Historique

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.

The implementation of the Joint Programme 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 2020 annual work plan.

Devoirs et responsabilités

The objective of this assignment is to provide the required administrative and financial support to the implementation of the joint programme.

Expected Outputs and Deliverables

The consultant will perform the following duties and responsibilities:

Organization of CADRI events

  • Four (4) regional workshops organized (including advance identification of venue and catering services, meeting room arrangements, logistics for remote conferencing when relevant);
  • Two (2) CADRI Board Meeting and four (4) Programme Assurance Group Meetings organized (logistics arrangements including testing of video conferencing);
  • Virtual meetings and events (webinars, training sessions, etc.) organized (logistics arrangements including testing of video conferencing;
  • Preparation of the CADRI Partnership events at HNPW 2021 (February 2021, Geneva) ensured, including drafting communication, procurement of printing services, etc.

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

  • Development and follow up of CADRI quarterly procurement plans;
  • Management of printing services for publications;
  • Procurement for various consultancy services for the CADRI Partnership including support to: advertisement, longlisting, drafting of panel minutes, monitoring of timelines for contract payments, archiving of admin & finance documentation, etc.

Programme and budget management

  • Support to the implementation of the programme M&E system;
  • Management and archiving of CADRI Board & PAG documentation and meetings;
  • 2020/21 shadow budget maintained to monitor expenditures;
  • Quarterly financial reports produced (June, October, December, March);
  • Annual financial report produced (provisional in January 2021; final in March 2021);
  • Zero draft budget prepared for 2021 (December 2020).

Administrative support

  • CADRI Information Management System maintained;
  • Travel requests processed in a timely manner including advance ticket booking, hotel booking, and keeping track of final submission of travel documents;
  • Stationary and office equipment maintained;
  • Management of internship contracts (payment of stipends, induction);
  • CADRI Partners list maintained and regularly updated.

I

Deliverables

No of days

II

CADRI events organized

35

III

Procurement of consultancy services facilitated and completed in line with UNDP procurement guidelines

35

IV

2020/21 shadow budget maintained

20

V

Quarterly financial reports produced and issue log/risk log maintained

20

VI

Information Management System maintained

30

VII

Administrative support ensured in a timely and client-oriented manner

20

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 15 June 2020 and 14 Jun 2021, corresponding to approximately 60% or 3 days/ weekly.

Compétences

Communication

  • Excellent communication and presentation skills;
  • Excellent drafting skills in English.

Organization

  • A proven ability to process large amount of information and manage multiple tasks;
  • Initiative taking and ability to work with minimum supervision.

Teamwork

  • Strong interpersonal skills demonstrated by the ability to work in teams;
  • Ability to work in a multicultural environment.

Technical Competencies

  • Sound computer skills demonstrated by proficient knowledge of MS Office applications;
  • Ability to work remotely making best use of social media technologies;
  • Experience with ATLAS programme management software is an advantage but not a requirement.

Qualifications et expériences requises

Academic Background

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

Experience

  • At least 3 years of experience in administrative and finance work;
  • Proficient in use of MS Office suite;
  • Proven experience in supporting the organization of workshops, conferences, an asset;
  • Knowledge / previous experience with UNDP/ UNOPS/ UNFPA/ UN Women in administration and finance an asset.

Languages

  • Proficiency in English, both written and oral is required;
  • Knowledge of another UN official language (French) 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: “91377 -Financial Proposal – 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):

  • Review of CVs for the below mentioned criteria, (max 40 points), candidates with equal or over 28 points will be invited for interview;
  • Bachelor’s Degree in Administration, Finance or a closely related field. (Max. 5 points)
  • Professional experience working in a variety of administrative and finance management positions (Max. 10 points)
  • Proficiency in MS Office applications such as Word, Excel and PowerPoint (Max 7 points)
  • Experience in supporting the organization of workshops, conferences, meetings (Max. 10 points)
  • Experience in office management and administration, with UNDP, UNOPS, UN Women, UNFPA (Max. 8 points)
  • Interview developed by a 3-member interview panel. The interview should be conducted in English (Max. 30 points); combined score of above 70% will be considered by financial evaluation.
  • 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