Consultant for Administrative and Operational Support


Location : New York, UNITED STATES OF AMERICA
Application Deadline :31-May-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
17-Jun-2019
Duration of Initial Contract :65 working days
Expected Duration of Assignment :17 June - 30 September 2019

Background

 

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan.  BPPS’s staff provides technical advice to Country Offices; advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, South-South and Triangular cooperation initiatives, and engages in UN inter-agency coordination in specific thematic areas.  BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response.  BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results based management and performance monitoring with more effective and new ways of working.  BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.

HIV, Health and Development Approach

UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, Tuberculosis and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development leverages the organization’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development.

First, UNDP helps countries to mainstream attention to HIV and health into action on gender, poverty and the broader effort to achieve and sustain the Sustainable Development Goals.  For example, UNDP works with countries to understand the social and economic factors that play a crucial role in driving health and disease, and to respond to such dynamics with appropriate policies and programmes outside the health sector. UNDP also promotes specific action on the needs and rights of women and girls as they relate to HIV.

Second, UNDP works with partners to address the interactions between governance, human rights and health responses. Sometimes this is done through focused or specialized programmes, such as promoting attention to the role of legal environments (law and access to justice) in facilitating stronger HIV responses, including the use of flexibilities in intellectual property and human rights law to lower the cost of drugs and diagnostics and to increase access to HIV-related treatment.  UNDP also works to empower and include people living with HIV and marginalized populations who are disproportionately affected by HIV - also known as key populations - such as sex workers, men who have sex with men, transgender people.  Beyond these focused efforts, UNDP plays a key role in ensuring attention to HIV and health within broader governance and rights initiatives, including support to district and municipal action on MDGs, strengthening of national human rights institutions and increasing access to justice for marginalized populations.

Third, as a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multisectoral health projects, while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time. The UNDP/Global Fund partnership is an important part of this work, facilitating access to resources for action on MDG 6 by countries that face constraints in directly receiving and managing such funding. UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as interim Principal Recipient in these settings, working with national partners and the Global Fund to improve management, implementation and oversight of Global Fund grants, while simultaneously developing national capacity for governments or local entities to be able to assume the Principal Recipient role over time.

Objective of the assignment:

The consultant will be responsible for providing financial, administrative, travel, and other operational support to the HIV, Health and Development Group.


Duties and Responsibilities

Under the overall supervision of the Operations Specialist, the Consultant will be responsible to:

Support in Resource and Budget Management Functions:

  • Provides programme/project management support to the HHD team, such as:

    • Creating and managing projects in ATLAS;

    • Providing COA authorizations; creating requisitions; raising receipts; implementing budget and project award revisions; and project status; determination of unutilized funds, maintaining the internal expenditures control system;

    • Take corrective actions and resolve issues on exceptional transactions, including budget errors, as well as un-posted vouchers, including e-requisitions, purchase orders, vouchers;

    • Tracking, monitoring and reporting on the use of project resources;

    • Conducting budget checks for accuracy of Requisitions, Purchase Orders and Payment Vouchers;

    • Ensures the compliance of arrangements for project approval, implementation, general operations, and closure of projects with UNDP policies and regulations; and

    • Reviews, verifies and reconciles financial data and reports to ensure accuracy and conformity with UNDP financial and administrative rules and regulations.

  • Identifies and escalates project related issues, proposing and contributing to the development of solutions.

  • Generate reports and information on routine implementation of projects and programme/project status.

  • Monitor and track all donor agreements and contributions received and expected and supports preparation of financial and donor reports;

  • Build a financial dashboard for the HHD global resources.

General operational and administrative support:

  • Provide administrative assistance to the group when requested.

  • Support the travel of the HHD team, undertake all related travel arrangements. Liaise with the visa desk, bureau, country offices, and other agencies on logistics and documentation for the Cluster Leaders. Including initiating the Travel Authorization in ATLAS Travel and Expense Module and post travel process – collecting F10, expense checklist and Expense Report if needed. Prepare the following in the Atlas travel and expense module: travel requests, expense checklists and expense reports.

  • Provide travel and logistical support, especially as related to conferences, ie. Coordinating and handling all documentation, vendor profiles of participants, and general logistics as related to the conference needs.

Provide procurement support focusing on the achievement of the following results:

  • Provide support to all aspects of the programme/projects and operations, as required, through ATLAS and all aspects of the procurement planning and requisitioning in accordance with established procedures.

  • Support the office with the coordination with the appropriate procurement colleagues in obtaining necessary clearances, as well as preparing CAP and ACP submissions as needed.

  • Provide administrative assistance with initiation of project level procurement activities (small purchases, printing, editing and design services).

  • Ensure timely preparation and submission of requests for payment to Finance.

