Historique
UNDP Global Environment Facility (UNDP-GEF) is based in UNDP’s Bureau for Policy and Programme Support (BPPS) and is responsible for providing leadership and technical support to delivery of the Environment and Sustainable Development pillar of UNDP’s Strategic Plan. Its main focus is on helping countries develop the capacity to fully incorporate environmental sustainability and resilience into development at national and local, but also global and regional, levels. The principal areas of work are in environmental mainstreaming, environmental finance, adaptation to climate change, and local governance of resources, including energy.
Under the overall supervision of the UNDP-GEF Management and Programme Support Analyst (MPSA)and direct coordination and guidance of the corresponding Regional Team Leader (RTL) in Istanbul Regional Hub, the UNDP-GEF Operations Support Consultant will work in close collaboration with the operations, programme and projects’ staff in the RBEC and RBAS regions as required for resolving complex operational related issues and exchange of information, promoting a client-focused, quality and results-oriented approach within UNDP rules and regulations.
Devoirs et responsabilités
Tasks to be performed:
The scope of work will vary depending on the specific assignment but would include one or various of the below deliverables:
Oversight of administrative processes:
- Conduct monthly review of financial exception/errors and prepare analysis of the errors to resolve issues and suggest appropriate corrective actions;
- Examine, review, process and record incoming documents relating to Regional Coordination Unit (RCU) budget;
- Provide quality control and corrective/anticipatory feedback regarding RCU budget, contributing to quality and accuracy;
- Provide advice on the budgeting and spending associated with RCU budget;
- Ensure compliance with UNDP Financial Regulations and Rules and the Internal Control Framework;
- Maintain the internal expenditures control system which ensures that Purchase Orders and vouchers processed are matched and completed, and transactions are correctly recorded and posted in Atlas;
- Advise on the correct use of budget chart-fields, and monitors chart-fields;
Support travel management processes for UNDP-GEF RCU:
- Prepare and review monthly travel expenses reports;
- Conduct monthly review of Travel tracking sheet;
- Provide information to the staff on travel including travel route and ensure the selected arrangements are undertaken in time;
- Support processing of travel authorizations in line with travel entitlements for staff, consultants, and meeting participants ensuring that the travel arrangements follow the UNDP and BPPS travel rules and regulations;
- Support processing requests for visas for all travellers;
- Prepare Travel requests and checklists as needed;
- Maintenance of files.
Support on procurement, special events, and workshops:
- Provide advice and orientation to the Country Office workshop focal points with regards to travel related expenses/procedures;
- Assist in identification and sourcing of workshop venues and ancillary services;
- Support organization of meetings and workshops;
- In collaboration with Management Support Unit in the Istanbul Regional Hub, assist in procurement of services (catering, rental of premises, conference facilities) in line with UNDP rules and regulation;
- Review the documentation submitted for approval by the UNDP Country Offices or Regional Offices related to: flight ticket purchases, Purchase Orders/payment approvals, and F10 (reimbursement form) claims for the participants of workshops and submits for approval;
- Keep track record (simple/excel form) of the payments processed for the event;
- Keep track record of travel schedules and flight information for all participants to support the Hotel-Airport transfers organized for workshops (simple/excel form);
- Prepare all kind of support materials – logistic notes, info notes, badges and folders for workshops and conferences as required.
Any other related tasks
Information on working arrangements:
- The overall objective of this Framework Agreement contract is to facilitate and expedite the process by which UNDP can hire the services of a Regional RBEC/RBAS operations support consultant once there are specific assignments over the next 3 years;
- Estimated level of effort: approximately 220 days each year. Maximum working days over the 3-year period would be 660;
- UNDP does not warrant that any quantity of services will be purchased during the term of the Framework Agreement as this will depend on forthcoming needs;
- The initial contract would be for one year (January – December 2018) with an option for renewal in two other subsequent years dependent on demand for services and satisfactory performance evaluation;
- The Framework Agreement to be signed will be for a fixed all-inclusive daily fee;
- Once the Framework Agreement is signed, if there is a specific assignment, the focal person at UNDP-GEF would contact by email the Consultant informing of the specific tasks, deliverables and timeline;
- The consultant must advise within 48 hours whether s/he is available to deliver the requested service;
- Thereafter a Purchase Order will be raised. Financial commitments will only be established each time the services are requested within the scope of the Framework Agreement through the transmitted email and purchase order;
- IC as a Framework agreement is non-exclusive (i.e. it does not prohibit UNDP from entering into another such framework agreement with other individuals or entities);
- Given the global consultations to be undertaken during this assignment, the consultant is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones where applicable;
- The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
- The Consultant will be responsible for providing her/his own working station (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to a reliable internet connection;
- Payments will be made upon submission of a detailed time sheet and certification of payment form, and acceptance and confirmation by the Supervisor on days worked (with a “day” calculated as 8 hours of work) and outputs delivered.
