Consultancy

Background

• Provide operational support to the Rule of Law team members, GFP, TPP, and TOE (staff and consultants/secondees), as well as non-UNDP meeting/workshop participants, liaising closely with a UNDP-contracted travel agent and follow-up to ensure that all funded participants receive airfare and DSA, and required visas, well in advance of meeting/mission dates; coordinate and facilitate changes and/or emergency provisions between the traveler and travel agent;
• Process travel claims (F10/ER) of all above-mentioned UNDP and non-UNDP travelers; follow-up with appropriate HQ operations and travel support units to ensure that post-meeting claims and expenditures are processed correctly and on a timely basis;
• Follow-up with HQ operations and travel support units to ensure that approvals of all related requisitions, POs and vouchers from HQ, RH and Country Offices are issued in a timely basis, including compiling all necessary information to facilitate the authorization process;
• Maintain an updated and shareable mission plan in the relevant corporate format to be submitted on a bi-weekly basis to the Team Leader and Programme Associate, as well as a Travel Finances Tracking table, also to be submitted on a bi-weekly basis to the Rule of Law Programme Associate.
• Manage operations (catering, A/V, printing, etc.) and logistics for set-up, execution of events and meetings for the RoLJSHR, GFP; TPP; and TOE;
• Assist the ROLJSHR team with any additional responsibilities as required.

• Functional
• Strong organizational and administrative skills;
• Excellent communication, interpersonal and record-keeping skills;
• Experience working collaboratively in a team structure in a multicultural environment; and
• Ability to work under minimum supervision and tight deadlines.

• Demonstrates integrity and fairness by modeling the UN / UNDP's values and ethical standards;
• Promotes the vision, mission and strategic goals of the UN / UNDP; and
• Displays sensitivity and adaptability when working with a diverse array of cultures, genders, religions, races, nationalities and ages

• Completion of secondary school, preferably supplemented by administration and accounting studies is required

• A minimum of five years of administrative and operational management experience, with procurement and finance and travel management duties, preferably within the UN organization and agencies.
• Demonstrated client-facing roles and strong communication skills required;
• Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web-based management systems required;
• Familiarity with and knowledge of Atlas systems or any UN ERP System that handles travel functions similarly to the ATLAS ERP system;
• Basic experience with UN and UNDP operations and procurement processes is an asset and highly preferred.

• Fluency in written and spoken English required; and
• Working knowledge of another official UN language is an asset

• Duty station: UNDP New York Offices;
• The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
• UNDP will provide the consultant with a laptop, internet, phone, etc.;
• No travel is expected for this assignment;
• The consultant will be supervised by the ROLHR Team Leader;

• A cover letter with a brief description of why the Offer considers her/himself the most suitable for the assignment;
• Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;

• The financial proposal should specify an all-inclusive daily fee (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
• ?In line with the UN flexible work arrangement?due to the Covid 19 Pandemic ?the consultant is expected to telecommute (from the country of residence at the moment ) until the situation allows for the deployment in New York HQ Offices. As such, shortlisted candidates will be asked to submit two different all-inclusive professional daily fees: home-based and office-based (based on a 7 hour working day - lunch time is not included - and estimated 21.75 days per month).
• In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.
• If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.
• The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.

• Being responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

• Criteria 1. A minimum of five years of administrative and operational management experience, with procurement and finance and travel management duties, preferably within the UN organization and agencies is required.? Maximum Points: 20;
• Criteria 2. Demonstrated client-facing roles and strong communication skills required Weight = Maximum Points: 10;
• Criteria 3. Experience in the usage of computers and office software packages (MS Word, Excel etc.) and web-based management systems required Maximum Points: 10;

• Criteria 4. Familiarity with and knowledge of Atlas systems or an UN ERP System that handles travel functions similarly to the ATLAS ERP system Maximum Points: 15;

• Critera 5. Basic experience with UN and UNDP operations and procurement processes is an asset and highly preferred Maximum Points: 15.

• Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.