Background

The United Nations Development Programme (UNDP) Representation Office in Brussels, Belgium 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 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.

Duties and Responsibilities

Nature of services and scope of work:

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

Under the overall supervision of the Deputy Director and the direct supervision of the Assistant to Director, the individual will deliver the following:

           Administrative support to the Regional Focal Points

• Assemble briefing materials;

• Prepare logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office;

• Support the Regional Bureaus in managing calendars and scheduling appointments and meetings, including for visiting colleagues;

• Arrange travel/hotel accommodation and other logistics;

• Support in the organization of official events/hospitality (lunches, dinners);

• Print document, prepare meeting rooms;

• Interact with catering companies and suppliers.

   

  Facilitate effective communications and information management support

• Facilitate and enhance the flow of information and communication between the Regional Bureaus and other Units within and outside the office;

• Review, prioritize and route correspondence to and from the Office; follow-up action and keeping respective staff informed;

• Review correspondence for internal clearances and signatures;

• Respond and/or direct inquiries to the appropriate Office for timely action and/or response.

   

  Support to external relations activities 

• Support Office interaction with various external partners (governmental officials, donors, civil society, UN agencies and other partners) through collaborative and proactive relationship with counterparts and colleagues in those offices.

Competencies

           Core Values and Ethics:

• Demonstrates integrity and ethical standards;

• Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved;

• Demonstrates commitment to UNDP’s mission, vision and values by supporting corporate goals;

• Complies with UNDP’s rules, regulations and code of conduct;

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

   

  Task Management Skills:

• Solid experience in meeting/conference planning and management;

• Excellent planning and organization skills with ability to implement and report on work;

• Demonstrates ability to identify problems and proposes solutions to resolve a wide range of complex issues/problems;

• Documents processes to support change initiatives;

• Maintains effective client relationships.

   

  Communications:

• Writes clearly and effectively;

• Speaks clearly and convincingly;

• Listens actively and responds effectively;

• Good phone etiquette;

• Acts as a team player while also taking individual initiative to complete outlined tasks.

   

  Technical Skills:

• Demonstrated ability in usage of Microsoft office suite; presentation software applications;

• Experience in handling of web-based management systems.

Required Skills and Experience

           Education:

• Post-secondary education with a focus on Secretarial studies or Office Management.

   

  Experience:

• At least one (1) year of relevant experience in Administration and Office management;

• Experience of UN/UNDP or other (inter)national entity work environment and organizational set-up an asset.

   

  Language Requirements:

• Fluency in oral and written English and French is required;

• Working knowledge of other UN official languages is an advantage.

           Other:

• Applicants should have Belgian Residency or Right to Work in the country.

APPLICATION SUBMISSION PROCEDURE

          I. Submission of Application

Interested candidates must apply through the UNDP Job site as follows:

• Use the section for the cover letter (motivation letter) provided in the UNDP Job site;

• Upload a recent Personal History Form (P11) or Curriculum Vitae to the UNDP Job site.

   

  Notes:  Please note that the site accepts only one uploaded document; the above documents should therefore be scanned in one file and uploaded to the online application as one document. Incomplete submission can be a ground for disqualification.

   

  II. Submission of Financial Proposal

  Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal within the given deadline. The financial proposal (in EUR amount) should be submitted to the following email address: procurement.be@undp.org using the financial proposal template provided in annex.

   

  Email subject heading: “Financial Proposal/BRO- Assistant”.

   

  Proposals received after the given deadline will be rejected. 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.

   

Evaluation Process

Applicants will be reviewed based on the Required Skills and Experiences stated above and based on the technical evaluation criteria outlined below. Applicants 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:

• 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 weights 70% and financial criteria/proposal weighs 30%.

Only Individual Consultants obtaining a minimum of 70% on the Technical Evaluation will be considered for the Financial Evaluation.

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

• Criteria A: Relevant work experience – max 20 points;

• Criteria B: Experience in drafting documents, organizing events/meetings - max 25 points;

• Criteria C: Knowledge of online communications tools, data collection/analysis - max 25;

• Criteria D: Interview – max 30 points.

   

  Please note that only shortlisted candidates will be contacted. The top 5-10 candidates after the desk review evaluation will be invited for interview.

   

  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 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

Contract Award

UNDP is applying fair and transparent selection process that would take into account both the technical qualification of the applicant as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores.

UNDP reserves the right to contact references directly.

Payment modality

Corresponding payments shall be made following certification by UNDP that the services requested have been satisfactorily performed and deliverables have been achieved.

Other

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director.

Individual 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 can inform only the successful candidates about the outcome or status of the selection process.

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

Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC General Terms and Conditions

Annex 3 – Financial Proposal Template (http://procurement-notices.undp.org/view_file.cfm?doc_id=45780)

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.