Logistics and Administration Support Consultant

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Application deadline 1 year ago: Thursday 28 Apr 2022 at 23:59 UTC

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Contract

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

Background

UN Women, the United Nations entity for gender equality and the empowerment of 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. Ensuring women’s equal rights, access and opportunities for participation and leadership in the economy, society and political decision-making is at the core of UN Women’s work in the region.

The UN Women Country Office (CO) Kazakhstan is based in Nur-Sultan. CO programming includes support to Government and civil society organizations in the development and implementation of innovative approaches aimed at achieving gender equality and women’s empowerment. In Kazakhstan, UN Women supports efforts of the national partners and UN agencies in implementation of gender equality commitments in compliance with the UN human rights conventions ratified by Kazakhstan. It provides strong and coherent technical support of gender equality priorities in national and UN efforts and support to build effective partnerships with civil society and other relevant actors. It strengthens coordination on gender equality and women’s empowerment programming and enhances cooperation for gender responsive post-2015 development agenda’s implementation at the national and sub-regional levels.

Kazakhstan exhibits a high level of interest in advancing gender equality and women’s empowerment through implementation of the Concept on Gender and Family Policy in Kazakhstan and achievement of Sustainable Development Goals and Agenda 2030.

Under the supervision of Operations Analyst/ Programme Specialist of the UN Women CO Kazakhstan, Logistics and Administration Support Consultant will be responsible for providing a variety of technical administrative support for ensuring the smooth implementation of operational activities of the office details of which are provided in the below section. Human Resources (HR) support for recruitment processes for SSA Consultants and to ensure that the Operations Department of the UN Women office receives the correct technical administrative short-term support to ensure that all documents are processed, filed and archived in line with UN Women’s policy. Within this context, UN Women will recruit this Consultant to support the Programme and Operations teams with Administration and Logistics Support.

Consultant is required to work in hybrid format: online and onsite in Nur-Sultan office

Duties and Responsibilities

Under the direct supervision of Operations Analyst/ Programme Specialist, the Consultant will be responsible for the following tasks:

Provide administrative support in travel arrangements • Provide administrative support for collection and preparation of travel documents in accordance with the Standard operating procedures and Duty Travel Policy; • Provide support in the purchase of travel tickets for official travel; • Provide administrative support for the logistics preparation and organization of UN Women and other related events for review by the operations/ programme units; • Provide support with booking hotel accommodation, car rent and additional services related to the trips; • Maintain contact and obtain necessary documents from the UN Women staff and external meeting participants for arranging trips; • Provide support with closing necessary financial and administrative post-trip documentation; • Provide support in other operations and programmatic administrative areas as requested by the Operations Analyst/ Programme Specialist

Provide administrative support in event organization: • Provide support to the organization of events (Workshops, Meetings, conference), organized by UN Women, including preparing invitation letters, final participants list, drafting workshop logistics notes, preparing name tags, preparing folders for workshop materials, agenda, coordinating with participants on flight arrangements in coordination with ROAS procurement. • Prepare travel-related documents (including booking flights, hotel reservations, required clearances, and other documentation requested by Programme team); • Maintain a database on travel costs for the different trips undertaken to contribute to budget planning for travel; • Arrange the logistics of the UN Women team oversight, including booking conference/meeting rooms, recording minutes of the meetings, and monitoring follow up activities, as requested; • Coordinate administrative services for events and workshops in online, offline and hybrid formats, including arranging the venue, hotel reservations, catering, participants travel, and other documents; • Store, manage, and track documents in a SharePoint database; • Review, record, distribute, and/or process mail and other documents; follow-up on impending actions;

Electronic filing of all documents;

• Facilitate completion of documents liaising with different partners for signatures; • Organize files and ensure better record management and labeling to meet the required set standards.

Provide general administrative support: • Support in filing of related Financial documents, preparing payment request forms on demand ensuring all supporting documents are included, monitoring payment; • Assist with translation of necessary documents; • Assist with procurement of products and services; • Undertake other administrative support to programme implementation as assigned by Programme Specialist.

Competencies

Core Values: • Respect for Diversity • Integrity • Professionalism

Core Competencies: • Awareness and Sensitivity Regarding Gender Issues • Accountability • Creative Problem Solving • Effective Communication • Inclusive Collaboration • Stakeholder Engagement • Leading by Example

Functional Competencies • Ability to administer administrative processes and transactions; • Ability to perform work of confidential nature and handle a large volume of work; • Good knowledge of administrative rules and regulations; • Good IT and web based management skills

Required Skills and Experience

Applicants must meet the above minimum qualification requirements which will be included in the technical evaluation process in the future. The next stage of the assessment process will be maintained by cumulative analysis methodology of technical proposal (70%) and the financial proposal (30%) of the candidate.

Technical evaluation criteria:

Criteria

Maximum points

Education

  • Completion of secondary education is required.
  • Bachelor’s degree in relevant field of study is an asset

50

100

Professional work experience

  • At least 3 years of progressively responsible experience in administration, procurement, communications or logistic support service.

3 years – 200

3-6 years – 250

< 6 years - 300

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

50

  • Experience in the use of ATLAS or other ERP system is an asset

50

  • Experience working within the UN System

100

Languages

  • Fluency in English and Russian
  • Fluency in Kazakh

25

25

Maximum total technical scoring (70%):

700

Only candidates, who will accumulate at least 490 (70%) points of the maximum 700 points during the technical evaluation process, will be qualified for financial proposal*.

* Each candidate will be requested to submit financial proposal that should represent daily remuneration fee in KZT.

The financial offers of the technically qualified candidates will be requested and will be weighted in terms of selection points as per below formula:

B = T + Clow / C x 300 where

T- is the universal technical score awarded to the evaluation of the proposal (only those proposals that pass 70% of the technical evaluation);

C is the financial offer of the candidate; and

Clow- is the lowest financial proposal among all evaluated candidates;

300 is the maximum financial point that can be obtained.

The successful candidate will have accumulated the highest aggregated score (technical and financial scoring).

Payment will be made only if expected results will be achieved agreed package of documents and reports provided without delay and approval of Operations Analyst/ Programme Specialist

IX. Application Process:

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/en/about-us/employment/application-process

Only candidates who have passed the preliminary selection will be informed.

Kindly note, that the system will only allow one attachment, hence all supporting document e.g. P11, financial proposal and other relevant documents must be scanned as one attachment. Applications without the completed UNDP P-11 form will be treated as incomplete and will not be considered for further assessment.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

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