Background

Under the direct supervision of the HR Officer, the Documentation Clerk provides reliable documentations services to the Human Resources Unit

Duties and Responsibilities

Scope of Work

1. Establishing and maintaining an electronic filing system and hard copy files;
2. Scanning, photocopying and storing digital documents;
3. Indexing, tracking and setting up easy retrieval system of electronic/hard copy documents.
4. Proper filing of all human resource related documentation;

Expected Outputs and Deliverables

• Ensure maintenance of electronic filing system, focusing on achievement of the following:
• Organize files and documents with a view to maintaining the HR filing system in accordance with the UNDP Global Filing System;
• Open new subject files as required and dispose of old files in accordance with the established retention schedule;
• Maintain safe keeping of documents making sure files are properly stored and easily accessible;
• Create automatic links from different types of documents;
• Create a document retrieval system and its access for authorized users (including configurable inquiry screen enabling users to search by certain identifiers);
• Establish and maintain a records system of file movements within the HR Unit, maintenance of the unit’s circulation and reading files;
• Participate in meeting and contribute to discussions on the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff; a highly flexible archiving solution;
• Ensure document security in archiving.

Competencies

Corporate competencies:

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

Functional and technical competencies:

• Strong knowledge of the latest theories and concepts in urban development and sustainable cities in the Philippines and broader region;
• Strong analytical and research skills;
• Familiarity with current actors working on urban development challenges in the Philippines;
• Strong communication skills and ability to communicate with different stakeholders;
• Excellent in oral and written communication; have skills to write independent reports, documents, maintain systems and procedures in administering programs.

Required Skills and Experience

Education

• University Degree in Business or Public Administration Record Management, Human Resources desirable but it is not a requirement;
• Certificate in Administration desirable;

Experience

• 0 to 6 months relevant work experience;
• Excellent oral and written communication skill, strong interpersonal skills and ability to work as part of a team in a multicultural environment;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Language

• Fluently written and spoken English

Scope of Price Proposal and Schedule of Payments

The Documents Clerk is to be paid 100% upon submission and acceptance of the following outputs on a monthly basis. The Offeror must submt an all inclusive price proposal per month.

Criteria for Selection of the Best Offer

Offers will be evaluated based on combined scoring method – where the Technical Proposal will be evaluated based on qualifications in the CV and brief description of previous work. The Technical evaluation and is weighted a max. of 70%.

The Financial Proposal that will be evaluated through submission of the Offeror’s Letter to UNDP Confirming Interest and Availability for the IC including Financial Proposal Template and combined with the price offer will be weighted a max of 30%;

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based in the following qualifications (with the appropriate obtainable points):

Recommended Presentation of the Offer

Interested Offerors must submit all documents to procurement.ph@undp.org:

1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
2. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. If an 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 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.
3. Personal CV/P11 indicating all past experience from similar projects or requirements, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
4. Brief description of not more than 5 pages long: why the candidate considers him/herself as the most suitable for the assignment, highlighting specialized background advantages for the scope of work and requirement.

Please visit http://procurement-notices.undp.org/view_notice.cfm?notice_id=52096 to access the Letter of Confirmation of Interest and Availability and view the complete details of Terms of Reference.

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.