Local consultant to provide logistic and administrative support within UN Resident Coordinator’s Office/UNDP Communication Unit
Vacancy Number: Pr16/01363
Background
Under the guidance and direct supervision of the UN Coordination Specialist/Communication Analyst the incumbent assists in the effective and efficient management of the UN Resident Coordinator’s Office and UNDP Communication Unit. The incumbent contributes to the design, planning, and management and monitoring of the activities of the UN Resident Coordinator’s Office, Operations Management Team, UN Communication Group and UNDP Communication Unit. The Project Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The consultant works in close collaboration with the UNDP Programme and Operations Units as well as Operations Management team and UN Communication Group for effective achievement of results, and information delivery. The incumbent is expected to exercise full compliance with UNDP programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems.
Scope of work
The overall objective of this assignment is to provide logistical and administrative support to support implementation of activities within UN Resident Coordinator’s Office/UNDP Communication Unit.
More specifically, the assignment will require the completion of the following tasks:
- Organize at least 6 public events (workshops, trainings, roundtables and working group meetings), including preparing invitations and performing follow-up to invitations, as well as other administrative tasks;
- Provide logistical support to events organized by UN Resident Coordinator’s Office, UN Communication Group and Operations Management Team;
- Organize small procurement processes and prepare payment processing for activities;
- Participate in discussions and meetings related to management of activities. Take notes and prepare minutes of various meetings, workshops and working group meetings;
- Perform translation/interpretation to/from Romanian, Russian and English of the documentation, correspondence, as well as any other information related to activities of projects;
Administrative management
- Pro-actively contribute to day-to-day activities implementation and ensure conformity to expected results and work-plans;
- Prepare and issue contracts;
- Make pertinent logistical arrangements for the prompt and effective implementation of activities;
- Draft minutes of Operations Management Team, UN Communication Group and other related meetings;
- Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of files and records;
- Arrange external and internal meetings (including the meetings at technical level, as well as other relevant meetings etc.);
- Provide substantive logistics support for organization of events as fairs, exhibitions, galas, awareness campaigns, receptions etc;
- Replace the Executive Associate and Communication Analyst during annual or sick leave periods’
- Translate press-releases, messages and speeches;
- Contribute to UN and UNDP webpage maintenance and update.
Financial management
- Prepare the requests for advance of funds and/or direct payments.
Procurement
- In accordance with the UNDP and UN Communication Group Annual Work Plans arrange for procurement of equipment, supplies and services;
- Ensure that contractual processes follow the stipulated UNDP procedures.
Other duties as assigned.
Requirements for experience
Academic Qualifications:
- University degree in economics, finance, accounting, law, public administration or other related field
Years of experience:
- At least 3 years of professional experience in administrative work, accounting/finance, economics, or other substantive area is required;
- Previous experience in development assistance or related work for a donor organization, consulting company, or NGO is a very strong advantage;
Competencies:
- Fluency in both oral and written English and Romanian is a requirement. Knowledge of Russian is a strong advantage’
- Good oral and written communication skills;
- Demonstrated multi-tasking and self-management skills’
- Demonstrated commitment to UNDP’s mission, vision and values.
Proven commitment to the core values of the United Nations, in particular, respecting differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.
UNDP Moldova is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.
Documents to be included
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
- Cover letter explaining why they are the most suitable for the work;
- Financial proposal;
- Personal CV/ P11 form including past experience in similar projects and at least 3 references
Financial proposal
The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including fees, taxes, travel costs, accommodation costs, communication, and number of anticipated working days).
Travel
All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. 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.
In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.
Disclaimer
In case of discrepancies between the text published on the website and the contents of the supporting documents, the provisions, instructions and conditions included in the supporting documents (published as Adobe Portable Document Format files) shall prevail. In case of discrepancies between the English version and the Romanian and/or Russian versions of text, documents or other content published on this webpage, the English version shall prevail.
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