TERMS OF REFERENCE
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Title
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Programme Support
Consultant
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Purpose
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To provide the required administrative
support to set up effective systems and mechanisms to facilitate efficient
organization, filing and monitoring of key documents and information, and
support a peak in administrative task with regard to project closure
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Location
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Jakarta, Indonesia
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Contract
Duration
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11 December 2017 – 31 March 2018
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Contract
Supervisor
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Programme Specialist, Women, Peace and Security
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I.
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.
In line with its 2014- 2017 Strategic Plan, preventing and
eliminating violence against women and girls is one of the key strategic
priorities for UN Women.
Under the overall
guidance of Country
Representative and a close supervision of the Programme Specialist, Women, Peace and
Security (P3), the Consultant works with and provides support to the members of
the Programme Team in the development and implementation of the programme. The
Programme Assistant will provide effective support and assistance to the team
to ensure smooth programme implementation in line with UN Women rules and regulations.
Against this background, the WPS Unit in UN Women Indonesia is seeking to recruit a Consultant
to provide the required administrative support to set up effective systems and
mechanisms to facilitate efficient organization, filing and monitoring of key
documents and information in the office, and support
a peak in administrative task with regard to project
closure. Further details
of the expected roles and responsibilities for the consultant are found below.
II. Roles and Responsibilities
The Consultant will work under the direct supervision of the Programme
Specialist, Women, Peace and Security, to ensure achievements of following
tasks and deliverables:
▪
Establish a high standard documentation system for both hard copy and
soft copy files;
▪
Establish a quality system to track contracts and
payments, assist team in procuring of goods and services, facilitate
contractual process including payments;
▪
Establish a quality control system, including
checklist, that ensures completeness of all submissions to UN Women Regional Office;
▪
Provide administrative and operational support,
particularly in organizing regional events and
field missions and processing mission travel, as assigned by hiring unit.
III. Key Expected Outputs and Time lines
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Tasks
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Deliverables
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Timeframe
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1. Establish a high standard documentation system
for both hard copy and soft copy files.
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E-filing catalog
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At the
end of December 2017, January, February, and March 2018
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2. Establish a quality system to track contracts and
payments, assist team in procuring of goods and services, facilitate
contractual process including payments.
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Updated
contract log, updated payment log
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At the
end of December 2017, January, February, and March 2018
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3. Establish a quality control
system, including checklist, that ensures completeness of all submissions to
UN Women Regional Office.
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Checklist
of transaction submitted to ROAP
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At the
end of December 2017, January, February, and March 2018
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4. Provide administrative and operational support,
particularly in organizing regional events in Indonesia approximately 5-10
events and field missions and processing mission travel, as assigned by
hiring unit.
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Brief
monthly report on support provided
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At the
end of December 2017, January, February, and March 2018
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IV.
Duration of Assignment and
Duty Station:
The consultant is expected to be
based in Jakarta, from 11th December 2017 – 31st March 2018.
V. Required Qualifications
▪
University degree (or equivalent) in Business or Public Administration
or related field.
▪
Three years of progressively responsible experience with administrative tasks.
▪
Experience in working in a computer environment using multiple office
software packages.
▪
Experience in working with ATLAS is an
advantage.
▪
Work experience in administrative support of development
programme/project is an advantage.
▪
Work experience within the UN system is an asset.
▪
Fluency in English is required.
VI. Evaluation Criteria
▪
Applications will be evaluated based on the Cumulative analysis.
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Technical Proposal (100 points) weight; [70%]
▪
Financial Proposal (100 points) weight; [30%]
A two-stage
procedure is utilised in evaluating the proposals, with evaluation of the technical
proposal being completed prior to any price proposal being compared. Only the
price proposal of the candidates who passed the minimum technical score of 70% of the obtainable score of 100 points in the technical qualification
evaluation will be evaluated for the financial
assessment.
Technical qualification evaluation criteria:
The total
number of points allocated for the technical qualification component is 100.
Only the candidates who have attained a minimum of 70% of total points
will be considered as technically-
qualified candidate.
Financial/Price Proposal evaluation:
▪
Only the financial proposal of candidates who have
attained a minimum of 70% score in the
technical evaluation will be considered and
evaluated.
▪
The total number of points allocated for the price component is 100.
The maximum number of points will be allotted to the lowest price
proposal that is opened/evaluated and compared
among those technical qualified candidates who have attained a minimum of 70% score in the
technical evaluation. All other price proposals will receive points in inverse
proportion to the lowest price.
VII. Submission of application
Interest candidates are encouraged to submit electronic application to hr.bangkok@unwomen.org,
cc dian.heryasih@unwomen.org,
not later than 4 December 2017.
Submission
package includes:
▪
Updated CV
▪
Personal History Form(P11)
▪
Financial proposal: the financial proposal
shall specify a lump sum total amount
breaking down into the daily professional fee, proposed number of
working days and any other related costs.
All applicants must include (as an attachment) the CV, P11, and financial
proposal. Applications without financial proposal will be treated as incomplete
and will not be considered for further assessment.
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