Interview: Maximum  Points: 150

Having reviewed applications received, UNDP will invite the top four shortlisted candidates for written test and interview. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (490 points) of the maximum obtainable points for the technical criteria (700 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (300 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

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of the Programme Analyst for daily management, and ultimately to the Director, Office of the UNSGSA and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

  • Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.
  • The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents):

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 – IC General Terms and Conditions

Annex 4 – RLA Template

Any request for clarification must be sent by email to 

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

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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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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