Background

UNDP Malaysia Operations Team provides daily operations support to all UNDP Programmes and Projects including the Resident Coordination Office (RCO) and other UN agencies. The support includes, but not limited to, Administration, Finance, Procurement and Human Resources.

Under the guidance and supervision of the Operations Associate, the Operations Support is expected to provide high quality, accurate and consistent operations support. He/She promotes a client-oriented approach consistent with UNDP rules and regulations. The Operations Support works closely in collaboration with the UN agencies and operations, programme and project staff in the Country Office (CO) to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Scope of Work

The Operations Support will be required to provide the following operational support services:

1. Support the processing of all protocol requests including, but not limited to visas; diplomatic identity cards; personal effects; vehicle; liquor order and distribution; and other related tasks in accordance with requirements of the United Nations and National government;
2. Support procurement requests in accordance with UNDP rules and regulations;
3. Support travel processes in accordance with UNDP rules and regulations;
4. Support meeting/workshop/conference arrangements such as meeting venue; catering; and transportation and related tasks;
5. Preparation of cost-recovery bills for the services provided and follow up on cost recovery.
6. Maintenance of proper physical and electronic filing system of procurement and protocol documents in line with audit requirements and best practice;
7. Any additional and ad-hoc request from the supervisor.

Institutional Arrangement

• The Operations Support will report to the Operations Associate;
• The Operations Support is required to work during the official UNDP working days/hours in Malaysia unless notified of work to be carried out over the weekend.
• UNDP will make available workspace and equipment necessary to carry out the required work.

Duration of the Work

The consultancy will be for a period of 12 months with the expected start date of 1 November 2020 and ends on 31 October 2021.

Duty Station

The Operations Support will be based at UNDP Office, Putrajaya during the course of the assignment with travel to respective government departments as and when required.

Price Proposal and Schedule of Payments

The Individual Consultant shall submit a financial proposal based on an all-inclusive daily fee in local currency. Payments shall be done on a monthly basis (or as agreed in the TOR) based on actual days worked, upon verification of completion of deliverables and approval by the supervisor of a Time Sheet indicating the days worked in the period. The daily fee proposed shall remain the same irrespective of any extension.

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

Competencies

• Strong interpersonal and communication skills;
• Openness to change and ability to receive/integrate feedback;
• Ability to plan, organize, implement and report on work;
• Ability to work under pressure and tight deadlines;
• Demonstrates integrity and ethical standards;
• Positive, constructive attitude to work;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Builds strong relationships with stakeholders, focuses on impact and result for the stakeholders and responds positively to critical feedback; consensus-oriented
• Demonstrates ability to manage complexities and work under pressure, as well as conflict resolution

Required Skills and Experience

Educational Qualifications:

• Minimum Secondary School Education; University Degree or equivalent in administrative, procurement, finance or related field would be desirable, but it is not a requirement.

Experience

• Minimum of 2 (Two)  years work experience in either Administration, Accounts/Finance, or logistics/Procurement is required.

• Prior experience within the development sector would be an advantage.

Language requirements and Computer skills

• Fluency of English language and Bahasa Malaysia is required
• Experience in the use of office IT applications, incl. MS Office packages;
• Experience with using web-based systems

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Interested individual applicants must submit the following documents/information to demonstrate their qualifications:

1. Document 1 : Letter of Confirmation of Interest and Availability at  http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Letter%20of%20Interest%20_Annex%201.docx?download;
2. Document 2: Personal CV / P11 including areas of expertise and past experiences in similar area of work and at least 3 referees at http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download ? 
3. Document 3: Financial Proposal at https://www.my.undp.org/content/dam/malaysia/docs/Procurement/Financial Proposal Template (Daily Fee) - MYR.doc .All inclusive and takes into account various expenses the candidate expects to incur during the contract, including:
   • The daily professional fee;
   • The cost of travel from the home base to the duty station (UNDP Office, Putrajaya) and vice versa;
   • Communications, utilities and consumables; and
   • Life, health and any other insurance.
4. Please submit this information in one file as Document 1, 2, and 3.
5. Candidates who fail to submit all the information requested above will be disqualified.

How to Apply:

• Kindly download the Letter of Confirmation of interest and availability, Financial Proposal Template and General Terms & Conditions mentioned below;
• Read and agree to the General Terms & Conditions;
• Click the ‘apply’ icon and complete what is required;
• Scan all documents 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/2020/053" as the subject matter.

General terms & conditions to be downloaded:?

• 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

           Reimbursable Loan Agreement (RLA): A legal instrument between UNDP and a Company/institution, according to which, the latter                   makes available the services of an individual delivering time-bound and quantifiable outputs that are directly linked to payments

• 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 

 Kindly note that the system will only accept one attachment , please merge all documents and submit as one file.

Note:

1. Incomplete applications will not be considered for shortlisting.  Only shortlisted candidates will be invited to an interview. The interview date will be informed to the shortlisted candidates directly.
2. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, aboriginal groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Evaluation Method and Criteria

Individual consultants will be evaluated based on the Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

Technical Criteria for Evaluation (Maximum 70 points)

Criteria 1: Educational Qualifications: 20 points

• Minimum Secondary School Education. (10 points)
• Additional qualification in areas of administrative, procurement, finance would be an advantage (10 points)

Criteria 2: Work experience: 40 points

• Previous work experience in either Administration, Accounts/Finance, and logistics/ Procurement (35 points)
• Prior experience within the development sector would be an advantage (5 points)

Criteria 3: Language requirements and Computer skills: 10 points

• Fluency of English language and Bahasa Malaysia (5 points)
• Experience in the use of office IT applications, incl. MS Office packages, web-based system (5 points)

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Financial Proposal (30%)

To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP.