Programme Assistant (Compliance & data collection)


Location : Brussels, BELGIUM
Application Deadline :14-Sep-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
08-Oct-2018
Duration of Initial Contract :12 months
Expected Duration of Assignment :12 months

Background

UNDP’s Representation Office in Brussels supports and promotes the partnership between the European Union (EU) and UNDP built on shared values and objectives for advancing peace and security, human rights and development. Both parties are committed to the 2030 Agenda for Sustainable Development and to supporting countries’ progress and investing in their efforts to end poverty, protect the planet and build prosperity for all.

This position is placed within the Country Office Support Team (COST) which focuses primarily on supporting UNDP-led implementation of EU-funded operations taking place in around 140 countries worldwide. The incumbent is expected to provide support to the work of the COST in the areas of (1) compliance with the established regulatory framework of EU and UNDP (2) data collection and processing. The detailed description of tasks is provided below. 

The incumbent must be self-motivated, with the capacity to take initiatives and be results and solutions oriented. He/she must have a good sense of self-organisation and flexibility. With excellent communications skills, s/he should be able to work effectively under pressure and meet tight deadlines.

The incumbent will perform his/her duties under the direct supervision of the Programme Analyst heading the COST at the UNDP Brussels Office. 


Duties and Responsibilities

Description of responsibilities & key deliverables

  • Review the existing guidance relating to formulation of EU-funded programme/project proposals in light of the latest EU-UN contractual framework;
  • Prepare guidance for streamlined clearance of EU-UNDP agreements;
  • Update the existing database, review its functionality and propose adjustments to improve its effectiveness;
  • Update of guidance relating to reporting requirements stemming from EU’s PAGODA 1 & 2 contracts templates;
  • Review the existing data collection practices, propose adjustments to streamline processes;
  • Assist with the preparation of reports relating to EU-UNDP partnership in 2018 (data compilation, editing/formatting, coordination of inputs from various parties);
  • Review and update the early-warning functions (Outlook & Excel functionalities) used with regards to project’s main contractual milestones; 
  • Create a depository of “best practices” (identification of cases, editing/formatting) as per given specifications.
  • Respond to ad-hoc requests for additional support in the above-indicates areas.

 


Competencies

Core  Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values;
  • Demonstrates integrity and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

  • Excellent writing, communication skills
  • Proficiency in the use of office IT applications - specifically MSWord, Excel, PowerPoint, Outlook, Internet Explorer functions
  • Good knowledge and experience of UNDP working environment and organisational set-up, and/or of other UN entities
  • Sound knowledge of the EU’s external funding streams, its institutions and working modalities
  • Proven administrative and organisational skills within an office
  • Ability to plan, organize, implement and report on work
  • Ability to review a variety of data, identify patterns and problems, solution-orientation
  • Ability to work under pressure and meet strict deadlines


Required Skills and Experience

Recruitment Qualifications

Education:

  • University degree (Masters degree) is a prerequisite, preferably in Public Administration, Political Sciences, International relations, or similar field

Experience:

  • At least 5 years of experience relevant to the above-indicated responsibilities & deliverables is required;

Language Requirements

  • Fluency in written and spoken English and French;
  • Knowledge of other languages, especially Spanish and/or Portuguese would be considered an asset.

Other – Selection Criteria

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 docs in one file):

  • Personal History Form (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 (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc
  • An updated curriculum vitae.
  • A motivation letter  prepared by the candidate detailing how he/she is best fit for this consultancy given his/her experience and background

Step 2: Submission of Financial Proposal

Applicants are instructed to submit their financial proposals in EUR 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/BRO- Programme Assistant” latest by September 14th , 2018 . Proposals to be 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, travel related expenses, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal. 

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 70% on the Technical evaluation would be considered for the Financial Evaluation.

Technical Criteria - 70% of total evaluation – max. 100 points:

  • Excellent understanding of EU external funding streams;– max 30 points;
  • At least 3 years' experience in working with UN System (preferably with UNDP, alternatively - another UN entity that has a significant partnership with the EU) is required; – max 20 points;
  • In-depth knowledge and skills in office IT applications (MSWord, Excel, PowerPoint, Outlook, Internet Explorer) – 20 points;
  • Excellent writing skills in English, as proven by records – 15 points
  • English and French language proficiency (with other language proficiency an asset) – 15 points

Financial Criteria - 30% of total evaluation

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 is applying fair and transparent selection process that would 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 of UNDP on delivering on the contract obligations 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.

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