Project Coordination Assistant (Greek Speaking)


Location : Nicosia, CYPRUS
Application Deadline :05-May-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-Jun-2019
Duration of Initial Contract :6 months up to 72 days (with the possibility of extension)

Background

UNDP works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. Through cultural heritage conservation projects, community engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peacemaking and practical confidence building processes with funding from the EU.

The EU funded “Support facility to the bi-communal Technical Committees” project aims to support the work of the Technical Committees established by the two leaders of both the Greek Cypriot and Turkish Cypriot communities, to improve the everyday lives of Cypriots, by facilitating greater interaction and understanding and building confidence amongst the communities of Cyprus. In consultation with relevant stakeholders, this facility will contribute to this aim through the provision of capacity-building and project-enabling support to the Technical Committees.

Within this context, UNDP is seeking two Project Coordination Assistant’s, one Greek speaking and one Turkish speaking to work together to support the implementation of this project.


Duties and Responsibilities

Under the overall guidance of the Senior Programme Manager/ Head of Office and the and direct supervision of the Programme and Communications Analyst the Project Coordination Assistant will be responsible for providing support to the day to day coordination of the ‘Support facility to the bi-communal Technical Committees” by undertaking the following:

  • Support the establishment of the facility including the setting up of the hub.
  • Staff the drop-in facility during the agreed opening hours.
  • Provision of support to the technical committees in the drafting and preparation of proposals.
  • Review of proposals in order to ensure compliance.
  • Collating and summarizing of proposals in preparation for the Steering Committee.
  • Organizing of regular steering committee meetings and ensure that decisions are well documented in accordance with the assessment process.
  • Oversee the funding allocation processes ensuring coordination with all relevant stakeholders, in line with the guidelines.
  • Provide operational support in the conceptualization, development and implementation of actions as agreed by the steering committee.
  • Maintain a centralized portfolio of all active and closed proposals, and provide regular updates to the Steering Committee;
  • Maintain cooperation with all stakeholder and provide assistance in the implementation of the actions to ensure effectiveness;
  • Monitor the implementation of actions to ensure achievement of project targets as agreed with the Steering Committee;
  • Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
  • Provision of inputs to preparation of procurement team results-oriented workplans.
  • Support to implementation of procurement processes including support to the preparation ToRs for of RFQ, RFP and Individual consultancies and solicitation of quotes from suppliers and the evaluation process/reporting.
  • Liaison with vendors for the request/collection of the required vendor details.
  • Request of E-Requisitions and Purchase Orders.
  • Provision of administrative and logistical services/
  • Maintenance of records on assets/inventory at the Hub and assets management.
  • Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
  • Undertake any other duties as needed in consultation with the supervisor.

Deliverables

The following deliverables are expected from the consultancy:

  • Staffing of the drop-in facility including summary of the types of support provided;
  • Summary of proposals received, outcomes of the assessment process and final decisions from the Steering Committee;
  • Regular timely inputs into the procurement processes including timeline for selection, outline of assessment process and final ToRs as approved by all stakeholders;
  • Support to the coordination of the implementation of the activities of the Technical Committees as approved by Steering Committee;
  • Monthly activity reports including progress towards agreed targets and indicators and recommendations for improving efficiency;
  • Support to the production and distribution of communications materials
  • Maintenance of the appropriate files in accordance with the needs of the procurement unit.

Payments will be released in monthly installments, upon submission of a time sheet and monthly progress report on completed tasks certified by the reporting officer. Summary of specific tasks will be agreed with the Supervisor at the beginning of each month.


Competencies

Core Competencies

  • Communication
  • Delivery
  • Innovation
  • Demonstrate/safeguard ethics and integrity
  • Demonstrate corporate knowledge and sound judgment.
  • Self-development, initiative-taking.
  • Encourage and participate in open communication in the team, communicate effectively.
  • Manage conflict.
  • Informed and transparent decision making.

Corporate competencies

  • Demonstrates integrity by modeling the UN’s values and ethical standards.
  • Promotes the vision, mission, and strategic goals of UNDP.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favoritism.
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.

Functional competencies

  • Excellent organizational skills.
  • Excellent computer skills (including, MS Outlook, Excel, Word, PowerPoint, etc.).
  • Sound knowledge of local community development principles, trends, and policies in Cyprus.
  • Ability to set priorities, meet specific objectives, use political judgment and knowledge.
  • Good interpersonal skills, diligence, open mindedness, and dedication.

Professionalism

  • Shows pride in work and in achievements.
  • Demonstrates professional competence and mastery of subject matter.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Is motivated by professional rather than personal concerns.
  • Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication

  • Speaks and writes clearly and effectively.
  • Listens to others, correctly interprets messages from others and responds appropriately.
  • Asks questions to clarify and exhibits interest in having two-way communication.
  • Tailors language, tone, style and format to match the audience.
  • Demonstrates openness in sharing information and keeping people informed.

Planning & Organizing

  • Identifies priority activities and assignments; adjusts priorities as required.
  • Allocates appropriate amount of time and resources for completing work.
  • Foresees risks and allows for contingencies when planning.
  • Monitors and adjusts plans and actions as necessary.
  • Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines.
  • Demonstrates ability to quickly shift from one task to another to meet multiple support needs.


Required Skills and Experience

Education:

  • Bachelor’s degree in social sciences, international relations, project management or related field.

Experience:

  • At least 2 years of relevant work experience in project implementation and monitoring in either an international development organization, civil society organization, private sector or local/national government.
  • Knowledge of the Cypriot context.
  • Experience working in bi-communal projects and coordinating confidence-building activities is an asset.
  • Experience of working with International Organizations and/or the donor community is an asset

Language Requirements:

  • Fluency in written and spoken English.
  • Knowledge of Greek language.

Other requirements: 

  • Nationals or others legally authorized to work in Cyprus.
  • Valid driving license.

Application:

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:

CV: Submission of CV

References: Contact details of 3 references.

Financial Proposal:

Applicants requested to submit financial proposal for up to 72 working days (a working day will be calculated as 8 hours in total (half an hour break and 7.5 hours of work) could be pro-rated to the actual hours works, and shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.

Evaluation / Selection Process

All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Technical Criteria (CV review and interviews) – 70% of total evaluation– max. 70 points

CV review: 20 points:

Educational qualification as defined in the ToR (10 points)

Experience as defined in the ToR (10 points)

Only candidates who obtained at least 70% of points from the CV review (who will score at least 14 points) will be eligible to be invited for an interview and written test.

Written test: 20 points

Project implementation skills (20 points)

Interview:  30 points

Relevant work experience in project implementation and monitoring – (10 points)

Planning and organizing workload -(10 points)

Knowledge of the Cypriot context - (5 points)

Client focus - (5 points)

Only those individual consultants who obtained at least 70% of points from the interview and written test will be considered for financial proposal evaluation.

Financial Criteria - 30% of total evaluation – max. 30 points.

Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].

UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.

Payment Term:

Monthly payable upon submission of the monthly, certification of payment form, time-sheet and monthly report upon approval of UNDP.


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.


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