Project Assistant (Technical Committee on Cultural Heritage) - Part time

Background

UNDP in Cyprus works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. UNDP works in support of different bi-communal Technical Committees in the implementation of their confidence building measures. Our main partners are: The Technical Committee on Cultural Heritage (TCCH), the Committee on Missing Persons in Cyprus (CMP) and the Technical Committee on Crossings (TCC). Through cultural heritage conservation projects, community engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peace-making and practical confidence building processes, within this context, UNDP is seeking a project assistant to support the activities of the Technical Committee on Cultural Heritage, and in particular to support communications initiatives, including the organisation of project completion events and other community engagement activities.

Duties and Responsibilities

Under the overall guidance of the Senior Programme Manager, and direct supervision of the Programme and Communications Analyst the consultant will:

Support to TCCH related activities:

• Attends meetings, prepares minutes, and monitors follow-up activities.
• Maintains calendar/schedules; monitor changes and communicates relevant information to colleagues and partners.
• Identify and suggest opportunities for international exposure of the TCCH (conferences, seminars, workshops) and assist participating members of the TCCH with related logistic aspects in collaboration with UNDP travel unit.
• Drafts letters and correspondence as requested.
• Maintains files (both paper and electronic) and databases for work unit.
• Supporting the planning, implementation and promotion of community involvement activities.
• Supporting the preparation of other TCCH events when and if required.
• Performs a variety of administrative duties (e.g. meeting organisation, reservations, travel arrangements for TCCH and Advisory Board members etc.), including preparing and/or processing administrative requests/documents.

Support to Communications activities

• Assists in the preparation of presentation materials / including fast facts brochures, newsletters and publications.
• Assist in conducting of any campaigns and events the Communications Unit undertakes.
• Conceptualize, design and prepare layouts for digital and print materials, including, fact sheets, infographics, posters, fliers, invitations, banners, greeting cards etc.
• Undertake any other related duties as assigned by supervisor.

Competencies

Professionalism

• Knowledge of the full range of communications approaches, tools, and methodologies essential to planning and executing effective campaign strategies and programmes.
• 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.

Communication

• 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

• Develops clear goals that are consistent with agreed strategies.
• 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.
• Uses time efficiently.

Required Skills and Experience

Education: 

• University Graduate

• BA degree in Humanities, Social and Political Sciences, Communications or any other relevant disciplines

Experience: 

• A minimum of two years of progressively responsible experience in the field of administrative services, communications or other related area.
• A minimum of two years’ experience in organizing and handling all necessary arrangements for technical meetings is desirable. 
• Experience in supporting the preparation of presentations and community events is desirable.

Technical Skills:

• Strong communication skills in English.
• Experience in the usage of computers and office software packages (MS Word, Outlook, PowerPoint, Excel etc.).
• Knowledge of local context in Cyprus.

Language Requirements:

• Fluency in written and spoken English.
• Knowledge of Greek and/or Turkish is an asset.

Other requirements: 

• Nationals or others legally authorized to work in Cyprus.
• Valid driving license. 

Application:

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 72  working days. Financial proposal will specify the daily fee in EUR per working day (a day will be calculated as 8 hours), could be prorated, 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.
• Authorized travel to and from the project sites will be reimbursed according to the UN rate of reimbursement of fuel consumption.

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: 30 points:

Educational qualifications as defined in the ToR (10 points).Experience as defined in the ToR (20 points).Only candidates who obtained at least 70% of points from the CV review (who will score at least 21 points) will be eligible to be invited for an interview and written test.

Written test: 10 points

English writing and editing skills (7 points)Experience in writing communication/administrative materials (3 points)

Interview: 30 points

Communication and interpersonal skills (10 points).Relevant experience in supporting the preparation of presentations and community events (10 points).Relevant experience in organizing and handling all necessary arrangements for technical meetings (10 points).Only those individual consultants who obtained at least 70% of points from the interview and written test (28 out of 40) 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.

Payment Term:

Monthly payable upon submission of the monthly, certification of payment form, time-sheet and the monthly report upon approval of UNDP