UNDP Jobs - 76983- Temporary Administrative Support

Temporary Administrative Support

Location :

GCPSE, SINGAPORE

Type of Contract :

Individual Contract

Starting Date :

31-Jan-2018

Application Deadline :

11-Feb-18 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

6 months

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.

Background

Building on a long history of effective collaboration, the United Nations Development Programme (UNDP) and the Government of Singapore (GoS) have initiated a new phase of partnership, in order to promote better public service in developing countries. Drawing on the respective strengths of the two partners, the UNDP and GoS have therefore set up a Global Centre for Public Service Excellence (GCPSE).

The GCPSE’s aim is to find and promote the evidence needed to galvanize public service capacities for improved development results. It will deliver this by acting as a knowledge and convening hub on public service excellence, promoting cutting edge practices in public services management and reform. Its team comprises of two UN staff, two Government Servants on secondment as well as occasional consultants and interns.

The Centre also hosts UNDP’s Anti-Corruption for Peaceful and Inclusive Societies (ACPIS) global project – currently a team of two UN staff, a Junior Professional Officer (to be filled) and occasional consultants or interns.

Under the guidance and supervision of the Head of Office, the Temporary Administrative Support provides support to Director and office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Temporary Administrative Support promotes a client, quality and results-oriented approach.

The operational aspects of the GCPSE (such as financial management, procurement, assets, audit, etc.) are supported by the UNDP Country Office, based in Kuala Lumpur (Malaysia) and the Bureau for Policy and Programme Support (BPPS) at UNDP’s New York headquarters while the Temporary Administrative Support expected to handle small procurement cases, local purchases, filing of records, management of the corporate credit card, asset management, VAT/GST claims, etc. of the Center and that of ACPIS, as necessary. The incumbent will work closely with the operations teams at the Malaysia Country Office and New York HQ on operational matters

Duties and Responsibilities

Provide support in financial management focusing on the following:

Actively monitor and prepare all the invoices and supporting documents to be submitted to the Government of Singapore on a quarterly basis (in line with the agreement signed by the Singapore Government);
Processing of claims (for staff members & event attendees);
Preparation of the submission and follow up on VAT/GST-refunds;
Compilation and submission of corporate credit card statements;
Ensure timely payments of bills.

Provide support in procurement and travel:

In consultation with the policy specialist, UNDP Malaysia and UNDP BPPS, support to organization and documentation of procurement processes;
Organize panel interviews; follow up on documentation;
Keep track of contracts for consultants and ensure timely payment;
Coordinate visa application submissions and invitation letters;
Handle the submissions for work permits / diplomatic IDs;
Creation of e-requisitions in the corporate financial management system (ATLAS);
Arrange travel for staff members, secondees and consultants through the UNDP travel agent.

Provide support with office correspondence:

Manage registry email and incoming phone calls under general office number;
Track and file incoming and outgoing mail;
Draft standard correspondence with GCPSE counterparts;
Support meeting management and logistics;
Manage front desk welcoming visitors and accepting deliveries during office hours;
Follow-up with participants, management of RSVPs and registration;
Events organized in-house: liaise with service providers to ensure smooth execution;
Events organized outside: assist in quality assurance;
Support administratively conferences, workshops and retreats.

Support in effective and efficient functioning of the Center:

Maintain both electronic and hard copy filing system ensuring safekeeping of confidential materials;
Management of the Director's schedules and appointments, mission approvals, security clearance, claims and other administrative issues;
Manage the office stationery supplies;
Support to office maintenance and assets management, focusing on:
Maintain records on assets management and prepare relevant reports;
Provide support to maintenance of common premises and common services.

Implementation of operational strategies:

Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies as outlined in the Programme Operations and Policy Procedure (POPP);
Co-ordinate & arrange yearly security meeting and compile & circulate the meeting minutes (focal point function);
Ensure full compliance of standard operating procedures (SOPs).

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
Ability to perform work of confidential nature and handle a large volume of work
Good knowledge of administrative rules and regulations

Self-Management

Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure

Required Skills and Experience

Bachelor's Degree.

Experience:

Minimum of 5 years of relevant experience in operations or programme support;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems;
Prior work experience in UNDP or the UN is an added advantage;
Experience with ERP system and its financial management module is an added advantage.

Language:

Fluency in English.

Criteria:

Applicants must be Singaporean citizens, work permit holders, permanent residents or eligible for a Letter of Consent (spouse of Employment Pass holder) to apply. Please confirm your status in the application.

Documents to be included when submitting the proposal:
Interested individual consultants must submit the following documents/information to demonstrate their qualifications.

Technical proposal:

Provide brief information on the experience gained with concrete experience in relation to the ToR (maximum 500 words);
Filled UNDP Personal History (P11) form including past experience in similar projects and contact details of referees http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc).

Financial proposal:

Indicate daily rate.

Please Note: the financial proposal must be all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. professional fee, and any other relevant expenses related to the performance of services). The fee should be quoted in Singapore Dollar (SGD) only.

Payment Modality:

Upon completion and submission of worksheet of 22 days as per the above description;

Forms and General terms & conditions to be downloaded:

The UN Personal History Form (P11) is available at:http://www.my.undp.org/content/dam/malaysia/docs/Procurement/P11%20for%20SC%20&%20IC.doc?download
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
The Financial Proposal Template at: http://www.my.undp.org/content/dam/malaysia/docs/Procurement/Financial%20Proposal%20Template.doc?download
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
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

Important Note:

This Consultancy position is only accepted online. Email submission is not valid;
Applicant must READ and ACCEPT the General Terms and Conditions;
The system DOES NOT accept multiple document upload. Please scan all the documents and save into one (1) PDF file and upload.
For clarification question, please email to procurement.my@undp.org and put the reference number MyIC_2018_001 as the subject title before 7 February 2018.