United Nations Development Programme (UNDP)

Administrative and Finance Consultant

United Nations Development Programme (UNDP)

Job Description

 

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, Humanitarian Action and peace and security.

UN Women’s China Office in Beijing supports and carries out work on (i) enhancing women's economic empowerment; (ii) ending violence against women; and (iii) innovative work to address gender issues in China. In addition to the above, UN Women also actively participates and contributes to various UN inter-agency processes and collaborates with UN organizations around specific programme areas.

With the strategic priority envisioned, UN Women has concluded a global agreement with Fast Retailing Co., Ltd., the parent company of the Japanese global apparel retailer, UNIQLO. The agreement aims to jointly champion women’s rights and the economic empowerment of women and girls in the global apparel industry and generate a positive effect on local communities and the entire supply chain. As an inception phase, UN Women will jointly conduct the Needs Assessment for female workers in the Ready-Made-Garment (RMG) sector in China.

UN Women China office will hire a Consultant who will be responsible for providing administrative services, finance, and logistical assistance to ensure high quality, accuracy and consistency in the implementation of the Needs Assessment project in China.

The Consultant will work in close collaboration with the rest of the office, as well as the Asia Pacific Regional Office, UN Women Headquarters and staff of other UN agencies as required.

Duties and Responsibilities

Under the direct supervision of the Head of Office, Partnership Specialist and Analyst, the Consultant will be responsible for the achievement of the following tasks and deliverables:

1. Ensure transparent and efficient finance, and administrative services and processes focusing on achievement of the following results:

  • Preparation and monitoring of payments made to vendors, staff, and other accounts payable in a timely manner, with high accuracy, and proper supporting documents according to UN Women requirements.

  • Completeness and accuracy of expenditures reported in financial report received from implementing partner organization by performing a verification its supporting documents (e.g. receipts, invoices, and other details) and recording the expenditures.

  • Proper handling, monitoring, depositing and recording of miscellaneous cash collected during the month.

  • Administrative assistance provided on fixed asset physical verification, office & space arrangement and storage.

  • Provide administrative support in monitoring and preparation of budgets and the finances of the Programme, including tracking the delivery of funds and the preparation of FACE forms.

  • Assist in proper control of the supporting documents for payments and financial report for Programme.

  • Undertake logistical, administrative and payment arrangements for organization of meetings, workshops, events, and missions and travel of the Programme.

2. Support to office filing and Document Management focusing on achievement of the following results

  • Maintenance of log, files, records and documentations (electronic and hard copies) related to finance, procurement, travel and Administration ensuring safekeeping of confidential materials.

  • Maintenance of contract tracking.

Key Expected Outputs and Timelines

 

Percentage

  • Workplan for the establishment of standardized documentation (filing, e-filing, log, tracking systems, consultancy roster, etc.)

  • Established system for documentation, e-filing, log, contract tracking system, consultancy roster, etc.

31 July 2020

30%

  • Report of activities undertaken to support Needs Assessment for female workers in the RMG sectors in China and partnership programme.

  • Summary on contract/budget closure and online system operation and other administrative support facilitated.

31 August 2020

30%

  • A validation meeting organized in Shanghai

  • Summary report on administrative and financial support facilitated for partnership and programme unit.

30 September 2020

40%

Duration of Assignment and Duty Station

The Consultant is expected to be based in Beijing, from 1 July2020 to 30 September 2020.

Competencies

Core Values:

  • Respect for Diversity

  • Integrity

  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues

  • Accountability

  • Creative Problem Solving

  • Effective Communication

  • Inclusive Collaboration

  • Stakeholder Engagement

  • Leading by Example

Required Skills and Experience

Education:

  • Completion of Secondary education is required. Bachelor’s degree in Development Studies, Gender Studies, International Relations or other social science fields preferred.

Experience:

  • At least 5 years of relevant experience in finance, procurement, administrative and/or Programme Support is required

  • Experience in the usage of computers and office software packages (MS Word, Excel, Power Point, etc.)

  • Experience in handling of web-based Management Systems or enterprise Resource Planning (ERP) system similar to PeopleSoft (Atlas) is an asset

  • Work experience in the UN system is an advantage;

  • Resident of Beijing preferred

  • Good verbal and writing skills in English and Chinese

Evaluation Criteria

  • Applications will be evaluated based on the Cumulative Analysis.

  • Technical Proposal (100 points) weight; [70%]

  • Financial Proposal (100 points) weight; [30%]

A two-stage procedure is utilised in evaluating the proposals, with evaluation of the technical proposal being completed prior to any price proposal being compared. Only the price proposal of the candidates who passed the minimum technical score of 70% of the obtainable score of 100 points in the technical qualification evaluation will be evaluated for the financial assessment.

Technical qualification evaluation criteria:

The total number of points allocated for the technical qualification component is 100. Only the candidates who have attained a minimum of 70% of total points will be considered as technically-qualified candidate.

Financial/Price Proposal evaluation:

  • Only the financial proposal of candidates who have attained a minimum of 70% score in the technical evaluation will be considered and evaluated.

  • The total number of points allocated for the price component is 100.

The maximum number of points will be allotted to the lowest price proposal that is opened/evaluated and compared among those technical qualified candidates who have attained a minimum of 70% score in the technical evaluation. All other price proposals will receive points in inverse proportion to the lowest price.

Submission of application

Interest candidates are encouraged to submit electronic application to hr.bangkok@unwomen.org, not later than 15 June 2020.

Submission package includes:

  • Updated CV

  • Personal History Form(P11)

  • Financial proposal: the financial proposal shall specify a lump sum total amount breaking down into the daily professional fee, proposed number of working days and any other related costs.

All applicants must include (as an attachment) the CV, P11, and financial proposal. Applications without financial proposal will be treated as incomplete and will not be considered for further assessment.

Please note that only candidates selected for an interview will be contacted.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
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