UNDP works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. Through cultural heritage conservation projects, Community Engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peacemaking and practical confidence building processes with funding from the EU.
The EU funded “Support facility to the bi-communal Technical Committees” project aims to support the work of the Technical Committees established by the two leaders of both the Greek Cypriot and Turkish Cypriot communities, to improve the everyday lives of Cypriots, by facilitating greater interaction and understanding and building confidence amongst the communities of Cyprus. In consultation with relevant stakeholders, this facility will contribute to this aim through the provision of capacity-building and project-enabling support to the Technical Committees.
Within this context, UNDP is seeking a Project Coordination Assistant to support the implementation of this project.
Duties and Responsibilities
Under the overall guidance of the Senior Programme Manager/ Head of Office and the and direct supervision of the Programme and Communications Analyst the Project Coordination Assistant will be responsible for providing support to the day to day coordination of the ‘Support facility to the bi-communal Technical Committees” by undertaking the following:
- Support the technical committees with the development and conceptualization of new proposals;
- Support the Steering Committee with the development of new methodologies and approaches to support the technical committees with the formulation of innovative proposals for confidence building measures;
- Support to the technical committees in the preparation of actionable ideas for proposals;
- Support the technical committees with the drafting of proposals in accordance with agreed templates;
- Support the technical committees with the identification of synergies and the development of joint proposals;
- Provide an initial review of proposals in order to ensure compliance with the agreed selection criteria;
- Collate and summarize proposals in preparation for review by the Steering Committee;
- Organizing of regular steering committee meetings at least on quarterly basis;
- Draft minutes and ensure that all Steering Committee decisions are well documented in accordance with the assessment process;
- Provide operational support in the conceptualization, development and implementation of actions as agreed by the steering committee;
- Keep abreast of funding allocation processes and collate data in accordance with UNDP guidelines
- Support regular coordination processes with all relevant stakeholders, in line with UNDP guidelines;
- Maintain a centralized portfolio of all active and closed proposals, and provide regular updates to the Steering Committee;
- Provide assistance in the implementation of the actions as agreed by the steering committee to ensure effectiveness;
- Support the monitoring the implementation of actions to ensure achievement of project targets as agreed with the Steering Committee;
- Gather, collate and present project data as part of support to monitoring and reporting processes in accordance with UNDP requirements;
- Coordination with the Operations Unit to ensure full compliance of procurement activities within UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to preparation of procurement team results-oriented work plans;
- Support to implementation of procurement processes including support to the preparation ToRs for of RFQ, RFP and Individual consultancies and solicitation of quotes from suppliers and the evaluation process/reporting;
- Liaison with vendors for the request/collection of the required vendor details
- Request of E-Requisitions and Purchase Orders as part of project implementation actions;
- Provision of administrative and logistical services
- Maintenance of records on assets/inventory at the Hub and assets management;
- Provision of inputs to the administrative business processes Mapping and implementation of the internal standard operating procedures (SOPs);
- Undertake any other duties as needed in consultation with the supervisor.
The following deliverables are expected from the consultancy:
- Support with the development of at least 6 new proposals for confidence building measures by the technical committees;
- Collection and collation of project data and summary of the types of support provided by the facility;
- Production of summary of proposals received, outcomes of the assessment process and final decisions from the Steering Committee;
- Production of regular timely inputs into the procurement processes and plans including timeline for selection, outline of assessment process and final ToRs as approved by all stakeholders;
- Support to the formation of action plans for the coordination of the implementation of the activities of the Technical Committees as approved by Steering Committee;
- Provision of monthly activity reports including progress towards agreed targets and indicators and recommendations for improving efficiency;
- Support to the production and distribution of communications materials in accordance with UNDP and EU visibility guidelines;
- Maintenance of the appropriate files in accordance with the needs of the programme and procurement units.
Payments will be released in monthly installments, upon submission of a time sheet and monthly progress report on completed tasks certified by the Reporting Officer. Summary of specific tasks will be agreed with the Supervisor at the beginning of each month.
- Demonstrate/safeguard ethics and integrity;
- Demonstrate corporate knowledge and sound judgment;
- Self-development, initiative-taking;
- Encourage and participate in open communication in the team, communicate effectively;
- Manage conflict;
- Informed and transparent decision making.
- Demonstrates integrity by modeling the UN’s values and ethical standards;
- Promotes the vision, mission, and strategic goals of UNDP;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favoritism;
- Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.
- Excellent organizational skills;
- Excellent computer skills (including, MS Outlook, Excel, Word, PowerPoint, etc.);
- Sound knowledge of local Community Development principles, trends, and policies in Cyprus;
- Ability to set priorities, meet specific objectives, use political judgment and knowledge;
- Good interpersonal skills, diligence, open mindedness, and dedication.
- Shows pride in work and in achievements;
- Demonstrates professional competence and mastery of subject matter;
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
- Is motivated by professional rather than personal concerns;
- Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
- Speaks and writes clearly and effectively;
- Listens to others, correctly interprets messages from others and responds appropriately;
- Asks questions to clarify and exhibits interest in having two-way communication;
- Tailors language, tone, style and format to match the audience;
- Demonstrates openness in sharing information and keeping people informed.
Planning & Organizing
- Identifies priority activities and assignments; adjusts priorities as required;
- Allocates appropriate amount of time and resources for completing work;
- Foresees risks and allows for contingencies when planning;
- Monitors and adjusts plans and actions as necessary;
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Required Skills and Experience
- Bachelor’s degree in social sciences, international relations, project management or related field.
- At least 2 years of relevant work experience in project implementation and monitoring in either an international development organization, civil society organization, private sector or local/national government;
- Knowledge of the Cypriot context;
- Experience working in bi-communal projects and coordinating confidence-building activities is an asset;
- Experience of working with International Organizations and/or the donor community is an asset.
- Fluency in written and spoken English;
- Knowledge of Greek is mandatory.
- Knowledge of Turkish is an asset
- Nationals or others legally authorized to work in Cyprus;
- Valid driving license.
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
- CV: Submission of CV
- References: Contact details of 3 references.
- Financial Proposal: Applicants requested to submit financial proposal for up to 92 working days (a working day will be calculated as 8 hours in total (half an hour break and 7.5 hours of work) could be pro-rated to the actual hours works, and shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.
Evaluation / Selection Process
All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.
Technical Criteria (CV review and interviews) – 70% of total evaluation– max. 70 points
CV review: 20 points:
- Educational qualification as defined in the ToR (10 points)
- Experience as defined in the ToR (10 points)
Only candidates who obtained at least 70% of points from the CV review (who will score at least 14 points) will be eligible to be invited for an interview and written test.
Written test: 20 points
- Project implementation skills (20 points)
Interview: 30 points
- Relevant work experience in project implementation and monitoring – 10 Points
- Planning and organizing workload -10 Points
- Knowledge of the Cypriot context - 5 Points
- Client focus - 5 Points
Only those individual consultants who obtained at least 70% of points from the interview and written test (who will score at least 35 Points) will be considered for financial proposal evaluation.
Financial Criteria - 30% of total evaluation – max. 30 points.
Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].
UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.
Monthly payable upon submission of the monthly, certification of payment form, time-sheet and monthly report upon approval of UNDP.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.