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Consultant for Administrative and Logistic Support,(Madrid, Spain)

11:02:00 AM
CONSULTANT VACANCY ANNOUNCEMENT
Issued on: 16 October 2015
ORGANIZATIONAL LOCATION:UN-HABITAT
DUTY STATION:Madrid, Spain
FUNCTIONAL TITLE:Consultant for Administrative and Logistic Support
DURATION:8 months ( 1 November 2015- 30 June 2016)
CLOSING DATE:13 November 2015
BACKGROUND
The project J094 “Towards a New Urban Agenda” aims to promote knowledge management and sharing information for policies and strategies for more compact, socially inclusive, better-integrated and connected cities that foster sustainable urban development in the context of the strategic UN-Habitat’s orientations and discussions over the New Urban Agenda, the Sustainable Development Goals and the third United Nations Conference on Housing and Sustainable Urban Development (HABITAT III ) that will take place in Quito, Ecuador in 2016.
This project, with the support of the Barcelona City Council and the Andalusian Agency for Cooperation for Development (AACID), aims to support the implementation of UN-Habitat's mandate by means of effective advocacy, knowledge management, exchange of best practices, and promotion of partnerships and networks. Based on lessons learnt from the phase I of the project, the strategy include actions of promotion and partnership building, development and monitoring of operational activities, and technical assistance and policy advice at all levels on issues related to the impact of urbanization on development. Based on the Strategic Plan 2014-2019, the project has two specific strategies:
  • Promoting knowledge management and sharing of information and best practices on sustainable urban development issues in the context of the Post 2015 Development Agenda and the process towards the New Urban Agenda.
  • Effective advocacy, strengthen partnerships and networks and support fundraising efforts in order to meet UN-Habitat targetspromoting UN-Habitat knowledge management and sharing information initiatives, such as experts groups meetings, training, innovation support and solutions facilitation, on issues related to urban planning and sustainable urban development,
RESPONSIBILITIES
The consultant will provide administrative and logistical support to the activities developed within the framework of the project J094. Specifically, the consultant will provide support to the development and implementation of the operational activities, also supporting management functions in accordance with the UN and UN-Habitat rules and regulations.
For the terms of this project, the incumbent will be under the direct supervision of the UN-Habitat Office in Spain in close collaboration with the RMPU and the Urban Planning and Design Branch. The Ministry of Public Work in Spain that host the UN-Habitat Office in Spain will provide office space in Madrid. Under the general supervision of the Project Coordinator, the incumbent will undertake the following tasks:
Administrative and Management Support:
  • Supports project management and related activities, including the human resources related issues.
  • Supports administrative arrangements for all expert group meetings (EGMs) and workshops under the project (including process of all suppliers’ contracts and follow up on their payment).
  • Researches, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc, and supports the preparation of brochures, documents and inputs from the UN-Habitat Office in Spain to any report.
  • Assists in the preparation of the progress reports background documents and any related documentation related to the project outcomes.
Logistical support:
  • Supports logistical arrangements for all meetings and workshops under the project (including contact and selection of all providers) and serves Focal point for all logistical requests during the EGMs (with participants and suppliers)
  • Prepares and updates logistics documents to ensure smooth progression of the approved work plan (including tools such as calendars or logistics check lists)
COMPETENCIES
  • Professionalism:Demonstrates professional competence and mastery of subject matter.
  • Planning and organizing:Ability to work under pressure, establish priorities and plan, coordinate own work plan, use time efficiently and apply judgment in the context of competing deadlines.
  • Team work:Ability to work collaboratively with colleagues to achieve organizational goals.
EDUCATION
  • Degree in architecture, urbanism, social sciences, business administration or law.
WORK EXPERIENCE
