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Office Support Consultant
|Advertised on behalf of :|
|Location :||Brussels, BELGIUM|
|Application Deadline :||15-Apr-19 (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)
|Duration of Initial Contract :||5 months (100 working days)|
|Expected Duration of Assignment :||Can be extended up to 24 months, based on need, performance and funding|
Duties and Responsibilities
The programme requires the services of a consultant to:
The assignment entails:
Output 1. Provide administrative support to the UNCDF team in Brussels during audit of the Brussels office: Review programme files from the period 2014-2019. Create a file map. Populate relevant archives, agreed with the Operations Analyst, including: Travel files, expense files, contract files, vendor records. minutes and procurement records. Ensure that all MM4P files and reports are in order for the project.
Deliverables: Reviewed programme files for the period of 2014-2019, Support the Operations Analyst during audit
Output 2. Support the Brussels team in the preparation of an audit package for the audit period of 2018 and up to Quarter 2 of 2019: Prepare preliminary information package for 2018 period Audit. Based on existing archives, including contracts, invoices, approvals, transaction records and correspondence. Point out missing data to the team, help retrieve information from project managers.
Deliverable: Preliminary information package is satisfactorily prepared.
Output 3. Organise the programme´s team meeting in Q2 2019: Build capacity, admin and operations for planning and organizing conferences and events. Support the knowledge and communications team in the planning process. Make reservations with vendors. Support the operations analyst with travel arrangements. Liaise with guests to respond queries.
Deliverable: Satisfactory support provided for organizing conferences and events
Output 4. Re-arrange the programme files: As a result of the findings in output 1, migrate files and relevant document to a new structure, agreed upon with the Operations Analyst. Map new file, debrief team. Compile lists of missing documents and support the team in updating and retrieving missing files.
Deliverables: Programme files are satisfactorily re-arranged, List of missing documentation
Output 5. Support the Operations Analyst with the annual work plan revision in Q3 2019: Analyse financial reports and support the operations analyst with the budget forecast. Update office budget. Analyse project reports and transactions and update annual work plan.
Other related functions as agreed with the Operations Analyst: e.g. prepare transaction packages for travel, prepare minutes and reports.
Required Skills and Experience
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.