United Nations Development Programme (UNDP)

Administrative Associate (Consultant)

United Nations Development Programme (UNDP)

Job Description

  UNDP’s Regional bureau for Africa (UNDP Africa) has its headquarters in New York with regional offices in Addis Ababa, Ethiopia, Dakar, Senegal and Nairobi, Kenya, serving UNDP’s country offices in 45 countries in sub-Saharan Africa. UNDP Africa is currently implementing a Regional Programme for Africa (2018-2021), develops high quality knowledge and policy and is the main interface with regional and continental bodies such as the African Union, Regional Economic Communities and institutions. The Regional Programme supports Africa’s transformation agenda by 1) strengthening institutional capacities for the African Union and Regional Economic Institutions (RECs) to deliver on their mandate, especially cross-cutting issues related to resilience-building, 2) promoting a regional growth agenda that is inclusive, transformational and sustainable with reduced economic inequalities, and characterized by structural transformation, and 3) assisting regional institutions to sustain peace and build resilience to crises and shocks. The work builds on UNDP’s expertise in development thinking and practice, and decades of experience working at country level and globally. The Individual Consultant will be located in the Regional Bureau for Africa office in New York. The position in New York is under the direct supervision of the SART Team Leader and overall guidance of SART Team. The Individual Consultant will be a member of the Strategy, Analysis and Research Team led by the Chief Economist. The Team includes one Programme Associate, two Strategic Advisors and two Strategy and Research Analysts/Fellows. SART contributes to the implementation of Outcome 2 in the UNDP Africa’s Regional Programme and oversees RBA’s Senior Economist Programme that covers 46 African countries and Regional Institutions.
Duties and Responsibilities
Scope of work, responsibilities and description of the proposed support work. Expected outputs and deliverables:
  • Provide basic operational support, administrative and logistic support to the SART, liaising closely with SART Strategic Associate on procurement issues, travel, SART meetings and related tasks;

  • Process travel claims (F10/ER) of all above-mentioned UNDP and non-UNDP travelers; follow-up with appropriate HQ operations and travel support units to ensure that post-meeting claims and expenditures are processed correctly and on a timely basis;

  • Follow-up with HQ operations and travel support units to ensure that approvals are issued in a timely basis, including compiling all necessary information to facilitate the authorization process;

  • Manage logistics (organizing events, catering, etc.): Compile briefing kits & presentation materials, and background information and documentation for meeting/briefing/launch. The IC will assist with the preparation of invitations , follow up communication, and the execution of events and meetings for SART;

  • Maintain an updated and shareable leave & mission plan in the relevant corporate format to be submitted on a monthly basis to the Team Leader.

  • Assist the SART Team with any additional responsibilities as required.

Competencies
Corporate
  • Demonstrates integrity and fairness by modeling the UN / UNDP's values and ethical standards;

  • Promotes the vision, mission and strategic goals of the UN / UNDP; and

  • Displays sensitivity and adaptability when working with a diverse array of cultures, genders, religions, races, nationalities and ages

Functional
  • Strong organizational and administrative skills;

  • Excellent communication, interpersonal and record-keeping skills;

  • Experience working collaboratively in a team structure in a multicultural environment; and

  • Ability to work under minimum supervision and tight deadlines.

Required Skills and Experience
Academic qualifications:
  • Completion of secondary school preferably supplemented by administration and accounting studies is required. Possession of a Bachelor’s degree is an added advantage.

Experience:
  • A minimum of five years of administrative and operational management experience, with procurement and finance and travel management duties, preferably within the UN organization and agencies is required. A bachelor’s or master’s degree would be in lieu of the required professional experience.

  • Demonstrated client-facing capabilities and strong communication skills required;

  • Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web-based management systems required;

  • Familiarity with and knowledge of UN ERP Systems that handle travel functions and other similar systems;

  • Basic experience with UN and UNDP operations and procurement processes is an asset and highly preferred.

Language:
  • Fluency in written and spoken English required; and

  • Working knowledge of another official UN language is an asset.

Duty Station, Travel and Institutional Arrangements:
  • Duty station: UNDP New York;

  • The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;

  • UNDP will provide the consultant with a laptop/desktop, internet, phone, etc.;

  • No travel is expected for this assignment;

  • The consultant will be supervised by the SART Team Leader;

• Payments will be made upon satisfactory delivery of outputs, certification of payment form, and acceptance and confirmation by the Team Leader on outputs satisfactorily delivered. Application Procedure The application package containing the following (to be uploaded as one file):
  • A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;

  • Personal CV or P11, indicating all past experiences from similar projects 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 specify an all-inclusive daily fee (based on a 7-hour working day - lunch time is not included - and estimated 21.75 days per month).

  • The financial proposal 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.

  • 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.

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 weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points):
  • Criteria 1. A minimum of five years of administrative and operational management experience, with procurement and finance and travel management duties, preferably within the UN organization and agencies is required or possession of a degree or advanced degree in lieu of experience. Weight = 15%; Maximum Points: 15;

  • Criteria 2. Demonstrated client-facing competencies and strong communication skills required Weight = 10 %; Maximum Points: 10;

  • Criteria 3. Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web-based management systems required Weight = 5 %; Maximum Points: 5;

  • Criteria 4. Familiarity with and the UN and its systems. Weight = 15 %; Maximum Points: 15;

  • Critera 5. Basic experience with UN and UNDP processes is an asset and highly preferred Weight = 15 %; Maximum Points: 15; and

  • Having reviewed applications received, UNDP will invite the top three/four candidates with at least 42 points in the desk review for interview. Please note that only shortlisted candidates will be contacted. • Interview: Weight = 10 %; Maximum Points: 10. Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) 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. Payment modality Payment will be made on a monthly basis and will be produced after the submission of a UNDP Certification of Payment and signoff by SART Team Leader on the quality of work provided.

  • Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.

  • The work week will be based on 35 hours, i.e. on a 7 hour working day.Any request for clarification must be sent by email yechi.bekele@undp.org/otis.wilson@undp.org SART will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

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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