National Consultant – HR and Administrative Support

Background

1. Background 

 

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

 

The Consultant will report to the UN Women Europe and Central Asia Regional Office as follows:

• Operations matters: ECARO Operations Manager (OM)
• HR Matters: ECA HR Business Partner (HRBP)

 

This will be for general guidance and supervision and is the individual will be responsible for providing a variety of technical administrative support for ensuring the smooth implementation of operational activities of the office details of which are provided in the below section. HR support for recruitment processes and filing to ensure that the Operations Department of thereceives the correct technical admin short-term support to ensure that all documents are processed, filed and archived in-line with UN Women’s policy. Within this context, UN Women will recruit this consultant to support the Operations Manager/HR Unit and Operations team in the reviewing/reorganization and filing of documentation.

 

The overall hiring manager responsible for management of this contract will be the ECARO Operations Manager.

 

 

Duties and Responsibilities

2. Scope of Work and Responsibilities

 

Under the direct supervision of the ECA Operations Manager and HRBP, the consultant will be responsible for the following tasks:

 

HR Support

• Drafting terms of references of individual consultants and staff by gathering inputs from the project teams;
• Support Operations staff in administrative activities relating to the selection process of personnel;
• Coordinating the recruitment process under the supervision of HRBP and relevant Project Team;
• Note taking during the panels and preparation of interview panel reports;
• Supporting the communication process with candidates during the whole recruitment process;
• Compiling all the documents for review of the HR Team/Manager for submission;
• Support in HR services relating to internship programme and act as Intern focal point for the region
• Support monitoring and filing of HR Learnings, mandatory courses
• Supporting HR Communications and Updating Databases: Drafting Internal HR Updates, sharing international vacancy announcements regularly, ensuring the ECARO and HQ Recruitment Tracking Tables (Recruitment Matrixes) are up to date
• Support in arranging bi-monthly regional HR Meetings and other HR webinars, taking notes and action points during the meetings.
• Posting vacancy announcements for ECA Regional office

 

Support on Consultants selection (SSAs)

• Drafting of recruitment reports such as desk review reports; SSA recruitment forms; amendment notes etc.
• Support revision of SSA contract submissions and draft contract templates when needed. Update regularly the tracking system to be set up to ensure proper filing of IC Contracts and to follow up amendments of the contracts.
• Supporting longlisting, shortlisting, written test process.
• Compiling all the documents for review of the Operations Manager for submission;
• Support monitoring and filing of SSA contracts
• Follow up with SSA payments: solicitating required documentation, creating payment requests on Global Service Tracker.
• Providing training to new comers on SSA policy and procedures

 

Admin Support

• Support RO in regular information update requests for Operations;
• Support RO in the organisation and communication on Operations Training;
• Setting up and maintenance of a filing system for HR and Operations documentation of the office.
• Support of the administrative activities relating to office procurement; drafting of terms of references, implementing the correct solicitation method by preparing the template forms, review of documents, communicating with vendors etc.

 

Duration of this assignment is proposed for one year   from September 2022 to September 2023

The Consultant is expected to invest 21 working days per month for this Assignment. The following table summarizes main activities and expected deliverables against deadlines and indicative working days to be invested by the Consultant.

 

Deliverables	Timeframe	Amount of payment
Initial work plan to cover first month of work, this should be updated at the beginning of each month and cleared by supervisor.	Week 1	Not applicable
Summary report of tasks performed under expected duties and responsibilities, as stated above.	On a monthly basis, by 25th of following month	Monthly lumpsum
Final consolidated report with indication of key achievements and handover notes	Within 10 working days upon completion of all assignments	Final month's lumpsum

 

The Consultant will be paid monthly on successful completion of the work plan activities based on the satisfactory review of work by the Operations Manager.

 

 

3. Reporting

 

The consultant will be required to prepare a work plan at the beginning of the contract period and submit to the hiring manager for approval and periodic review.

Under the overall supervision of the Operations Manager in ECA ROPP and in coordination with the HRBP, the Consultant will deliver a monthly time-sheet in accordance with the indicative timeframe. The Consultant will also submit a monthly update on the achieved deliverables listed in the Work plan to the hiring manager along with this timesheet.

 

Competencies

4. Competencies

 

Core Values: 

• Respect for Diversity 
• Integrity 
• Professionalism 

Core Competencies: 

• Awareness and Sensitivity Regarding Gender Issues 
• Accountability 
• Creative Problem Solving 
• Effective Communication 
• Inclusive Collaboration 

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Ability to perform HR related tasks

Required Skills and Experience

5. Required Qualifications

 

Education and certification:

Master’s degree in one of the following disciplines: Business Administration or other relevant subjects is required.

Bachelor’s degree with additional 2 years experience will be acceptable.

 

Experience:

• At least 3 year of progressively responsible experience in administration support, procurement, HR, or logistic support service is required
• Experience in Procurement and HR required, preferably within the UN system
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Knowledge in UN Women processes, policy and procedures a notable experience.
• Knowledge of UN Operations business processes an advantage

 

Language Requirements

Fluency in English and Turkish is required.

 

 

6. Evaluation of Applicants:

 

Since this is expected to be direct contracting, individual consultants will be evaluated based on her/his P11/CV and the references from the previous jobs. The award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

• responsive/compliant/acceptable
• fulfilling the technical criteria outlined in the ToR

 

	Evaluation Criteria	Max. Points
TECHNICAL EVALUATION (70%)
Language requirements	Fluency in written and spoken English	REQUIRED
Education	Bachelor’s degree	20 0: without degree 10: with degree 20: master’s degree is an advantage
Professional Experience	At least 3 year of progressively responsible experience in administration, procurement, HR, or logistic support service is required	20 0: without experience 10: 1-2 years of experience 20: 2 years of experience
	Knowledge in UN Women processes, policy and procedures a notable experience. Additionally, experience in Procurement and HR required, preferably within the UN system	10 0: without experience 10: with experience
	Knowledge of UN Operations business processes an advantage	10 0: without experience 10: with experience
	Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.	0: without experience 10: with experience
TOTAL Technical	70

 

Financial Evaluation (30%) – max. 30 points:

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal. All other price proposals receive points in inverse proportion. A suggested formula is as follows:

p = 30 (µ/z)

Using the following values:

p = points for the financial proposal being evaluated

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

 

 

7. Duration and Remuneration: 

 

The duration of the contract is for 12 months during the period from September 2022 to September 2023.

The Consultant shall be paid upon successful completion and acceptance of the attendance sheet submitted at the end of each month by the Consultant.The payment shall be affected only if the deliverables/time-sheet required in this TOR are submitted to the UN Women Operations Manager on a monthly basis. Without submission of and approval of the deliverables, the Consultant shall not receive any payment even if s/he invest time for this assignment. 

The Consultants will be paid in at the end of each month.

 

 

8. Application

 

The candidate will be requested to send the confirmation of availability to UN Women.

The application should contain:

• Short Letter of interest
• Completed UN Women Personal History (P11) form, that can be downloaded from http://www.unwomen.org/about-us/employment/ and CV
• UN Women applies fair and transparent selection process that would take into account the competencies/skills of the applicants as well as their financial proposals (lump sum and daily rate).

 

 

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)