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  • Organization: UNDP - United Nations Development Programme
  • Location: Sarajevo
  • Grade: National Consultant - Locally recruited Contractors Agreement - Consultancy
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-06-27

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Office Assistant

Sarajevo (Bosnia and Herzegovina)

Background

In 2015, UNDP launched the implementation of the Strengthening the Role of Local Communities/Mjesne zajednice in Bosnia and Herzegovina Project, which is financed jointly by the Government of Switzerland and the Government of Sweden. The project goal is to improve quality of life of the citizens of Bosnia and Herzegovina (B&H) through improving local infrastructure and services, increasing democratic accountability and social inclusion. The chosen means to achieve this goal is through encouraging community-led local development and revitalising of mjesne zajednice (MZs) as the places where government comes closest to the people and as grass-roots organisations that serve communities, with the possibility for real participation and joint action.The Project's implementing strategy is to support and drive forward change from bottom-up by engaging citizens and communities and giving them a voice in local governance processes, and by revitalising MZs as spaces where citizens come together to interact and involve, to identify and solve problems, to transmit their concerns to the local government and participate in the ways it makes its plans, spends their money and takes decisions that affect people’s lives. In doing so, the Project places MZs and their communities at the centre of its work, while also relying on a broad range of relevant stakeholders to sustain and expand Project results and increase democratic accountability. The Project works with 24 LGs and 136 MZs country-wide, as well as 76 civil society organizations.

Purpose of the ConsultancyThe Office Assistant will contribute to the Strengthening the role of Local Communities/MZ project with general office duties with focus on administrative support to the project and sorting out filing system. The post is envisaged for up to 60 working days till the end of October 2019. For this purpose, National Office Assistant will be engaged.

Objective of the ConsultancyThe main objective of the engagement will be to provide administrative, secretarial and clerical support to the Strengthening the role of local communities/MZ project and provide administrative and logistical assistance to ensure all filing related to 24 local governments, 136 local communities (MZs), and 76 civil society organizations.The engagement should result in development of the sound and clear filing system of Project documents as well as to all related Project administrative support

Duties and Responsibilities

The Office assistant will work closely with the MZ project team and he/she will be under the supervision of the Project Manager and Local Governance Officer.

More specifically, he/she will undertake following tasks:

  • Reviewing existing filing system,
  • Supporting adequate filing system for a large number of stakeholders and partners
  • General office duties with focus on administrative support

Deliverables and timelinesThe Office Assistant is responsible for the following deliverables, not exceeding 60 working days:Deliverables (outputs) # of days per task Deadline Due date Percentage

  • Review of existing filing system 15 July
  • Sorting out current filing system 15 August
  • Creation of new filing system and re-sorting of existing to fit the new by 31 of October

Deliverables/outputs

# Deliverables / outputs # of days per task Due date Percentage

  • Task 1: In consultation with UNDP project staff, review existing filing system and propose adjustments. 15 15 July 2019  25%
  • Task 2: Sorting out current filing system 30 15 August 2019  50%
  • Task 3: Creation of new filing system and re-sorting of existing to fit the new 15 31 October 2019  25%

Competencies

Core values

  • Demonstrates integrity and fairness by modelling UN values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favouritism

Core competences

  • Previous experience in administrative tasks
  • Ability to work independently and in team
  • Good command of English language 
  • Results-Orientation: Plans and produces quality results to meet established goals, generates innovative, practical solutions to challenging situations;
  • Excellent communication skills;
  • Excellent organizational skills;

Building trust:

  • Deals openly, honestly and transparently with issues, resources and people.

Required Skills and Experience

Academic Qualifications/Education

  • High school diploma.
  • University degree is considered an advantage.

Experience

  • Previous experience in providing the technical and administrative assistance to similar Project environment,
  • Experience in creation/organization and upkeep of filing system
  • High level of maturity and excellent inter-personal skills required,
  • Previous experience with an international public and/or private sector Organization is a basic requisite, while experience with complex UN and/or UNDP programs would be considered as an additional asset,

Languages Requirements

  • Fluency in languages of Bosnia and Herzegovina and English is required.

Other Requirements

  • Computer skills (MS Office applications) and ability to use information technologies as a tool and resource.

Award Criteria: The engagement will be awarded to the highest qualified applicant through the combination of technical qualifications and financial offer.

Evaluation

Applications will be evaluated based on a cumulative analysis taking into consideration the combination of the technical criteria and financial proposal. The technical criteria will account for 70% (70 points) and the financial proposal will account for 30% (30 points) of the total evaluation score. Only candidates who have scored a minimum of 49 points (70%) of technical evaluation will be considered for the further assessment.

Long/Shortlisting CriteriaCriteria Weight  Max Points

  • Education 40% 40
  • Relevant experience 60% 60

Total 100% 100

Only candidates obtaining a minimum of 80 points would be considered for Technical Evaluation

Technical Evaluation CriteriaCriteria Weight  Max. PointQualification Score 30% 30

  • Experience in providing the technical and administrative assistance to similar Project environment,
  • Experience in creation/organization and upkeep of filing system
  • Experience with an international public and/or private sector Organization
  • Previous work for UN and/or UNDP or concrete work at MZ level in the country is considered as unique asset. 70% 70

Total 100% 100Only candidates obtaining a minimum of 70 points would be considered for the Final Evaluation

Final EvaluationThe final evaluation score will be based on Combined Scoring Method where technical evaluation will be weighted a maximum of 70% and combined with the financial offer which will be weighted a maximum of 30%.

Evaluation

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:a) responsive/compliant/acceptable, andb) 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%•* Financial Criteria weight- 30%

Applicants are required to submit an application including:

Please scan all above mentioned documents and upload as one attachment only online through this website.

Note:

  • For an assignment requiring travel, consultants of 65 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
  • Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.
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.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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