Travel:
- Mission travel might be required to provide administrative support during the Meeting of Practitioners for Europe and CIS (Istanbul) and Arab States COs (Location to be identified); max. 15 travel days per year;
- Any necessary missions must be approved in advance and in writing by the Supervisor;
- The Advanced and Basic Security in the Field II courses must be successfully completed prior to commencement of travel;
- Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director;
- Consultants are responsible for obtaining any visas and security clearances needed in connection with travel with the necessary support from UNDP;
- The Consultant is required to comply with the UN security directives set forth under https://dss.un.org/dssweb/;
- The consultant will be responsible for making his/her own mission travel arrangements in line with UNDP travel policies;
- All related travel expenses will be supported by UNDP funds and will be reimbursed as per UNDP rules and regulations for consultants. Costs for mission airfares, terminal expenses, insurance, and living allowances should not be included in financial proposal.
Compétences
Corporate Competencies:
- Demonstrates commitment to UNDP’s vision, mission and values;
- 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;
- Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.
Functional Competencies:
Development and Operational Effectiveness:
- Results-driven and initiative-taking;
- Ability to work under pressure and to meet deadlines;
- Ability to plan and organise work and establish priorities;
- Remains calm and in control even under pressure, and consistently approaches work with energy and a positive, constructive attitude;
- Informed, sound, and transparent decision-making;
- Thoroughly and methodically collects, verifies and records data, demonstrating attention to detail and identifying and correcting errors on own initiative.
Client Orientation and Communication:
- Effective written and oral communication skills;
- Good interpersonal and networking skills;
- Ability to establish and maintain effective working relations;
- Supports and encourages open communication in the team and facilitates team work;
- Ability to work under minimum supervision.
- Ability to work with multiple stakeholders from a wide range of disciplines and fields, from both developed and developing countries, and having diverse and competing worldviews and interests.
Qualifications et expériences requises
Education (maximum 10 points):
- Secondary education, preferably with specialized certification in Business or Public Administration;
- Bachelor’s Degree or equivalent in finance, administration, social sciences and/or another relevant field is desirable;
Experience:
- 7 years of relevant administrative experience in the areas of administration, procurement, operations and/or travel services (maximum 15 points);
- Experience with a UN Agency, UNDP and/or UNDP-GEF travel and admin processes and/or project budget management would be an asset (maximum 15 points);
- Experience with UNDP ERP system would be an advantage (maximum 15 points);
- Mastery in the usage of computers and office software packages (MS Word, Excel, etc.) required (maximum 5 points).
Languages:
- Fluency in English (maximum 5 points);
- Fluency in spoken and written French highly advantageous (maximum 5 points).
Evaluation Method:
- Only those applications which are responsive and compliant will be evaluated;
- Offers will be evaluated according to the Combined Scoring method – where the qualifications will be weighted at 70% and the financial offer will be weighted at 30%;
- The technical criteria (education, experience, language [max. 70 points] and interview [max.30 points]) will be based on maximum 100 points;
- Only the top four candidates scoring 49 points or higher from the review of the education, experience, languages will be considered for the interview;
- Applicants obtaining 21 points or higher in the interview will deemed technically qualified and considered for financial evaluation;
- Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received for the assignment;
- The financial proposal shall specify an all-inclusive daily fee. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal must additionally include a breakdown of this daily fee (including all foreseeable expenses to carry out the assignment);
- Applicant receiving the Highest Combined Score and has accepted UNDP’s General Terms and Conditions will be awarded the Framework Agreement.
Documentation required:
- Applicants must submit a duly completed and signed UNDP Personal History form (P11) to be downloaded from the below link;
- Applicants must reply to the mandatory questions asked by the system when submitting the application;
- Applicants must submit a duly completed and signed Annex II Offeror´s letter to UNDP confirming interest and availability for the Individual Contractor (IC) assignment to be downloaded from the UNDP procurement site.
UNDP Personal History form (P11) required of all applicants:
http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc.
General Conditions of Contract for the ICs:
Annex II Offeror´s letter to UNDP confirming interest and availability for the Individual Contractor (IC) assignment
http://procurement-notices.undp.org/view_notice.cfm?notice_id=40858