Administrative Consultant for the Global Energy Program

Consultant

Overview

Provide administrative support for CIP's global energy initiatives

You have:

• Bachelor’s degree in Business Administration, Finance, Commerce, International Relations or an equivalent qualification
• At least 4 years of relevant administrative experience
• Experience in organization of meetings, events, partner coordination, and logistics planning in an international organization
• Working experience in an international organization, knowledge of UNDP policies, procedures and practices
• Experience in handling of web-based management systems, familiarity with an ERP System
• Knowledge in the areas of sustainable energy and/or environmental sustainability
• Excellent oral and written communications and presentations skills in English
• Knowledge of other UN official language is desirable

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

Unsustainable patterns of energy production and consumption threaten not only human health and quality of life, but also deeply affect ecosystems and contribute to climate change. Sustainable energy, however, not only tackles these challenges head on, but is also an engine for poverty reduction, social progress, equity, enhanced resilience, economic growth, and environmental sustainability. UNDP’s work on energy corresponds to the main targets of SDG 7 on energy: ensure universal access to affordable, reliable and modern energy services; work with countries to make energy systems and usage more efficient; and work to increase the global share of renewable energy. UNDP’s work also includes a focus on sustainable cities and transport initiatives, with an emphasis on more integrated energy, mobility, land use, and waste management solutions. Through these efforts, countries are able to make progress against each and every one of the SDGs, while contributing to global climate action.

UNDP partners with IRENA, SEforALL and the GCF for the Climate Investment Platform (CIP) in order to provide integrated and streamlined support to developing countries and the private sector in the adoption of solutions for universal access to clean, affordable and sustainable energy. The CIP is an inclusive partnership. The initial focus of the CIP, leveraging each partner’s expertise and network, will be to develop a responsive, fast and efficient initiative to provide services to beneficiaries along four main service tracks:

Track 1: Targets, helping countries to raise and specify their climate and energy targets in NDCs.

Track 2: Policies and Regulations, providing support for well-designed, implemented and enforced policies and regulations to scale-up private investment.

Track 3: Financial De-risking, increasing access to risk-transfer instruments that ensure bankability of climate investment opportunities and crowd-in private capital.

Track 4: Market Place climate investment deal-making, connecting investors and project sponsors to achieve financial closure.

The Consultant will be conscientious and diligent, working under the joint supervision of the UNDP’s Head of Energy and the Global CIP Lead. S/he will be a clear communicator, working closely with colleagues on workflows relating to operations, procurement, and administration associated with the Energy Team. S/he will support budget management and reporting of the CIP Project and the other tasks required by the Head of Energy. Also, s/he will be supporting the formulation, implementation, management, and monitoring of the CIP start-up phase, managing documentation, and ensuring facilitation of knowledge building and knowledge sharing among project partners.

Duties and Responsibilities

1. Ensures effective support to CIP implementation, primarily in the areas of:

• Being proactive and structured in the provision of daily support on timely execution of approved CIP work plans and related initiatives;
• Assisting in monitoring the progress throughout the implementation of the CIP Start-up Phase project and related initiatives;
• Assisting in coordinating the exchange of information internally in UNDP, and among the CIP partners, and communicate professionally with external partners;
• Providing required support in organizing/ conducting CIP activities and related initiatives;
• Provision of administrative services (from logistics organization and relevant consultations, to meeting agenda support and taking meeting minutes and circulation) to CIP meetings, seminars, workshops;
• Efficient travel arrangements associated with the CIP and related initiatives as required, ensuring proper use of UNDP resources and client satisfaction.

2. Provides administrative support to the CIP and to the UNDP Global Energy Team focusing on achievement of the following:

• Undertake and support cost-effective grant implementation and procurement activities according to UNDP workflows and policies, including contracting of consultants, procurement of goods, institutional contracts/partnership agreements, personnel recruitment and HR interface support, and the organization and payments relating to meetings, workshops and travel;
• Support Global Energy and Operations staff with the maintenance of the internal expenditures control system including timely corrective actions on budget check errors, matching exceptions, as well as, cost-sharing deficits and errors;
• Ensure Global Energy and Operations staff create requisitions in UNDP’s resource management system (ATLAS) and register goods and services receipts in Atlas in a timely manner;
• Establish document filing control procedures, and compile, copy, and distribute all project reports;
• Assist in budget management tasks;
• Provide support in the use of Atlas for budget and expense management and in the corporate planning system for project monitoring and reporting.