  • Create e-requisitions and ensure their valid status (approved and budget checked).

Assist in keeping documents of the cluster up to date and in order:

  • Maintain an electronic copy filling system, ensuring safekeeping of confidential materials by following the established filing and archiving standards and procedures for the Bureau: organizes, updates and maintains all project/programme-related documents; scans and ensures proper digital filing of all Unit documents that must be retained in support of corporate policies; and collects and disseminates information related to thematic area, including inputs for donor reports and provides information when requested from various sources.

  • Assist in maintaining and updating a full inventory of Agreements, consultants, service contracts and ensures monitoring of compliance with corporate approvals by CAP/ACP/CPO.

  • Create and maintain electronic folders on project documents, correspondence, reports and other materials for each of the above categories.

  • Willing to take on other tasks as requested.

Expected Outcomes and Key Deliverables:

  • Effective provision of support in respect to the project budget and resource management.

  • Effective administration support provided for project implementation.

  • Logistical and operations support is provided for the team.

  • Project files and documents are kept updated.

Reporting: The consultant will report to the Operations Specialist.

Travel:

There is no anticipated travel for this assignment.

Evaluation:

Applicants will be screened against qualifications and competencies specified below through a desk review or an interview process. Applicants will be evaluated based on: Cumulative analysis method that combines the results of technical (70%) and financial (30%) evaluation results.

Technical Evaluation Criteria (maximum 70 points):

  1. At least 5 years of relevant operations, admin, procurement and/or travel services experience - 20 points

  2. Experience with UN Agencies, UNDP, Global Fund admin and travel procedures - 10 points

  3. Demonstrated experience in project budget management – 15 points

  4. Experience with UNDP ERP system or similar, would be an advantage – 15 points

  5. Demonstrated experience in procurement and contract management – 5 points

  6. Demonstrated experience in usage of computers and office software packages (MS Word, Excel, etc) – 5 points

Financial Evaluation Criteria (maximum 30 points):

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

Payment Method: Payment will be based on timesheet and certificate of payments, based on the all-inclusive daily fee and upon certification by the direct supervisor.


Competencies

Organizational 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.

Functional competencies:

  • Results driven and initiative taking.

  • Systematic, organizational, analytical skills, thorough and attention to details.

  • Demonstrated ability to think fast in a logical and organized manner.
  • Confidentiality.
  • Highly proficient in the use of IT of all kinds.
  • Excellent negotiation, communication and networking skills.
  • Excellent multi-tasking abilities and ability to work under pressure and meet deadlines.

Partnership building and team work:

  • Client oriented and assists in identifying solutions to problems.
  • Demonstrated well developed people management skills.
  • Strong ability to work with teams; creating an enabling environment and supporting colleagues.
  • Demonstrated flexibility in a multi-cultural environment.

Communications and Advocacy:

  • Demonstrated ability to write clearly and convincingly.
  • Good research and writing skills with demonstrated ability to think strategically.
  • Excellent capacity to communicate clearly and concisely.
  • Strong inter-personal, negotiation and liaison skills.


Required Skills and Experience

Education:

  • A Bachelor’s Degree in Business Administration or related fields with specialized certification in Finance or Accounting is required.

Experience:

  • A professional accounting certificate from an internationally recognized institute of accountancy such as CA, CPA, ACCA, CIMA, CIPFA will be an asset.

  • Minimum five years of progressively responsible experience in finance, administrative functions or accounting is required.

  • Experience in programmes and project financial resources management is considered an asset.

  • Experience of finance applications in UNDP’s ERP System Atlas is an asset.

  • Experience on UNDP’s Financial Regulations, Rules and Regulations including processes, procedures, guidelines and systems is an asset.

Languages:

  • Fluency in written and spoken English is required.

  • Knowledge of another UN language an asset.

 

Guidelines for Applications:

Interested applicants are advised to carefully review this advertisement and ensure that they meet the requirements and qualifications described.

Qualified candidates are requested to apply online via this website. The application should contain:

Please note that our system only takes one attachment. Therefore, kindly scan all your documents into a single PDF file to upload.

*Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. rent of dwelling, fee, health insurance, vaccination, visa costs and any other relevant expenses related to the performance of services). All envisaged costs (except of the unforeseen travel costs for missions, if any) must be included in the financial proposal. Unforeseen travel costs for missions, if any, will be paid separately according to UNDP rules and regulations. All envisaged travel costs must be included in the financial proposal. Per diems cannot exceed UN DSA rates (http://icsc.un.org/rootindex.asp).

Security: 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 https://trip.dss.un.org

Incomplete applications will not be considered. Please make sure you have provided all requested materials.

Due to large number of applications we receive, we are only able to inform 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.

ANNEX 1- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS is provided here: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf


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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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