Assistant Logistics Coordinator/Liaison Officer (2 persons)

Vacancy Number: 007 /Pr-2011

Location: Republic Moldova
Description of the assignment: Assistant Logistics Coordinator/Liaison Officer (2 persons)
Project name: Support to Environmental Protection and Sustainable Use of Natural Resources
Period of assignment/services: 6 months
Deadline for applications: 20 January 2011

Proposal should be submitted at the following address UNDP Office, 131, 31 August 1989 Street, MD-2012, Chisinau, Moldova or by email to vacancies-moldova@undp.org with the mark “Assistant Logistics Coordinator/Liaison Officer” no later than January 20, 2011. Only those short listed will be contacted.

Any request for clarification must be sent in writing by standard electronic communication to the e-mail: silvia.pana-carp@undp.org.

Terms of Reference

UNDP Individual Consultant General Terms and Conditions

Background

The UNECE Convention on Access to Information, Public Participation in Decision-making and
Access to Justice in Environmental Matters was ratified by the Republic of Moldova on April 7, 1999 in order to guarantee the rights of access to information, public participation and access to justice, in governmental decision-making processes on matters concerning the local, national and transboundary environment with the purpose to contribute to the protection of the rights of every person of present and future generations to live in an environment adequate to his or her health and well-being.
Republic of Moldova committed to host the Fourth session of the Meeting of the Parties to the Convention on Access to Information, Public Participation in Decision-making and Access to Justice in Environmental Matters (Aarhus Convention) which will be held in Chisinau, June 29 – July 1, 2011 with related preparatory meeting from June 26, 2011. Concurrently with this event, two other meeting will take place, namely, the 14th Working Groups Meeting and the 32nd Meeting of the Compliance Committee. Participants in the Fourth Session of the Meeting of the Parties, as well as in the 14th Working Groups and 32nd Compliance Meeting will be invited by the Executive Secretary of the UNECE in accordance with the rules of procedure of the Meeting of the Parties to the Convention and would include up to 350 participants (incl. Ministers of Environment and Ministers of Justice of the UNECE region).

In order to ensure smooth and timely preparation and unfolding of the Meeting of the Parties the Assistant Logistics Coordinator/Liaison Officer will be responsible to assist in all activities during the preparatory period, preparatory meetings and at least one month after the meetings.

 

Scope of work, responsibilities and description of the proposed analytical work

The Assistant Logistics Coordinator/Liaison officer will work under direct supervision of the Logistics Coordinator for the Meeting of the Parties and will be responsible for but not limited to: 

  • Provide support and assistance to the Logistics Coordinator/Liaison officer in all matters related to preparation of the Fourth session of the Meeting of the Parties, of the 14th Working Groups Meeting and the 32nd Meeting of the Compliance Committee and other preparatory meetings and follow-up actions that may arise during this period in accordance with the Host Country Agreement;
  • Assist the Logistics Coordinator/Liaison officer in all procurement and negotiation matters related to the organization and holding of the meetings;
  • Assist in all logistical aspects of the meetings, including inter alia:
    • dispatching invitation letters to participants;
    • coordinate delivery and pick-up of meetings supplies;
    • assist participants and guests in travels, visas, shipments and other issues;
    • assist in the meetings rooms, make photocopies, distribute documents, handling powerpoint presentations and take care of all clerical tasks;
    • assist in hotel reservations and local transportation upon request of UNECE secretariat;
    • attend to the participants/guest;
  • Maintain appropriate records and accurate files of the preparation phase and meetings;
  • Duties at the registration desk;
  • Report/document the meetings;

 

Requirements for experience and qualifications

I. Academic Qualifications:

  • University degree in relevant field

II. Years of experience:

  • At least 3 years of relevant professional experience
  • Experience in high-level meeting preparation
  • Experience in procurement of goods/services related to the organization of national/international meetings and related activities
  • Experience and capacity in word, Excel and PowerPoint is required
  • Experience in working with people from a diverse range of cultures and backgrounds
  • Experience in working independently, and also as a constructive member of a work team
  • Excellent written and interpersonal skills 

