Programme and Administrative Support Consultant
UNDP is the knowledge frontier organization for sustaiUNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan.
Within the GPN, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices, advocates for UNDP corporate messages, represents UNDP at multi-stakeholder for a including public-private dialogues, government and civil society dialogues, and engages in UN inter-agency coordination in specific thematic areas. BPPS works closely with UNDP’s Crisis Bureau (CB) to support emergency and crisis response. BPPS ensures that issues of risk are fully integrated into UNDP’s development programmes.? BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working.? BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts.”
UNDP is a founding cosponsor of the Joint UN Programme on HIV/AIDS (UNAIDS), a partner of the Global Fund to Fight AIDS, TB and Malaria, and a co-sponsor of several other international health partnerships. UNDP’s work on HIV, health and development, as described in the HIV, Health and Development Strategy 2016-2021: Connecting the Dots, leverages UNDP’s core strengths and mandates in human development, governance and capacity development to complement the efforts of specialist health-focused UN agencies. UNDP delivers three types of support to countries in HIV, health and development.?
First, UNDP helps countries to mainstream attention to HIV and health into action on gender, poverty and the broader effort to achieve and sustain the Sustainable Development Goals. Second, UNDP works with partners to address the interactions between governance, human rights and health responses. Sometimes this is done through focused or specialized programmes, such as promoting attention to the role of the law and legal environments in facilitating stronger HIV responses, including the use of flexibilities in intellectual property law to lower the cost of medicines and diagnostics. UNDP also works to empower and include marginalized populations who are disproportionately affected by HIV, such as sex workers, men who have sex with men and people living with HIV. Beyond these focused efforts, UNDP plays a role in ensuring attention to HIV and health within broader governance and rights initiatives, including support to municipal action on SDGs, sustainable responses for Health and HIV such as improving sustainability of AIDS financing, sustainable health procurement, strengthening of national human rights institutions and increasing access to justice for key populations.
Third, as a trusted, long-term partner with extensive operational experience, UNDP supports countries in effective implementation of complex, multilateral and multi-sectoral health and development projects, while simultaneously investing in capacity development so that national and local partners can assume these responsibilities over time.
UNDP’s Partnership with the Global Fund
UNDP’s partnership with the Global Fund is an important part of this work, facilitating access to resources for action on SDG 3 by countries that face constraints in directly receiving and managing such funding.? UNDP partners with countries in crisis/post-crisis situations, those with weak institutional capacity or governance challenges, and countries under sanctions. When requested, UNDP acts as interim Principal Recipient in these settings, working with national partners and the Global Fund to improve management, implementation and oversight of Global Fund grants, while simultaneously developing national capacity to be able to assume the Principal Recipient role over time. UNDP’s partnership with the Global Fund and other health partners (eg GAVI) is overseen by the Global Fund Health Implementation Support Team (GF/HIST)., HIV, Health and Development Group, Bureau of Policy and Programme Support
Health product procurement and supply chain management support are an integral part of development solutions and support services that UNDP provides for the implementation of large and complex health and development programmes, to contribute to the equitable delivery of essential services.
The national and international health landscapes are rapidly changing. New health initiatives are emerging, particularly in relation to non-communicable diseases, which brings to light pressing challenges linked to health systems strengthening including, health product procurement and supply chain management. These opportunities go beyond UNDP’s partnership with the Global Fund and require a new modus operandi to optimize UNDP’s investments into global health. Increasingly, UNDP is supporting governments in thematic area of health product procurement and supply chain management with funding from national budgets. In addition, UNDP is expanding opportunities for partnerships with key stakeholders on health product procurement including with UNICEF, UNFPA and UNOPS/Global Drug Facility (GDF) and supporting the development and management of national supply chains with partners such as GAVI, WHO, and WFP.???
The objective of the consultancy is to provide general programme and administrative support to UNDP’s Global Fund Health Support Team (GF/HIST), HIV, Health and Development Group.
