UNDP Jobs - 79453- Executive Administrative Assistant Consultant, UND

Executive Administrative Assistant Consultant, UNDP/BERA/QM

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

04-Sep-2018

Application Deadline :

02-Jul-18 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

7 months

Languages Required :

English

Expected Duration of Assignment :

7 months with possibility of extension subject to budget availability and performance

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.

Background

In 2009, the UN Secretary-General designated H.M. Queen Máxima of the Netherlands as his Special Advocate for Inclusive Finance for Development (UNSGSA). The main function of the Office of the UNSGSA is to support Her Majesty in her global and country level work. For more information, please visit our website www.unsgsa.org

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 executive administrative 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. S/he 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:

Support preparation of UNSGSA official visits by helping to pull together all the material necessary for the briefing dossier; print and organize the briefing dossier for the team.
Support travel management processes by coordinating visa applications, obtaining security clearances when appropriate, preparing travel requests and travel claims in line with travel entitlements for the team and consultants.
Draft correspondence (standard letters, memos, faxes, etc.) using proper grammar, punctuation and style, and proofread materials.
Draft minutes of meetings and provide assistance in formatting/proof reading large documents.
Maintain current distribution lists, phone/address lists of contacts, and distribute documents for the team.
Manage filing system ensuring safekeeping of confidential materials.
Serve as a back-up to Programme Analyst on administrative tasks.
Conduct research and retrieve statistical data from internal and external sources and perform other analytical tasks as may be requested by the Director.
Expected outputs and deliverables:
Briefing dossiers for the UNSGSA missions.
Travel arrangements and travel claims of UNSGSA team members.
Draft letters and memos with proper grammar and spelling.
Proofread letters and other documents.
Search for biographies of people that the UNSGSA would meet and revise these biographies according to the Office format.

Ongoing: draft minutes of meetings, update and sustain office contact database, assist with electronic filing of documents, provide logistics support during events organized by the office.

Competencies

Development and Operational Effectiveness:

Very effective at multi-tasking, while maintaining high quality.
Attention to detail
Strong ability to learn.

Creative solutions:

Works toward creative solutions by analyzing problems carefully and logically.
Ability to work independently.

Priority setting:

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

Achieving results:

High capacity to meet deadlines.
Focuses on achieving results for external and internal clients.

Technical knowledge:

Ability to prepare meeting minutes and proof-read documents.
Strong organizational skills.
Willingness to learn UNDP systems.

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:

Diploma/Certificate in Secretarial Studies or Office Management or Business Administration; or University degree in Business or Public Administration.

Years of experience:

3 years of relevant experience in secretarial and administrative support services (travel, budget, proof reading, writing etc.) (required).
Experience in taking minutes.
Experience in drafting official correspondence and proof reading.
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 with high level senior executives and professionals is desirable.
Familiarity with UN/UNDP operations policies and guidelines as well as ERP systems, i.e. Atlas, PeopleSoft is a plus.

Language:

Fluency in written and spoken English is required; especially written skills
Working knowledge of Spanish is a plus.

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) professional references.

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, 2, and 3 will be graded based on CV and interview (40%; 400 points).

Criteria 4 will be assessed based on written test and CV (30%; 300 points)

Criteria 1. Demonstrable experience in administrative support services (travel, budget, proof reading, etc.); Maximum Points: 100;
Criteria 2. Experience in proof reading, drafting, taking minutes; Maximum Points: 100;
Criteria 3 Experience working in a fast-paced environment with high level senior executives and professionals; Maximum Points: 100
Criteria 4. Written Test; Maximum Points: 300; and
Interview: Maximum Points: 100.

Having reviewed applications received, UNDP will invite the top five shortlisted candidates for 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 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

Important Note: This job opportunity is ONLY for US Citizens, US Permanent Resident, or holder of a valid US G4 visa.

Any request for clarification must be sent by email to cpu.bids@undp.org

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.