Finance and Administrative Consultant – CADRI Partnership


Location : Geneva, SWITZERLAND
Application Deadline :01-Dec-19 (Midnight New York, USA)
Time left :12d 19h 3m
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
06-Jan-2020
Duration of Initial Contract :160 working days until 31 Dec 2020


Background

The Capacity for Disaster Reduction Initiative (CADRI) is a global partnership composed of 20 UN and non-UN organizations that works towards strengthening countries’ capacities to pursue integrated and coherent solutions to reduce disaster and climate risks to achieve the 2030 agenda and its commitment to leave no one behind.

By pooling its member agencies’ resources, expertise and knowledge, the CADRI Partnership promotes the effectiveness of the UN System to optimally use its assets and expertise, drawing upon HQ and regional offices to complement the expertise available at country level. Over the past decade, the CADRI Partnership has been active in supporting capacity development in disaster risk reduction (DRR), including preparedness for response, in 30 countries.

The CADRI Partnership is implemented through an inter-agency Joint Programme with UNDP designated as “Managing Agent” for the Pooled Fund. The Joint Programme is implemented by UNDP in accordance with UNDP financial regulations, rules, practices and procedures and project management guidelines. The Joint Programme is managed through the ATLAS ERP project management on-line platform which is an integrated information system for project management.

2019 is the first year of implementation of the Joint Programme which entails significant administrative workload in support of the development of the new offer of services, new tools, new delivery modalities, as well as additional reporting requirements to partner agencies contributing to the Pooled Fund. The CADRI Board therefore approved the hiring of an administrative and finance consultant to support a smooth implementation of the 2019 annual work plan, as well as the closure of the past CADRI project.


Duties and Responsibilities

The objective of this assignment is to provide the required administrative and financial support to the implementation of the new programmatic phase 2019-2023 of the CADRI Partnership.

Expected Outputs and Deliverables

The consultant will perform the following duties and responsibilities:

Organization of twelve (12) CADRI events

  • Four (4) regional workshops and one (1) CADRI Partners retreat on new tools and methodology organized (including advance identification of venue and catering services, meeting room arrangements, logistics);
  • One (1) Members States briefing organized (including advance identification of venue and catering services, meeting room arrangements, logistics);
  • Two (2) CADRI Board Meetings and four (4) Programme Assurance Group Meetings organized (logistics arrangements including testing of video conferencing and catering);
  • CADRI events at global conferences (logistics including availability of documentation, meeting room arrangements, scheduling for high level delegation).

Facilitation of procurement processes of goods and services working closely with procurement team:

  • Follow up on implementation of CADRI quarterly procurement plans;
  • Printing services for five (5) publications;
  • 2 consultancies for country support in 2 regions (including support to: advertisement, longlisting, drafting of panel minutes, monitoring of timelines for contract payments);
  • Six (6) consultancies for CADRI tool development - gender, conflict, water, and 3 additional sector tools, and 1 consultancy on risk information systems (including support to: advertisement, longlisting, drafting of panel minutes, monitoring of timelines for contract payments).

 Programme and budget management

  • Support to operational and financial closure of CADRI project 2014-2019;
  • 2019 and 2020 shadow budget maintained to monitor expenditures;
  • Three (5) quarterly financial reports produced (December, March, June, October, December);
  • Zero draft budget prepared for 2020 (December 2019).

Administrative support

  • CADRI Information Management System maintained;
  • CADRI Partners list maintained and updated;
  • Stationary and office equipment maintained;
  • Fifteen (15) travel requests processed in a timely manner including advance ticket booking & hotel booking.

I

Deliverables

No of days

II

Twelve (12) CADRI events organized

32

III

Eight (8) consultancy processes support completed

30

IV

Operational and financial closure support of CADRI project 2014-2019

5

V

2019 and 2020 shadow budget maintained

13

VI

Five (5) quarterly financial reports produced & issue log/risk log

20

VII

Information Management System maintained

30

VIII

Routine administrative support (stationaries, travel bookings)

30

Institutional Arrangement

The consultant will be part of the CADRI Secretariat and report to the CADRI Coordinator.

Duration of the Work

The expected duration of the assignment is 160 working days between 6 January to 31 December 2020, corresponding to approximately 60% or 3 days/ weekly.


