Background

UNDP’s Representation Office in Brussels supports and promotes the partnership between the European Union (EU) and UNDP built on shared values and objectives for advancing peace and security, human rights and development. Both parties are committed to the 2030 Agenda for Sustainable Development and to supporting countries’ progress and investing in their efforts to end poverty, protect the planet and build prosperity for all.

This position is placed within the Contract Management Unit (CMU) which focuses primarily on supporting UNDP-led implementation of EU-funded operations taking place in around 140 countries worldwide. The incumbent is expected to provide support to the work of the CMU in the areas of (1) compliance with the established regulatory framework of EU and UNDP (2) administrative support, data collection and processing. The detailed description of tasks is provided below. 

The incumbent must be self-motivated, with the capacity to take initiatives and be results and solutions oriented. He/she must have a good sense of self-organisation and flexibility. With excellent communications, attention to detail and analytical skills, s/he should be able to work effectively under pressure and meet tight deadlines.

The incumbent will perform his/her duties under the direct supervision of the Programme Analyst heading the CMU at the UNDP Brussels Office.

Duties and Responsibilities

Description of responsibilities & key deliverables

  • Review the existing guidance relating to formulation of EU-funded programme/project proposals in light of the latest EU-UN contractual framewor;
  • Update guidance for streamlined clearance of EU-UNDP agreements;
  • Update guidance relating to reporting requirements stemming from EU’s  contracts templates;
  • Based on existing database, prepare inputs for office’s internal and external publication materials such as data for presentations and briefings, drafting of official correspondence, on the areas listed above; (data compilation, editing/formatting, coordination of inputs from various parties);
  • Review and update the early-warning functions (Outlook & Excel functionalities) used with regards to project’s main contractual milestones; 
  • Create Update office’s depository of “best practices” (identification of cases, editing/formatting) as per given specifications;
  • Respond to ad-hoc requests for additional support in the above-indicated areas.

Expected Deliverables:

  • Produce progress reports outlining the progress achieved according to ToR at the end of each calendar month.
  • One final report outlining the achievements for the entire duration of the assignment at the end of the contract.

Competencies

Corporate Competencies:

  • Core Values and Ethics;
  • Demonstrates integrity and ethical standards;
  • Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved;
  • Demonstrates commitment to UNDP’s mission, vision and values by supporting corporate goals;
  • Complies with UNDP’s rules, regulations and code of conduct;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

 

Functional Competencies:

  • Fluency in spoken and written English and French are prerequisite;
  • Proficiency in the use of office IT applications - specifically MSWord, Excel, PowerPoint, Outlook, Internet Explorer functions;
  • Knowledge of the EU’s external funding streams (development and/or humanitarian assistance), EU institutions;
  • Knowledge or experience of working in a UN organisation or other international organisations would be considered an asset;
  • Excellent writing and communication skills in English and French;
  • Proven administrative and organisational skills within an office;
  • Ability to plan, organize, implement and report on accomplished tasks;
  • Ability to review a variety of data (numbers, infographics), identify patterns and problems, solution-orientation;
  • Ability to work under pressure and meet strict deadlines;
  • Attention to detail;
  • Ability to work in an international and multicultural environment.

Required Skills and Experience

Education

  • University degree (Masters degree) is a prerequisite, preferably in Public Administration, Economics, Political Sciences, International relations, or similar field.

Experience

  • At least 2 years of experience relevant to the above-indicated responsibilities & deliverables is required.

Language Requirements 

  • Fluency in written and spoken English and French;
  • Knowledge of other languages, especially Spanish and/or Portuguese would be considered an asset.

Please note that UNDP cannot guarantee residence permits or visas for consultants. Applicants must therefore have a valid work permit or permanent residency in Belgium.

 

Application Submission Process

The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):

  • Filled and duly signed P11 form or CV including 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: http://sas.undp.org/Documents/P11_Personal_history_form.doc)
  • A Motivation letter prepared by the candidate detailing how he/she is best fit for this consultancy given his/her experience and background.

 

Step 2: Submission of Financial Proposal

Applicants are instructed to submit their financial proposals in EUR for this consultancy to procurement.be@undp.org using the financial proposal template available here: 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. The proposals should be sent via email with the following subject heading: “Financial Proposal/BRO- Programme Assistant” latest by February 21st, 2020 . Proposals to be received after the deadline will be rejected. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown. The term ‘all-inclusive” implies that all costs (professional fees, travel related expenses, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal. 

Application Evaluation Process

Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

  • Responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.

Technical Criteria weight: [70%]

Financial Criteria weight:  [30%]

Only Individual Consultants obtaining a minimum of 70% on the Technical evaluation would be considered for the Financial Evaluation.

Technical Criteria - 70% of total evaluation – max. 100 points:

  • Criteria A: At least 2 years of experience in working with EU institutions or with the UN System is required – max 15 points;
  • Criteria B: Proficiency in English and French (spoken and written) - max 15 points;
  • Criteria D: Knowledge of the EU-UN partnership would be considered and asset – max 15 points;
  • Criteria E: In-depth knowledge and skills in office IT applications (MSWord, Excel, PowerPoint, Outlook, Internet Explorer) – max 10 points;
  • Criteria F: Experience in administrative and organisational tasks in an office, ability to plan, organize, implement and report on accomplished tasks – max 10 points;
  • Criteria G: At least working-level of Spanish or Portuguese would be considered an asset  – max 5 points;
  • Criteria H: Interview – max 30 points.

Only those applicants obtaining a minimum of 49 points (70% of points obtainable in the desk review: Criteria A-G) will be considered for an interview (Criteria H).

Financial Criteria - 30% of total evaluation

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

 

UNDP is applying fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. Please go the following link for the General Conditions of Individual Contracts: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf

UNDP retains the right to contact references directly.

Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org.

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.