Duties and Responsibilities
- Assist in the organization of Regional and Global workshops, GF/HIST Retreat, team meetings and trainings including identifying venues, managing budget, and arranging logistics;
- Provide travel support for experts and meeting participants. Create travel profiles and travel requests in the travel module, liaise with the travel agent and visa desk. Support post-travel processes including travel claims, expense reports and expense checklists;
- Keep track records of travel and payments processed;
- Prepare and circulate meeting minutes and documents of selected meetings;
- Create vendor profiles and requisitions in ATLAS as required and provide support to collect invoices, timesheets and assist in preparing payments for consultants;
- Ensure timely preparation and submission of requests for service provider payments;
- Take corrective actions and resolve issues on exceptional transactions, including budget errors, travel claim queries and general payment enquiries;
- Provide support for document management and maintain electronic copy filing system, ensuring safekeeping of confidential documents. Organize, update and maintain programme-related files; scan and ensure proper digital filing of Unit documents.
- Provide support for setting up GF/HIST Diversification and Quality Assurance webinars;
- Proactively support others and take on additional responsibilities as needed by the unit.
- Francophone workshop preparations;
- Regional workshop preparations;
- Global workshop preparations;
- GF/HIST Team Retreat preparations;
- Monthly reports of activities completed.
Reporting: The Consultant for Programme and Admistrative Support shall report to the Programme Associate (Geneva) on a day-to-day basis.
Travel: No travel is envisioned with this consultancy.
Timeframe: The consultant’s 70 days assignment will be office based in Geneva starting from January to December 2020
- The consultant will be paid as a daily rate (based on the number of days worked);
- Payments will be based on the Certificate of Payments that will be submitted on a monthly basis;
- Time Sheet will be attached and verified by the direct supervisor; and
- Final tranche upon performance evaluation from the direct supervisor.
Applicants will be screened against qualifications and competencies specified below through a desk review or an interview process. Applicants will be evaluated based on Cumulative analysis method that combines the results of technical and financial evaluation results.
Technical Evaluation Criteria (maximum 70 points):
Criteria 1: Minimum 5 years of progressive professional experience in administration, finance and/or programme support - 20 points
Criteria 2: Knowledge and experience of UNDP/UN processes and procedures– 20 points
Criteria 3: Experience with Atlas Finance, Travel and Expense module an asset– 10 points
Criteria 4: Proven experience in supporting the organization of workshops and trainings – 15 points
Criteria 5: Working knowledge of French – 5 points
Financial Evaluation Criteria (maximum 30 points):
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.
- 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.
- Systematic, organizational, analytical skills, thorough and attention to details;
- Demonstrated ability to think fast in a logical and organized manner;
- Highly proficient in the use of IT;
- Excellent negotiation, communication and networking skills;
- Excellent multi-tasking abilities and ability to remain calm and work under pressure.
Partnership building and team work:
- Client oriented and assists in identifying solutions to problems;
- Demonstrated well developed people management skills;
- Strong ability to work with teams; creating an enabling environment and supporting colleagues;
- Demonstrated flexibility in a multi-cultural environment.
Communications and Advocacy:
- Demonstrated ability to write clearly and convincingly;
- Good research and writing skills with demonstrated ability to think strategically;
- Excellent capacity to communicate clearly and concisely;
- Strong inter-personal, negotiation and liaison skills.
Required Skills and Experience
- Secondary Education with specialized training in administration or finance.
- Minimum 5 years of progressive professional experience in administration, finance and/or programme support;
- Knowledge and experience of UNDP/UN processes and procedures;
- Experience with Atlas Finance, Travel and Expense module an asset;
- Proven experience in supporting the organization of workshops and trainings;
- Experience in IT software packages (MS Word, Excel, etc.).
- Fluent in English;
- Working knowledge of French an asset.
GUIDELINES FOR APPLICATION
- Signed and Updated Personal History Form (P11). The template can be downloaded from this link: http://sas.undp.org/documents/p11_personal_history_form.doc).
- Letter to UNDP Confirming Interest and Availability indicating financial proposal
Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant/contractor during the contract period (e.g. rent of dwelling, fee, health insurance, vaccination, visa costs and any other relevant expenses related to the performance of services...). All envisaged costs (except of the unforeseen travel costs for missions, if any) must be included in the financial proposal. Unforeseen travel costs for missions, if any, will be paid separately according to UNDP rules and regulations. All envisaged travel costs must be included in the financial proposal. Per diems cannot exceed UN DSA rates (http://icsc.un.org/rootindex.asp).
Security: Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under https://trip.dss.un.org
Incomplete applications will not be considered. Please make sure you have provided all requested materials.
Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
ANNEX 2- INDIVIDUAL CONSULTANT GENERAL TERMS AND CONDITIONS is provided here: http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf