Background
BACKGROUND AND ORGANIZATIONAL SETTING
The United Nations Campus in Bonn is at present home to 22 UN organizations, agencies, and convention secretariats in their entirety referred to as UN Bonn. UNV, as the first UN agency with headquarters in Bonn, has been assigned the role of premises manager and common services for the UN system in Bonn. The Executive Coordinator of the United Nations Volunteers (UNV) has designated the UNV Director of Management Services (MS) to function as the premises manager who is supported in this role by the Common Services Section (CSS).
The Common Services Section is responsible for the overall management of the UN premises buildings and for services that are shared by several Agencies residing at the UN Campus in Bonn. The Unit’s main business objectives are the upkeep of business continuity at the Campus facilities and the provision of client services in the area of building management, logistics, conference services and shared ICT infrastructures.
The joint management of the UN premises and facilities, safety and security services, management of conference facilities, central ICT infrastructures, mail logistics, canteen and conference catering services, as well as support to interagency cooperation, system-wide surveys, common information provision, and liaising with German counterparts at various levels are on a day to day basis provided by the Common Services (CS) Section, serving all UN Bonn agencies.
Duties and Responsibilities
MAIN OBJECTIVES, SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED SERVICES
In order to ensure timely and continuous handling of administrative and financial tasks during periods of extended workload and operational needs, the Common Services Section seeks on demand support for a set of administrative and financial related tasks.
The consultant will undertake the described tasks under the overall guidance of the Chief, Common Services and direct supervision of the Admin & Finance Associate.
During the initial period of the assignment of one year, the consultant will be requested to work up to 100 days.
The consultant will be requested to work on demand, either half days or full days depending on the requirements, whereby 8 working hours constitute a full working day and normal working hours will be Monday to Friday between 9:00 – 18:00 hrs with one-hour lunch break.
The initial assignment will be for 10 days following the starting date of the contract.
In exceptional cases support could also be requested on an hourly basis or outside the above-mentioned business hours.
Normally, the consultant will be requested to spend his/her working hours in the Common Services offices on the UN Bonn Campus.
UNV does not warrant any quantity of requested services and no assistance for travel or relocation to Bonn.
Tasks/ Activities – expected results
No | Description of duties | Expected result |
1 | Engage in finance related tasks (Voucher entry, VAT refund, debit advices, etc.) | Ensure accurate and timely processing of payments and receivables |
2 | Take on preparatory and note taker functions for internal meetings, as well as interagency committees and tasks forces; | Ensure timely preparation and proper documentation of meetings |
3 | Support with conference and canteen/catering related matters, including during the implementation of new canteen and catering arrangements on the Campus; | Facilitate smooth canteen/catering operations, and the transition for conference organizers and staff with respect to the new arrangements; Facilitate smooth conference logistical support |
4 | Provide support for the preparation of procurement processes, including support to the drafting of ToR for procurement of goods and services, low-value procurement, liaison with UNV Procurement and keeping track of procurement cases | Ensure timely and appropriate submission of procurement cases and follow-up on procurement matters |
5 | Assist with any other administrative tasks required, such as drafting of correspondence, providing support to the production of internal documents (including CS newsletters) | Ensure continuous functioning of administrative services |
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 Competencies:
- Excellent knowledge of administrative and financial procedures in an international working environment
- Ability to manage day-to-day office activities and perform defined tasks
- Displays strong client orientation skills
- Demonstrates a service and result based driven working attitude
- Ensures capacity and flexibility in providing requested services on short notice throughout the entire contract period
Required Skills and Experience
Minimum Requirements:
- 4 years of relevant experience at the national or international level in the area of administration, finance, or procurement
- Fluency in English and German language (oral and written)
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
- Knowledge of ATLAS, and a basic understanding of UNDP procurement rules is an advantage
- Previous experience with the operational set up of the UN campus is an asset
Minimum Qualifications:
- Completed secondary Education
- Certification in administration, finance or procurement is desirable
Criteria for Selection of the best Offer:
The selection of the best offer will be based on the combined scoring method, where the qualifications and methodology will be weighted 70 percent, and then combined with the price offer, which will be weighted 30 percent.
Key selection criteria are
- Relevant work experience in a UN or international public organisation (15%)
- Capacity and flexibility in providing requested services on short notice throughout the entire contract period (15%)
- Ability to work with computer and office software packages (MS Word, Excel, Outlook etc.) (20%)
- Knowledge of English and German language (20%)
Application procedure
Applicants have to provide a technical and financial proposal.
The technical proposal shall consist of:
- Motivation Letter describing their interest in the assignment and why they are the most suitable for the work;
- Latest personal CV or P11, including a summary of relevant qualifications and at least three references
The financial proposal shall consist of
- Letter to UNDP Confirming Interest and Availability-please fill in the attached form 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 proposal shall consist of indicating an all-inclusive daily lump sum in Euro and an hourly rate in Euro, valid for the entire duration of the contract period.The lump sum/contract price is fixed regardless of subsequent changes in the cost components.
PLEASE NOTE THAT INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED FOR FURTHER EVALUATION
Qualified women and members of social minorities are encouraged to apply. Due to the large number of applications we receive, we are only able to inform the successful candidates about the outcome or status of the selection process.
Only individuals should submit an offer, not their employers. Individuals employed by a company or institution who would like to submit an offer in response to a Procurement Notice for Individual Contractor (IC) must do so in their individual capacity, even if they expect their employers to sign an Reimbursable Loan Agreement (RLA) with UNDP.
How to Submit the Application:
To submit your application online, please follow the steps below:
- Merge your Cover Letter, CV and Letter to UNDP Confirming Interest and Availability (including the financial proposal) into a single file. The system does not allow for more than one attachment to be uploaded;
- Click on the Job Title (job vacancy announcement);
- Click “Apply Now” button, fill in necessary information on the first page, and then click “Submit Application;”
- Upload your application/single file as indicated above with the merged documents (underlined above);
- You will receive an automatic response to your email confirming receipt of your application by the system.
Queries should be sent to : procurement@unv.org, attn. Madalina Florica clearly marking:94463_Consultant – Temporary Administration & Finance Support
Applications sent by email will not be considered.