Year 1 Outputs:

Deliverables

Days

Timelines

Preparation of semi-annual progress reports for CIP project

30

2x annually

Updates to CIP project budget

20

Quarterly

Set-up and management of CIP shared filing system

20

March 31, 2021

Administrative and logistical support for CIP events

20

Quarterly

Documentation and planning support for CIP board and consultative group meetings

20

Quarterly

Quarterly progress reports on administrative support provided to energy sector program

110

Quarterly

Total

220 days

Information on Working Arrangements:

• This consultancy is open only for USA citizens or US Permanent Residents legally authorized to work in the USA;
• The Consultant will be based in UNDP’s offices in New York, USA (as applicable in line with COVID-19 guidelines for UNDP personnel office presence);
• The consultant will report to, and jointly supervised by, Head of Energy and the Global CIP Lead based in New York;
• The Consultant will be given access to relevant information necessary for execution of the tasks under this assignment;
• The Consultant will be responsible for providing her/his own workstation at home (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to reliable internet connection. When based in UNDP offices, the consultant will be provided with a workstation, internet access, and scanner/printer;
• Given the global consultations to be undertaken during this assignment, the consultant is expected to be reasonably flexible with his/her availability for such consultations taking into consideration different time zones;
• Payments will be made upon submission of a detailed time sheet and certification of payment form, and acceptance and confirmation by the Supervisor on days worked (with a “day” calculated as 8 hours of work) and outputs delivered. If the quality does not meet standards or requirements, the consultant will be asked to rewrite or revise (as necessary) the outputs before proceeding to payment.

Competencies

Corporate

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

Technical

• Ability to create a process to achieve financial goals;
• Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner;
• Ability to create internal reporting and accountability processes and standards;
• Ability to plan and organize events;
• Ability to acquire goods, services or works from an outside external source.

Functional

Professionalism

• Capable of working in a high-pressure environment with sharp and frequent deadlines, managing many tasks simultaneously;
• Excellent analytical and organizational skills;
• Ability to engage and foster strategic partnerships with other parties, inter-agency coordination and forge productive working relationships;
• Exercise the highest level of responsibility and be able to handle confidential and politically sensitive issues in a responsible and mature manner.

Communication

• Excellent writing and verbal communication skills.

Teamwork

• Work well in a team to advance the priorities of energy team and UNDP as a whole;
• Projects a positive image and is ready to take on a wide range of tasks;
• Focuses on results for the client;
• Welcomes constructive feedback.

Required Skills and Experience

Education

• A Bachelor’s degree in Business Administration, Finance, Commerce, International Relations or an equivalent qualification (max. 10 points).

Experience

• At least 4 years of relevant administrative experience (max. 12 points);
• Experience in organization of meetings, events, partner coordination, and logistics planning in an international organization (max. 12 points);
• Working experience in an international organization, knowledge of UNDP policies, procedures and practices is an asset (max. 6 points).
• Experience in handling of web-based management systems, familiarity with an ERP System is an asset (max. 3 points);
• Knowledge in the areas of sustainable energy and/or environmental sustainability will be an asset (max. 2 points);

Languages

• Excellent oral and written communications and presentations skills in English (pass/fail);
• Knowledge of other UN official language is desirable (max. 5 points).

Evaluation Method

• Only those applications, which are responsive and compliant, will be evaluated.
• Offers will be evaluated according to the Combined Scoring method – where the technical criteria will be weighted at 70% and the financial offer will be weighted at 30%.
• The technical criteria (education, experience, languages [maximum 50 points] and interview [max. 30 points]) will be based on a maximum 80 points. Only the top 3 candidates scoring 35 points or higher from the review of the education, experience, languages will be considered for the interview;
• Candidates obtaining 21 points or higher in the interview will deemed technically qualified and considered for financial evaluation;
• Financial score (100 pts) shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal of those technically qualified;
• The financial proposal shall specify an all-inclusive daily fee, including breakdown per deliverable as outlined above. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal must additionally include a breakdown of this daily fee (including all foreseeable expenses to carry out the assignment).
• Financial Proposal must be submitted as a separate file encrypted with a password. None of the financial proposal data can be disclosed in other documents of the submission. UNDP shall request password for opening the Financial Proposal only from the Proposers who pass the Technical assessment;
• Applicant receiving the Highest Combined Score and has accepted UNDP’s General Terms and Conditions will be awarded the contract.

Documentation to be submitted:

• Applicants must submit a duly completed and signed UNDP Personal History form (P11) and/or CV including Education/Qualification, Professional Certification, Employment Records /Experience;
• Applicants must reply to the mandatory questions asked by the system when submitting the application;
• Applicants must submit a duly completed and signed Annex II Offeror´s letter to UNDP confirming interest and availability for the Individual Contractor (IC) assignment to be downloaded from the UNDP procurement site. This document should be password protected.
• DO NOT DISCLOSE YOUR PRICE IN THE LINE ITEMS WHEN COMPLETING THE FIELDS IN ETENDERING. YOU MUST PUT PRICE AS “1” IN THE LINE ITEMS AND PROVIDE THE FINANCIAL PROPOSAL AS PASSWORD PROTECTED ATTACHMENT.

NOTE:

YOUR APPLICATION MUST BE SUBMITED THROUGH UNDP eTENDERING SYSTEM

Link: https://procurement-notices.undp.org/view_notice.cfm?notice_id=73628

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Potential interview questions

Added 5 years ago - Updated 1 year ago - Source: jobs.undp.org