III. Competencies:

  • Professionalism: Understanding of the functions and organization of the work; demonstrated ability to apply good judgment in the context of assignments given, shows pride in work and in achievement; demonstrates professional competence; shows persistence when faced with difficult problems and challenges; remains calm in stressful situations.
  • Communication: Speaks and writes clearly and effectively; listens to others and respond appropriately; asks questions o clarify and exhibits interest in having two-way communication; tailors language, tones and style to match audience; demonstrates openness in sharing information and keeping people informed. 
  • Planning & Organizing: develops clear goals that are consistent with the objectives; identify priority activities and assignments; allocates appropriate amount of time and resources for completing work; monitors and adjust actions when necessary;
  • Accountability: Takes ownership of all responsibilities and honors commitments; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignment; takes personal responsibility for his/her own shortcoming and of the subordinates, where applicable.
  • Achieving Results: manages time to ensure work is completed to deadlines and targets
    Prioritizes to ensure important deadlines are met; Manages obstacles to getting work done
  • Team work: regularly assists others in their work; has supportive and cooperative relationships with other colleagues in the team; complements the work of other team members.
  • Commitment to continuous learning: learns new things and keeps knowledge and skills up to date; volunteers for training and development; explains new methods of work to colleagues and voluntarily shares useful information
  • Oral and written proficiency in Romanian and English;
  • Knowledge of Russian and/or French would be an advantage.

 

Documents to be included when submitting the proposals

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
1. Proposal: explaining why they are the most suitable for the work
2. Financial proposal
3. Personal CV including past experience in similar projects and at least 3 references

Financial proposal

The financial proposal shall specify a total amount per month. Payments are based upon delivery of the services specified in the TOR.

Evaluation

Individual consultants will be evaluated based on the following methodologies:
Minimum Qualification Requirements:
1. University degree in relevant field.
2. At least 3 years of experience in administrative work, or other substantive area;

Based on these minimum qualification requirements a short-list of candidates will be established, subject to the two-stage evaluation procedure

Evaluation procedure:
A two-stage procedure will be used in evaluating the candidates:
A) Technical evaluation (max 350 points) – 70%
B) Financial evaluation (max 150 points) – 30%
Technical evaluation will be based on a thorough desk review of applications.
A) Technical Evaluation: The technical part is evaluated on the basis of its responsiveness to the Terms of Reference (TOR).


Criteria

Maximum points

1

University degree in relevant area (university degree – 50 pts)

50

2

3 years of experience in administrative work, or other substantive area (3 years -60 pts, >3 years – 70 pts)

70

3

2 years previous experience in development assistance or related work for a donor organization, consulting company, or NGO (2 years – 50 pts, >2 years – 60 pts)

60

4

2 to 3 years of progressively responsible experience in procurement of goods/services related to the organization of national/international meetings and related activities (2 years -30 pts,3 years - 40 pts, >3 years – 50 pts)

50

5

Experience in preparation of high-level meetings (Yes -50 pts, to some extent -25 pts, No-0 pts)

50

6

Knowledge of English (30 pts) and French languages (40 pts)

40

7

Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages (basic – 20 pts, advanced – 30 pts)

30

Maximum total technical scoring:

350

B) Financial evaluation:
In the Second Stage, the financial proposal of candidates, who have attained minimum 70% score in the technical evaluation (at least 245 points), will be compared. The cumulative analysis scheme will be applied with a total score being obtained upon the combination of weighted technical and financial attributes. Cost under this method of analysis is rendered as an award criterion, which will be 30% out of a total score of 500 points. The Individual Contract (IC) will be awarded to the candidate obtaining the highest cumulative score. The following formula will be applied in calculating the cumulative score:

S = Fmin / F * 150

S – score received on financial evaluation;
Fmin – the lowest financial offer out of all the submitted offers qualified over the technical evaluation round;
F – financial offer under consideration.
Note: Aggregated financial offer will be considered (“aggregated financial offer” is the total sum of all financial claims of the candidate for accomplishment of the task, including fee, per diem, travel, etc).

Winning candidate

The winning candidate will be the candidate, who has accumulated the highest aggregated score (technical scoring + financial scoring).