Antecedentes

Purpose

The Office Assistant will contribute to the project team with the general office duties ensuring project activities and processes to be executed efficiently.

Objective

The incumbent will provide administrative, secretarial and clerical support to the project and assist in timely performing administrative backstopping duties, particularly in processing of applications under the public calls for CSO projects in 21 partner local governments (LG). 

Background information

The EU-funded ReLOaD aims to strengthen partnerships between LGs and civil society by scaling-up a successful model of transparent and project-based funding of CSOs. The Western Balkan (WB) countries are facing complex set of similar development challenges. These countries, namely Albania, Bosnia and Herzegovina (BiH), the Republic of North Macedonia, Kosovo* , Montenegro, and Serbia, invest significant efforts to mainstream the EU accession agenda within their socio-political contexts.  An integral part of the EU accession agenda is to promote inclusion of civil society and further development of participatory democracies in the Region. All WB countries face these challenges, specifically related to the lack of collaboration between the government and civil society.

ReLOaD in Bosnia and Herzegovina partners with 21 local governments (LG) namely: Banja Luka, Bijeljina, Bratunac, Brod, Centar Sarajevo, Gradacac, Jablanica, Kakanj, Maglaj, Modrica, Pale, Rudo, Stari Grad Sarajevo, Sokolac, Teslic, Tešanj, Travnik, Trebinje,Tuzla, Vitez and Vogošca.

Deberes y responsabilidades

Scope of work
The Office Assistant will work closely with the ReLOaD project team and he/she will be under the supervision of the Senior Project Coordinator/Grant Officer.

Key tasks:

Task 1: Providing administrative assistance to the project team during public calls for CSOs in 21 local governance (LG),
The incumbent will provide several duties related to the processing of project proposals submitted by CSOs, the number of which is expected to be around 800. These duties will include, but will not be limited to:

• Preparation of documentation for evaluation of CSOs
• Minute taking during evaluation of CSO project proposals,
• Preparation and sending acceptance/rejection letters,
• Preparation of reports on CSO evaluation process for each LG, 
• Contacting and instructing CSOs in regard to the preparation of paperwork required for micro-capital grants,
• Maintaining hard-copy and electronic data of relevant documents for each public call,
• Other administrative duties for the project.

It is estimated that this task will require 70 working days.

Task 2:  Providing administrative assistance in organizing project activities in partner LGs

The incumbent is expected to:

• Organize meetings with the representatives of partner LGs and/or CSOs in partner LGs,
• Prepare official correspondence, documents, reports, letters, meeting minutes, etc.,
• Maintain communication with LGs and provide feedback on activities taken in relation to complaints deriving from results of the calls for CSOs, correspondence, requests for additional information, including collection of requested information,
• Support organization of open days for CSOs in LGs and mentoring sessions (including taking minutes),

It is estimated that this task will require 20 working days.

Task 3: Support in organizing second regional conference

The incumbent will be responsible for variety of assistance related to the organization of the conference that will host around 70 participants. The conference is planned to be organized in Montenegro.
The responsibilities will include:

• Assisting in preparation of official correspondence, participants list and regular updates,
• Assisting in variety of logistical tasks such as preparing name tags, conference materials, distributing information to participants and providing overall excellent customer service.

Any other assistance tasks as specifically requested by the supervisors

It is estimated that this task will require 10 working days.

Deliverables/outputs
The Consultant is responsible for the following deliverables:

Competencias

. Corporate Responsibility and Teamwork:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Plans, prioritizes and delivers tasks on time;
• Strives for and promotes excellence in performance continually;
• Participates effectively in a team-based, information-sharing environment, collaborating and cooperating with others;
• Generates ideas and seizes opportunities to support corporate strategic objectives.

People Skills:

• Demonstrated ability to work harmoniously with persons of different national and cultural backgrounds;
• Recognizes and responds appropriately to the ideas, interests, and concerns of others;
• Builds trust and engenders morale by displaying open, transparent and credible behavior;
• Respects individual/cultural differences; utilizes diversity to foster teamwork;
• Ensures others’ understanding of, involvement in, and adaptation to a change process.

Partnering and Networking:

• Communicates sensitively and effectively across different constituencies;
• Ability to work as a member of a team as well as work autonomously.

Results-Orientation:

• Plans and ensures quality results to meet established goals.

Communication:

• Formulates written information clearly and persuasively;
• Shares information openly with co-workers and partners while using discretion to protect confidences;
• Presents information in a clear and articulate manner.

Job Knowledge and Expertise:

• Strong organizing and administrative skills;
• The ability to effectively manage a varied and challenging workload;
• The ability to multitask, maintain focus under pressure and ensure accuracy and attention to detail at all times;
• Strong communication and team working skills;
• Confidence to build relationships across a strong creative team and other collaborating departments;
• Executes day-to-day tasks systematically and efficiently;
• Initiative and sound judgment.

Habilidades y experiencia requeridas

Academic Qualifications/Education

• High school diploma, a university degree in law, economics, public policy, public administration, or a related social science field is strong advantage.

Experience

• At least 5 years of progressively responsible administrative or project experience
• Previous working experience with UNDP is an advantage
• Proficiency at MS Office package (MS Word, Excel, PPT etc.)
• Fluency in official languages of Bosnia and Herzegovina and in English

Shortlisting will be conducted based on the ToR requirement. Only candidates that obtain minimum 18 points at the review of applications will be considered for the interview.

Only candidates obtaining a minimum of 49 points at the technical criteria would be considered for the Financial Evaluation.

Evaluation

Individual consultants will be evaluated based on the following methodology:

Cumulative analysis

When using this weighted scoring method, the award of the contract should 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 a pre-determined set of weighted technical and financial criteria specific to the solicitation.

• * Technical Criteria weight-70%
• * Financial Criteria weight- 30%

Applicants are required to submit an application including:

• Proposal:?Cover Letter;
• Completed and signed the Offeror’s template Confirming Interest and Availability (please follow the link: 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);
• Latest personal CV, including past experience from similar projects, and email, telephone and any other contact details for references;
• Financial proposal which will separately specify professional fee, indicating number of anticipated working days, travel costs (air-ticket or use of private vehicle), living allowance, and all other applicable costs.

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

• For an assignment requiring travel, consultants of 65 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
• Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.