Background

Reporting to UNDP’s Assistant Resident Representative (Head of Programme), the incumbent will provide programme and administrative support for the successful and effective implementation of travel related arrangements and assistance with workshops/conferences/symposiums/events within projects in the Programme Cluster as well as for external parties. The incumbent who is successful will be expected to perform a variety of duties and functions, including the following:

Duties and Responsibilities

Travel Management:

1. Assist with Travel Arrangements and Travel Requests for CO staff and external parties;
2. Obtain travel related documentation from passengers before a travel commences, i.e. vendor related documentation, scanned copy of passport, preferred itinerary, invitation letter, agenda, logistic notes, etc;
3. Liaise with UN Travel Desk to obtain relevant fare quotations according to UNDP policy and procedures;
4. Liaise with Programme Colleagues and Operation Colleagues to ensure smooth running of the travel arrangements;
5. Liaise with internal UNDP or external parties who are organising events /conferences/symposiums to obtain logistics notes, programme agenda, making hotel reservations and/or transport arrangements, where applicable for VIP guests;
6. Data entry onto ATLAS for all Travel Requests including upload of relevant documentation required;
7. Obtain UNDSS Trip Clearances for travellers;
8. Processing of f.10 claims upon return of passengers from their trip(s) within 2 weeks;
9. Follow-up with the submission of Mission Reports from passengers within 2 weeks of return from their trip(s).

Management and coordination of workshops/discussions and meetings:

1. As and when required, assist in organizing and managing meetings, discussion and workshops
2. As and when required assist in preparing minutes, notes of discussions of meetings and workshop reports;
3. Provide secretariat support during events, workshops and meetings.

Duration:

6 months assignment, with a possibility of extension. Start date September 2019.

Contracts based on daily fee:

The fee will be paid on a monthly based on time sheet completed with description of tasks, certified by Supervisor. UNDP makes payments based on the actual number of days worked.

The estimated maximum number of workdays for the duration of the consultancy is as follows:

Deliverable (monthly):

• Upon completion as per Terms Of Reference and submission of timesheet;
• Submission and approval of 4/5 weekly reports every month.

Competencies

Technical:

• Fluent in English and Bahasa Malaysia (written and spoken);
• Excellent computer skills – Word, Power Point, E-mail. etc; and
• Very good drafting ability and communication skills.

Behavioural:

• Confidentiality and professionalism;
• Good organizational and inter-personal skills; and
• Multi-tasking skills and ability to work under pressure.

Required Skills and Experience

• A Bachelor’s Degree in Business Administration, Public Administration or any equivalent degree relevant to UNDP’s practice areas will be highly advantageous.

Experience:

• Experience in administration and finance will be an added advantage; and
• Knowledge and experience in Internet/Website research;
• Relevant exposure to UN projects will be an added advantage.

Language Requirements:

Fluency in English;

How to Apply:

• Kindly download the Letter of Confirmation of interest and availability and read the General Terms and Conditions;
• Complete the Letter of interest attached financial proposal (as per the requirements mentioned above);
• Read and agree to the General Terms & Conditions;
• Click the ‘apply’ icon and complete what is required;
• Scan all documents: (a)Letter of interest, (b)CV with 3 referees name and email address and (c) Financial proposal of per day rate into 1 pdf folder and then upload;
• For clarification question, please email to procurement.my@undp.org. The clarification question deadline is three (3) days before the closing. When emailing for clarification questions, please put "MyIC/2019/059"as the subject matter.

Forms and General terms & conditions to be downloaded:

• The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download
• The Letter of Confirmation of Interest at: http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?download
• The General Terms & Conditions for Individual contract is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/General%20Conditions%20of%20Contract%20for%20IC.pdf?download?
• The General Terms & Conditions for Reimbursement Loan Agreement is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Reimbursable%20Loan%20Agreement%20_%20Terms%20&%20Conditions.pdf?download?

Evaluation:

Individuals will be evaluated based on the following methodology:

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individuals whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; [70%]

* Financial Criteria weight; [30%]

UNDP applies a fair and transparent selection process that will take into account the competencies/skills of the applicants as well as their financial proposals. Qualified women and members of social minorities are encouraged to apply.