Competencies

Communication

  • Excellent communication and presentation skills;
  • Excellent drafting skills in English;
  • Strong analytical skills, and a proven ability to process large amount of information.

Teamwork

  • Strong interpersonal skills demonstrated by the ability to work in teams;
  • Initiative taking ability to work with minimum supervision;
  • Ability to work in multicultural environment.

Technical Competencies

  • Sound computer skills;
  • Proficient knowledge of MS Office applications such as Word and Excel;
  • Experience with ATLAS programme management software is an asset.


Required Skills and Experience

  • Completion of Bachelor’s degree in Administration, Finance or closely related field.

Experience

  • At least 5 years of experience in administrative and finance work.
  • Proficient in use of MS Office applications.
  • Knowledge / previous experience with UNDP/ UNOPS/ UNFPA/ UN Women in administration and finance an asset.
  • Proven experience in supporting the organization of global/ international workshops, conferences, an asset.

Languages

  • Proficiency in English, both written and oral is required.
  • Knowledge of another UN official language (French, Spanish, Arabic) is an asset.

Recommended Presentation of Offer

The following documents should be submitted:

  1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP; http://procurement-notices.undp.org/view_file.cfm?doc_id=45780 
  2. Personal CV or P11 http://sas.undp.org/Documents/P11_Personal_history_form.doc, indicating all your past experience from similar projects, as well as the contact details (email and telephone number) and at least three (3) references;
  3. Brief description of why you consider yourself as the most suitable for the assignment;
  4. Financial Proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs, as per template provided. The term ‘all-inclusive fee’ implies that all costs (e.g. living expenses, fees, health insurance, vaccination costs, visa costs, travel to duty station costs, taxes and social security and any other relevant expenses related to the performance of services).. If you are employed by an organization/company/institution, and you expect your employer to charge a management fee in the process of releasing you to UNDP under Reimbursable Loan Agreement (RLA), you must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP. The interested candidates should provide their financial proposal on all-inclusive total lump sum for requested services with detailed breakdown. One-time payment shall be made to the consultant against the submitted final deliverables and a fully completed and duly authorized Certification of Payment Form.

IMPORTANT: The application is a separate two-step process. Failing to comply with the submission process may result in disqualifying the applicants.

Step 1: Interested candidates must include the following documents when submitting the applications in UNDP Job Site (Please note that only 1 (one) file can be uploaded therefore please include all documents in one file)

  • Personal CV or History Form (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 (the template can be downloaded from this link: www.sas.undp.org/Documents/P11_Personal_history_form.doc).
  • Brief description of why the individual considers him/herself as the most suitable candidate for the assignment. Indicate available start date.

Step 2: Submission of Financial Proposal. Applicants are requested to submit their financial proposals in US Dollars by an email to Mahmood Zahir mahmood.zahir@undp.org, using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780. The proposals should be sent via an email with the following subject heading: “Financial Proposal – 88365 - Finance and Administrative Consultant – CADRI Partnership” by the deadline of this vacancy.

NOTE: Applications received after the deadline will not be considered.

Schedule of Payments

The consultant will be paid upon submission of deliverable  report and time sheet.

Criteria for Selection of the Best Offer

Candidates will be evaluated using a combined scoring method with the qualifications and methodology weighted at 70% and the price offer weighted at 30%.  Only candidates obtaining a minimum of 49% (out of 70%) points on the technical qualifications part will be considered for the Financial Evaluation. The candidates will be required to provide three references which may be contacted to ascertain the skills and qualifications of the candidates.

  • Criteria for evaluation of qualifications (70 points maximum):
    1. Bachelor’s Degree in administration, finance or a closely related field (Max. 10 points)
    2. Experience in working in a variety of administrative positions (Max. 20 points)
    3. Experience in financial and budget management (Max. 20 points)
    4. Experience in assisting office and/ or team management (Max. 10 points)
    5. Experience in supporting the organization of workshops, conferences, stakeholder meetings (Max. 10 points)
  • Criteria for financial evaluation (30 points maximum): 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.

(e.g. living expenses, fees, health insurance, vaccination costs, visa costs, travel to duty station costs, taxes and social security and any other relevant expenses related to the performance of services).

Annexes to the TOR


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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