  • 3 years of work experience in program /project formulation and management and policy advice in the areas of governance and urban planning required.
  • Experience working in an international environment, previous experience working with the United Nations System is an asset.
  • Experience in organizing seminars, workshops or activities at international level.
LANGUAGE SKILLS
  • High level of Spanish and English. Knowledge in other languages will be considered as an asset
OTHER SKILLS
  • Professional user level of the Windows Office environment.
  • Ability to cope with short deadlines.
  • Organization skills and attitude to work with different cultural contexts.
DELIVERABLES, REPORTING AND CALENDAR
The Business Partner will start on November 1st, 2015 and will end on June 30th, 2016 (8 months), and the following timeline (level of effort may be adjusted between tasks):
DELIVERABLES AND REPORTING
Items/
Task
Workload
Reporting to
A
Support the elaboration of reports and logistic notes
Carmen Sánchez-Miranda Gallego, UN-Habitat
B
Support administrative and logistic task for the popper operation of the Office
Carmen Sánchez-Miranda Gallego, UN-Habitat
C
Support communication between the Office in Spain and EGM participants of EGMs
Carmen Sánchez-Miranda Gallego, UN-Habitat
D
Contribute with the EGM organization
Carmen Sánchez-Miranda Gallego, UN-Habitat
WORK PLAN
Months 2015
Months
2016
Task
Activities/Deliverables
A
Support the elaboration of reports and logistic notes
11
12
01
02
03
04
05
B
Support administrative and logistic task for the popper operation of the Office
C
Support communication between the Office in Spain and EGM participants of EGMs
D
Contribute with the EGM organization
PAYMENT SCHEDULE
A total of 20000 units are to be paid to the consultant as follows:
Activities/outputs + Progress Reports
Completion date/Submission date
Payment date
Payment schedule
Amount (units)
Percent (%)
  1. Start of Contract (1st November 2015) upon submission of first progress report.
30th Nov 2015
30th Nov 2015
First Payment
2500
14.29
  1. Submission of second progress report, indicating full/partial completion of components
31th Dec 2015
31th Dec 2015
Second Payment
2500
14.29
  1. Submission of third progress report, indicating full/partial completion of components
31th January 2016
31th January 2016
third Payment
2500
14.29
  1. Submission of fourth progress report, indicating full/partial completion of components
29h February 2016
29h February 2016
Fourth Payment
2500
14.29
  1. Submission of fifth progress report, indicating full/partial completion of components
31th March 2016
31th March 2016
Fifth Payment
2500
14.29
  1. Submission of sixth progress report, indicating full/partial completion of components
30th April 2016
30th April 2016
Sixth Payment
2500
14.29
  1. Submission of final progress report, indicating full completion of components
31th May 2016
31th May 2016
Seventh Payment
2500
14.29
  1. Submission of final progress report, indicating full completion of components
30th June 2016
30th June 2016
Final Payment
2500
14.29
TOTAL
20000
100
REMUNERATION
Payments will be based on deliverables over the consultancy period. There are set remuneration rates for consultancies. The rate is determined by functions performed and experience of the consultant. The fees will be paid as per agreement.

HOW TO APPLY:
Applications should include:
• Cover memo (maximum 1 page)
• CV in the PHP format, accessible through the INSPIRA website (inspira.un.org) Please note, if using INSPIRA for the first time, you need to register in order to activate your account, which will allow you to log in and create a personal History Profile.
• The PHP should be attached to the application as a PDF file.
• Summary CV (maximum 2 pages), indicating the following information:
  1. Educational Background (incl. dates)
  2. Professional Experience (assignments, tasks, achievements, duration by years/ months)
  3. Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)
  4. Expertise and preferences regarding location of potential assignments
  5. Expectations regarding remuneration
• Cover memo (maximum 1 page)
Please also be advised that since April 15th 2010, applicants for consultancies must be part of the
UN-HABITAT e-Roster in order for their application to be considered. You can reach the e-Roster
through the following link: http://e-roster.unhabitat.org
All applications should be submitted to:
Mr./ Ms. Carmen Sánchez Miranda
UN-HABITAT Office in Spain
Paseo de la Castellana 67 - 28071 Madrid
Deadline for applications: 13 November 2015
UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org

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