Background

In the United Nations Development Programme (UNDP), the General Operations (GO) division within Headquarters (HQ) in New York is entrusted with the certification of travel documents (UN Laissez Passers, UN Certificate, UN Family Certification , G4 Visa applications and other HR certification documents (grounds pass for HQ, spouse employment and adjustment of status, etc).

UN Laissez-Passer and other UN travel documents are issued for use in connection with travel on official business (i.e. travel paid for or authorized by the United Nations or a Specialized Agency).

G4 visas are United States visa issued to officials of the United Nations and select related Organizations and their eligible family members and secondary dependents assigned to the United States.

GO is seeking the services of a consultant for 3 months to be on-site to assist with the review and submission of complete and accurate supporting documentation for UN travel documents and G4 visa applications and forwarding to the United Nations Travel and Transportation Section (UNTTS) for necessary processing and issuance of documents and visa cables.

The consultant will work under the direct supervision of Manager, Travel Services Section and provides regular reports and updates on the status of the cases.  The consultant is required to work on site during normal working hours. 

Duties and Responsibilities

Reporting to the Manager, Travel Services Section, the consultant will perform the following duties and process all these requests via UNAll platform:

• Review all incoming service request via UNall platform
• Confirm eligibility of the applicant’s request for the required services (travel document/G4 visa)
• Check all validity and details in the application are correct and exactly match with supporting documentation
• Consolidate and print fully compliant applications and submit to the supervisor for review and certification signature

• Review and submit the certified/signed documents to UNTTS
• Ensure work in progress cases are finalized for certification and submission
• Review and ensure that pending cases are finalized once the required replies have been received from clients and undertake the necessary follow up with clients
• Ensure all incoming emails from UN TTS are reviewed and responded to, directing to the concerned team, as needed.

Competencies

Familiarity with travel documents

Strong skills using various tools/systems (ERP, share point, UNAll, MS Office, etc)

Excellent organizational skills and attention to detail

Being conscientious and efficient in meeting commitments and observing deadlines

Remains calm and in control, and good humored even under pressure

Strong client orientation

Continuous learning

Communication

Required Skills and Experience

Minimum university degree in human resources management, business administration, operations management, public administration, or any other relevant area.

Minimum 2 to 3 years progressively relevant experience in the area of human resources administration, operations management, general administration, travel administration at the national or international level required. 

Application Procedure

The application package containing the following (to be uploaded as one file):

• Personal CV or P11, indicating all past experience from similar assignment and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references

Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

• The financial proposal should be provided based on the TOR and must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; (excluding mission travel); living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
• This consultancy is in person assignment and payment is subject to successful delivery of output as per TOR. 
• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
• If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below.  Applicants will be evaluated based on cumulative scoring.  When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weigh 70% and financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points):

• Criteria 1: Proven technical expertise and experience in familiarity with review and processing of travel and HR documents as demonstrated in the technical proposal. Maximum of 20 points.
• Criteria 2:  Experience in any of these areas (human resources/operations management/general administration/travel administration). Maximum of 20 points.
• Criteria 3: Working experience in an international organization.  Prior experience with UN an asset.  Maximum of 10 points.
• Criteria 4: Familiarity/hands-on experience with tools/systems (ERP, Share Point, MS Office, UNAll).  Maximum of 20 points.

Having reviewed applications received, UNDP will invite up to three technically qualified candidates for interview. Please note that only shortlisted candidates will be contacted.

• Criteria 5: Interview. Maximum Points: 30 points.

Candidates obtaining a minimum of 70% of the maximum obtainable points for the technical criteria shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

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

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The Consultant will work under the direct supervision of the Manger, Travel Services.

Payment modality

• Payment to the Individual Contractor will be made based on the completion of the deliverables by the due date and acceptance of the deliverables by the technical manager.
• Payment will be based on deliverables/output.
• Partial delivery of each output is not acceptable. Payment is subject to complete delivery of each output.
• Deliverables of each output should be complete and accepted by the approving officer