Background
The United Nations Development Programme (UNDP) Representation Office in Brussels, Belgium represents UNDP both vis-à-vis the EU and the Government of Belgium and plays an active role in facilitating a unified and coherent action of the more than 20 UN organizations represented in Brussels. Since 2004, the EC-UNDP inter-institutional relationship has been guided by a Strategic Partnership, focused on governance, and conflict prevention and recovery.
The Office is looking to reinforce its capacity in dealing with the administration, general organization and follow up to a range of representational, policy and programme initiatives.
Duties and Responsibilities
The individual must be self-motivated, with the capacity to take initiatives. He/she must have a good sense of self-organization and flexibility. With excellent communications skills, s/he should be able to work effectively under pressure and meet tight deadlines. Under the overall supervision of the Deputy Director and the direct supervision of the Assistant to Director, the individual will deliver the following:
Administrative support to the Regional Focal Points
• Prepare logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office;
• Support the Regional Bureaus in managing calendars and scheduling appointments and meetings, including for visiting colleagues;
• Arrange travel/hotel accommodation and other logistics;
• Support in the organization of official events/hospitality (lunches, dinners);
• Print document, prepare meeting rooms, file documents;
• Interact with catering companies and suppliers;
• Prepare invitation letters.
Facilitate effective communications and information management support
• Review, prioritize and route correspondence to and from the Office; follow-up action and keeping respective staff informed;
• Review correspondence for internal clearances and signatures;
• Attend Programme Meetings and take minutes;
• Maintain Office Calendars and send out reminders as necessary;
• Respond and/or direct inquiries to the appropriate Office for timely action and/or response.
Support to external relations activities
• Support Office interaction with various external partners (governmental officials, donors, civil society, UN agencies and other partners) through collaborative and proactive relationship with counterparts and colleagues in those offices.
Competencies
Core Values and Ethics:
- Demonstrates integrity and ethical standards;
- Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved;
- Demonstrates commitment to UNDP’s mission, vision and values by supporting corporate goals;
- Complies with UNDP’s rules, regulations and code of conduct;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Task Management Skills:
- Solid experience in meeting/conference planning and management;
- Excellent planning and organization skills with ability to implement and report on work;
- Demonstrates ability to identify problems and proposes solutions to resolve a wide range of complex issues/problems;
- Documents processes to support change initiatives;
- Maintains effective client relationships.
Communications:
- Writes clearly and effectively;
- Speaks clearly and convincingly;
- Listens actively and responds effectively;
- Good phone etiquette;
- Acts as a team player while also taking individual initiative to complete outlined tasks.
Technical Skills:
- Demonstrated ability in usage of Microsoft office suite; presentation software applications;
- Experience in handling of web-based management systems.
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.
Required Skills and Experience
- Post-secondary education with a focus on Secretarial studies, Office Management, in International Relations, Development, European Political and Administrative Studies, Communications or related area.
- Minimum one (1) year of relevant experience in Administration and Office Management.
- Experience of UN/UNDP or other (inter)national entity work environment and organizational set-up an asset.
- Experience in the usage of computer and office software packages (MS Word, Excel, etc).
- Fluency in oral and written English and French is required.
- Working knowledge of other UN official languages is an advantage.
Please note that UNDP cannot guarantee residence permits or visas for consultants.
Applicants must therefore have a valid work permit or permanent residency in Belgium.
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)
- An updated curriculum vitae.
- 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 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: “UNDP Programme Assistant" latest by November 11th, 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
Applicants will be reviewed based on the Required Skills and Experiences stated above and based on the technical evaluation criteria outlined below. Applicants 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:
• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weights 70% and financial criteria/proposal weighs 30%.
Technical Evaluation Criteria - 70% of total evaluation – max. 100 points:
• Criteria A: Relevant education – max 5 points;
• Criteria B: Relevant work experience – max 15 points;
• Criteria C: Experience in drafting documents, organizing events/meetings, calendar management, organizing missions, protocol - max 15 points;
• Criteria D: Knowledge of online communications tools, data collection/analysis - max 15 points;
• Criteria E: Experience of UN/UNDP or other (inter)national entity work environment and organizational set-up – max 15 points.
• Criteria F: Fluency in oral and written English and French (other UN language an asset): max 10 points
• Criteria G: Interview – max 25 points.
Candidates obtaining a minimum of 70% (70 points) of the maximum obtainable points for the technical criteria (100 points) shall be considered for the financial evaluation.
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
Contract Award
UNDP is applying fair and transparent selection process that would take into account both the technical qualification of the applicant as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores.
UNDP reserves the right to contact references directly.
Payment modality
Corresponding payments shall be made following certification by UNDP that the services requested have been satisfactorily performed and deliverables have been achieved.
Other
Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director.
Individual Consultants are also required to comply with the UN security directives set forth under dss.un.org.
Annexes (click on the hyperlink to access the documents):
Annex 1 - UNDP P-11 Form for ICs
Annex 2 - IC Contract Template
Annex 3 - IC General Terms and Conditions
Annex 4 – Financial Proposal Template