Background
The UN House in Brussels is currently comprised of 11 UN Agencies, funds and programmes, dedicated to maintaining, nurture and develop the partnership between the UN and the institutions of the European Union.
UNDP as a pillar in the implementation of UN House common premises management arrangements is seeking to recruit a UN House Assistant to provide support to the UN House Management Committee (UHMC) on all aspects of UN House management and operations and to ensure the smooth functioning of the UN House and the consistent delivery of services.
Duties and Responsibilities
Duties and Responsibilities
Under the guidance and direct supervision of the Chair of the UNHMC, the UN House Assistant will ensure the effective delivery of premises maintenance and administrative services to the UN House, facilitate the efficient running and maintenance of the said services, guarantee satisfactory performance of any outsourced common services providers, and the accurate billing and charging of shared costs across UN House Agencies.
The UN House Assistant will work in close collaboration with the UHMC (including the operations/administrative staff of the UN House agencies as and when necessary) to ensure that quality service is provided to maintain a high standard of shared common utility services and to provide a comfortable and safe working environment.
The UN House Assistant will undertake his/her tasks in consistency with the UN/UNDP corporate rules, regulations and policies. He/she will be committed to the judicious and transparent use of UN resources.
Principal Functions
As designated Focal Point, the UN House Assistant will report to and support the UN/UNDP Deputy Director as Chair of the UHMC and the UHMC in the daily administration of the UN House as follows:
1. Planning and implementation of common service activities:
- Managing the common building services as detailed in lease agreement document concerning the Occupancy and Use of the UN House;
- Arranging and coordinating with the landlord, any repairs, remodeling and renovation work to be done with respect to the UN House, Common Areas, offices, including any offices not allocated to an agency, if such work affects the building;
- Create and maintain the data base of suppliers and service providers;
- Participate in evaluation of the work implemented and quality management;
- Providing efficient general services and logistical services, including common services organization;
- Establishing collaborative arrangements with the landlord and service providers to ensure the smooth management of the UN House, including oversight of this;
- Achieving coordination between the UN House agencies and external service providers in the management of and performance monitoring/review/evaluation/assessment of outsourced common premises services, including but not limited to janitorial and cleaning services, etc.;
- Calculation of office space requirements and relevant costing for agencies requesting expansion or reduction of space;
- Assess the available capacities in terms of office space for new tenants and providing these with pro forma space costs;
- Review of economic and available facilities and services for the UN Agencies and providing recommendations on these to the UHMC;
- Establishing and maintaining an organized, centralized, chronological updated and user-friendly repository of all related UN House documents enabling easy access, retrieval and understanding of processes conducted;
- Maintain accurate and update registry/log of all service works implemented by the maintenance companies in the building;
- Support with UN House procurement, in collaboration with UNDP;
- Optimize use of existing in-house resources and apply cost optimization strategies whenever possible.
2. Invoice Management for common services
- Prepare and upon Finance department clearance provide each agency with the UN House cost distribution as invoiced by the landlords, including the relevant supporting documents for these invoices;
- Estimate the pro forma cost-shared and non-shared amounts for the common area services and other related expenses (including UN Coordination activities) for the ensuing calendar year to assist agencies in their budget planning;
- Based on the report provided by the Finance Department, provide each agency with an itemized accounting of the Annual Base Cost, Common Area Expenses and other expenses (including UN Coordination activities) for the preceding year actually incurred and paid, together with a tabulation of the amounts collected, and showing any amounts over or below the actual expenditures;
- Maintaining electronic and hard copy filing system which may be inspected at any reasonable time by the authorized staff of any agency.
3. Communications
- Dissemination of information and communications on UN House updates to UN House Agencies;
- Smooth Communication with members of the UNHMC and its sub-committees.
4. Other functions
- Maintain bookings for the UN House Conference Room;
- Update and maintain list of UN Belgium entities for internal circulation; Undertake regular property inspections;
- Handling move-ins and move-outs inspection.
Expected Deliverables
- Produce progress reports outlining the progress achieved according to TOR at the end of each calendar month;
- One final report outlining the achievements for the entire duration of the assignment at the end of the contract.
Competencies
Core 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 favouritism.
Functional Competencies:
- Capable of building a strong relationship with landlord and service providers;
- Respond positively to feedback;
- Able to exercise discretion, impartiality and diplomacy;
- Strong oral and written communication skills, including conflict resolution skills;
- Capable of working under pressure and managing complexities.
Required Skills and Experience
Education:
- University Degree or equivalent diploma in Business Administration/Management, Finance/Accounting or related field desirable but not a requirement;
- Qualifications with supplemental training in buildings and office infrastructure maintenance, procurement and logistics would be an asset;
Experience:
- 1 year minimum of demonstrated responsibility and practical experience in building management or office administration;
- Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages.
Language:
- Strong written and spoken skills in English and French.
Requirement:
- Candidates must have the legal right to live and work in EU countries.
Application Submission Process
The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:
Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):
- Filled and duly signed P11 form or CV including 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 (the template can be downloaded from this link: http://sas.undp.org/Documents/P11_Personal_history_form.doc)
- A motivation letter prepared by the candidate detailing how he/she is best fit for this consultancy given his/her experience and background.
Step 2: Submission of Financial Proposal
Applicants are instructed to submit their financial proposals in in EUR for this consultancy to procurement.be@undp.org using the financial proposal template available here: https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_POPP_DOCUMENT_LIBRARY/Public/PSU_%20Individual%20Contract_Offerors%20Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx&action=default. The proposals should be sent via email with the following subject heading: “UN House Assistant" latest by November 4th, 2019. Proposals to be received after the deadline will be rejected. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown. The term ‘all-inclusive” implies that all costs (monthly professional fees, travel related expenses if applicable, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal.
Application Evaluation Process
Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:
- Responsive/compliant/acceptable; and
- Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.
Technical Criteria weight: [70%]
Financial Criteria weight: [30%]
Only Individual Consultants obtaining a minimum of 70% on the Technical evaluation would be considered for the Financial Evaluation.
Individual consultants will be evaluated based on the following methodology:
Technical Criteria - 70% of total evaluation – max. 100 points:
- Criteria 1: Education – Max 10 points;
- Criteria 2: Relevant experience – Max 15 points;
- Criteria 3: knowledge in accounting and logistics, including buildings and office infrastructure maintenance – 25 points;
- Criteria 4: English and French language proficiency – 10 points;
- Criteria 5: Written test – Max 15 points;
- Criteria 6: Interview – Max 25 points.
Financial Criteria - 30% of total evaluation
The following formula will be used to evaluate financial proposal:
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
UNDP is applying fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. Please go the following link for the General Conditions of Individual.
UNDP retains the right to contact references directly.
Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.
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 dss.un.org.
Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.