Background

The project intends to provide development support services to the Department of Education (DepEd) in the course of its implementation of the 2016 K to 12 Basic Education Program in accordance with the National Acceleration Modality (NAM) agreement provision of procuring the Lot 4 Solar and IT Packages for un-energized schools as well as developing a technical assistance package to include establishment of social accountability mechanism through a Citizen Monitoring System in select regions.

 

The project will cover the provision of the following support services: (a) Procurement, delivery and installation of IT Computer packages (in particular, procurement, delivery and installation of Lot 4 packages); (b) develop and conduct 2 PFM training modules; (c) roll out of the PFM Assessment Tool in select regional and division offices; (d) scaling up of citizen monitoring teams to ensure timely and quality service delivery up to the beneficiary level; and (e) project management, assessment and monitoring. As agreed during the Project Board Meeting, outputs 1 and 2 shall be charged against the DepED budget while outputs 3 and 4 shall be charged against the 2% Technical Assistance (TA) Facility.

 

Institutional Arrangement

The Administrative and Finance Assistant (AFA) will be under the supervision of the Project Manager. The Consultant will be assisting the Project Manager in coordinating all the activities of the project. All works of the AFA will be reviewed by the Project Manager.

 

The AFA will be reporting to UNDP CO to assist in the daily operation of DSS Kto12 through the guidance of the Project Assistant. A monthly report will be needed to process the monthly fee. The AFA will be assisting the PA in the coordinating with Finance unit and Procurement Unit.

 

Duration of the Work

The contract will be for three (3) months to assist in closing of the project.

 

Duty Station

The AFA will be required to report in the Office in Mandaluyong on a daily basis.

 

Scope of Price Proposal and Schedule of Payments 

Consultant must send a financial proposal based on lump sum amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR. In case that the Consultant will be required to travel outside Manila, all related costs will be paid by the Project.

 

Payments will be done upon completion of the deliverables/outputs on a monthly basis.

Duties and Responsibilities

Administrative and Finance Assistant (AFA) will be assisting the Project Manager and Project Assistant in the daily operation of DSS Kto12 project in UNDP Country Office. The AFA will be covering administrative, finance, and travel related tasks.

 

Expected Outputs and Deliverables

Under the guidance of the UNDP Democratic Governance Team Leader and direct supervision of the Project Manager, the Administrative and Finance Assistant shall perform the following:

 

  • Assist in the maintenance of accounting records;
  • Process documents for cash advance, liquidation, and reimbursements in a timely manner, for submission to and approval of the UNDP Finance Officer/ DepEd project manager;
  • Assist in the preparation of vouchers;
  • Assist in the process of incoming payments;
  • Assist in the management of ATLAS system subject to access granted by the UNDP Country Office;
  • Record incoming and outgoing documents related to the project;
  • Preparation of Travel Authorizations and processing in the Travel Module;
  • Maintenance in the filing system ensuring safekeeping of materials;
  • Assist in administrative and logistical duties on meetings, trainings, and events;
  • Focus on the team calendar schedules;
  • Transportation requests on outside office meetings and activities; and
  • Perform other functions as may be directed by the Finance and Admin Officer and the Project Manager.

Competencies

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.

Functional and technical competencies

  • Ability to work in a diverse and multi-cultural environment;
  • Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
  • Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and mature manner;
  • Demonstrates openness to change and ability to manage complexities;
  • Computer literate.

Required Skills and Experience

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 is weighted a max. of 70%.

The Financial Proposal that will be evaluated through submission of the Offeror's Letter to UNDP Confirming Insterest 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):

Criteria for Evaluation

Maximum Obtainable Points

Education

  • College graduate, ideally with a finance / accounting or related background.

 

                     25

Experience

 

  • At least two years of experience in clerical/administrative tasks

 

 

                    25

 

  • At least 1 year of experience working in a diverse and multi-cultural environment

 

                   25

  • At least 1 year experience using ERP or SAP

 

                   25

  • Experience working with an International Organization is an asset

 

 

Language

  • English and Filipino

 

TOTAL

                 100

 

Applicants who will only receive 70 points  from the assessment of the CV and Brief description of why the individual considers him/herself as the most suitable for the assignment will be qualified for the assessment of the Financial Proposal.

 

Recommended Presentation of Offer

 

Offerors must upload in one (1) file the documents below:

You may download the editable version of the Offeror's Letter to UNDP Confirming Insterest and Availability for the IC by clicking on this link: http://gofile.me/6xdJm/bE9TCw8fU

 

  1. Duly accomplished Offeror's Letter to UNDP Confirming Insterest and Availability for the IC that indicates the all-inclusive lumpsum 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;
  2. Financial Proposal (Annex 2 of Offeror's Letter to UNDP Confirming Insterest and Availability)
  3. Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  4. Cover letter, indicating a brief description of why the individual considers him/herself as the most suitable for the assignment.

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