Consultant, Logistical and Procurement Support

The United Nations Development Program (UNDP) has a longstanding commitment to mainstreaming gender equality and promoting women’s empowerment in its work. As the UN’s lead development agency, with extensive field presence, UNDP has facilitated the integration of gender equality in the work of Country Offices through core and non-core fund investments and has initiated and implemented numerous innovative initiatives that support both government and civil society work on gender issues. The Gender Equality Strategy 2008-2013 (GES) describes UNDP’s corporate strategy to support developing countries in achieving internationally agreed development goals, including the MDGs, and other global commitments to women’s rights and gender equality. It describes in detail how UNDP can achieve each of its goals in such a manner as to take account of men’s and women’s specific needs, interests and contributions. As such, it parallels and amplifies the UNDP Strategic Plan 2008-2013, and should be read and implemented in conjunction with it. It provides a set of development results frameworks that guide country offices and other UNDP units to develop and implement gender responsive programmes and projects. The scope of administrative work for the above initiatives includes providing logistical and operational support to a number of the activities and initiatives, arranging missions, organizing global, regional and country level dialogues and discussions with wide range of actors in development arena, governments and non-governmental organizations. In this regard, Gender Team is seeking a qualified consultancy services in providing logistical and procurement support to (but not limited to) the following key events: Planned events Timelines (indicative per project AWP) Gender Team’s Progress Review and Planning meetings Quarterly throughout 2013 Gender Team side events at the CSW February-March 2012 Training of Trainers workshops in the Africa region April 2012 Training of Trainers workshop in Bahrain June 2012 Gender Team’s side events and training at Rio+20 June 2012 Gender & Economic Policy Masters course, Bahrain University June-August Training of Trainers workshop in Asia and the Pacific Region September Global Gender Team work planning September-November 2012/3 Support capacities of governments and CSOs to formulate and implement gender sensitive environment plans and programme in 10 countries Quarterly Gender Team’s side events and training at COP 18, UNFCCC Annually Others, to be identified during the GES programme implementation

Duties and Responsibilities

The consultant will support clusters/units in Gender Team with organizing the following upcoming project-level events. Specifically, the consultant will be responsible for the following tasks and outputs working in close collaboration with the UNDP Gender Team in New York and partners: Key deliverables: Provide administrative support to main events organized by the Gender Team: Key activities/indicators: Develop logistics and budget plans for the events Carry out logistic process in full compliance of operational activities with UNDP rules, regulations, policies and strategies and with focus on cost saving and reduction aspects. Send out authorizations for travel arrangements to country offices. Arrange travel arrangements from HQs for those participants traveling from locations where there is no UNDP office. Assist Project managers with identifying venue for the events, coordinate contracting activities. Keep roster of potential vendors and services providers for the events, and explore possibilities of setting long term agreements for main and recurring services (catering, transportation, event management, venue, etc.). Ensures closure of travels by settling final travel claims (F10s). Follow up on receipt of the Back to office reports from GT staff on the events. Manage budgets for the events. Assist in keeping documents of the respective clusters/units in Gender Team up to date and in order. Assist in maintaining and updating a full inventory of MOUs, consultants, service contracts and ensures monitoring of compliance with corporate approvals by CAP/ACP/CPO. Create electronic folders on project documents, correspondence, report s and other materials for each of the above categories. Keep the files for the related activities (procurement, travel, payments) up to date and in order. Provide assistance to procurement activities and selection of experts: Provide administrative assistance with initiation of project level procurement activities (small purchases, printing, editing and design services). Assist clusters/units with engagement of consultancy services for Gender Team. This includes drafting ToRs, assisting in solicitation processes, and initial review of documents for completeness. Process payments against approved invoices. Assist project managers in managing contracts for the service providers (for publications, experts, venues), ensures effective contact management and their successful closure. Expected Outputs: Logistical and operations support is provided to the key events of the Gender Team (the list of the key events with the deadlines are provided above). Support provided for successful procurement and contracting. Project files and documents are kept updated.

Competencies

The ability to meet deadlines and maintain high-quality of output working under pressure. The international project management skill in multinational environment is required for this position. The ability to use good judgment and experience working in a multi-cultural setting are critical. Excellent communication / organizational skills, attention to details. Ability to operate personal computers, corporate and commercial software applications and databases such as Microsoft Office, Microsoft Outlook, Internet, ERP based applications. Ability to quickly learn corporate software applications is essential and thorough knowledge of Atlas is a definite advantage. Knowledge of UNDP/UN administrative procedures is strongly desirable. The highest standards of integrity, discretion and loyalty are essential. OTHER CONSIDERATIONS: Remuneration The financial proposal will specify all inclusive the daily rate fee in US dollars. The payment will be done on a monthly basis upon satisfactory performance. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS. Interested individual consultants must submit the following documents/information to demonstrate their qualifications: 1. A short justification explaining why you are the most suitable for the work (maximum 1000 characters) 2. Daily fee in US dollars (non-negotiable). 3. UN Personal History (PH11) and Personal CV including past experience in similar projects; and 4. At least 3 references (name, title, and contact details) FINANCIAL PROPOSAL Individual consultants will be evaluated based on the following methodology: Cumulative analysis When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: Selection and Evaluation Process Only applicants that meet the below criteria will be considered for the assignment: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. * Technical Criteria weight: 70 Criteria Weight Max. Point Technical A.Relevant Experience in providing logistical and operational support for the events (understanding the scope of the work, focusing on travel planning and management, contracting) (20 points) 20% 20 B.Organizational and communication skills (meeting deadlines, managing complex tasks, communications skills) (20 points) 20% 20 C.Knowledge of UN/UNDP administrative and operational procedures (usage of applications, understanding of scope of work related to the assignment) (30 points) 30% 30 Financial 30% 30 Only candidates obtaining a minimum of 49 points would be considered for the Financial Evaluation * Financial Criteria weight: 30 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 Applicants are required to fill and sign a Personal History (P11) Form and submit it together with Curriculum Vitae on the online application. The UNDP P11 Form can be downloaded here. Click here for General Conditions of contract for the services of Individual contractor. for General Conditions of contract for the services of Individual contractor. for General Conditions of contract for the services of Individual contractor. for General Conditions of contract for the services of Individual contractor.. Click for General Conditions of contract for the services of Individual contractor. Travel: The consultant is not expected to undertake any duty travel. UNDP does not provide any additional entitlement apart from the service fee. Cost of the travel to/from duty station to be borne by the successful candidate, and is not reimbursable by the hiring Organisation. Reporting line Requirements: The consultant will be directly reporting to Practice Manager of Gender Team. It is expected that the consultant will be directly interacting with four Clusters in Gender Team for planning, organizing the events. Periodic status updates (bi-monthly) will be provided by consultant highlighting main progress, issues and risks with recommended actions. Selection: The hiring unit reserves the rights to hire more than one candidate depending on the possible change in the scope and the volume of operational support to be required for specific event.

Required Skills and Experience

Experience: Minimum of 5 years of administrative and operational management experience, with procurement and finance management duties, preferably in the UN organization. Education: Completion of secondary school, preferably supplemented by administration and accounting studies. Language: Fluency in English required. Working knowledge of other UN language is an asset.

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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.

Consultant, Logistical and Procurement Support