Coordination and Operations Management Support

The UN Resident Coordinator (RC) provides leadership to the Pacific Joint UN Country Team and the UN’s programming work, as outlined in the UN Pacific Strategy, in support of national priorities. The RC has a team composed of national and international staff, forming the RC Office (RCO), and is based in Suva (Fiji). The RC oversees 10 Pacific Small Island Developing States (Pacific SIDS or PSIDS), namely Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu. Twenty-six resident and non-resident UN entities are signatories to the UNPS and members of The Pacific Joint UN Country Team.

The RCO fulfils ten core coordination functions, namely strategic analysis and planning; oversight of the UN country programming cycle; representation of and support of UN Secretariat and UN agencies (incl. non-resident agencies); support to national coordination systems and processes; development and management of shared operational support services; crisis management preparedness and response; external communication and advocacy; human rights and development; joint resource mobilization and fund management; and general UNCT oversight and coordination. The Multi-Country RCO is strengthening its capacity in order to fulfill these functions across the Pacific Island Countries. 

Under the overall guidance and supervision of the RCO Team Leader, the Coordination and Operations Management support consultant will provide coordination and operation’s management support to the RCO ensuring high quality, accuracy and consistency of work. The Coordination and Operations Management support consultant will work in close collaboration with the UNDP Operations team and other UN Agencies, as well as other entities as required. The position supports all team members of the Multi-Country RCO in Fiji.

Scope of Work

Provide Coordination and Operations Management support to the  implementation of RCO activities focusing on Operations and Management coordination and achievement of the following results:

Expected Outputs and Deliverables

1. Human Resources

• Assist with the recruitment of staff and consultants, including the preparation and submission of TORs, Job Descriptions, and Contracts;
• Monitoring and follow-up of contracts and amendments, as well as payment documents;
• Work with UNDP HR in creation of positions in Atlas, association of positions to chart fields (COAs), update of COA information, setting up vendor performing the functions of Admin.HR, Position Administrator and Absence Processor in Atlas. Preparation of contracts (FTA, TA & SC).
• Maintenance of proper filing system for HR records and documents on UNRCO Shared Drive;
• Monitor staff attendance and leave balance and prepare relevant statistical data/charts;
• Support to on-boarding UNRCO staff.

2. Administration

• Provide secretariat, administrative, logistics support to activities, seminars, meetings, conferences and regular activities of the office including the preparation of meeting summary reports to UNRCO
• Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff, national representatives, consultants and others; including travel plans, e-travel requests and security clearances;
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• 3. Finance and Payment
  • Assist with the preparation of budgets for the operation of the UNRCO and monitoring of budgets;
  • Prepare purchase order and service requests ensuring correct objects of expenditure and availability of funds;
  • Inspect goods and services provided by selected vendors and ensure payment of bills for one-off and recurrent expenses (rent, communication, office consumables, etc.).

4. Procurement

• Prepare and regularly update the Procurement Plan for UNRCO;
• Initiate procurement, replenishment and maintenance of office equipment and supplies and prepare and maintain an inventory of office property, furniture and equipment for UNRCO.

5. Supports knowledge building and knowledge sharing in the RCO focusing on achievement of the following results

• Participation in the trainings for the operations/projects staff on HR.
• Contribution to knowledge networks and communities
• Any other HR matters requested by UNRCO

Institutional Arrangement

The consultant is expected to report directly to the RCO Team Leader.  

Duration of the Work

• The assignment will be carried out for 12 months with the expected start date 1 December 2020and ends on 30 November 2021.

Duty Station

• The Consultant is expected to be based in the RC office for the 12 months to have access to all forms of communications and to ensure smooth planning and implementation of tasks

• Strong interpersonal and communication skills;
• Openness to change and ability to receive/integrate feedback;
• Ability to plan, organize, implement and report on work;
• Ability to work under pressure and tight deadlines;
• Demonstrates integrity and ethical standards;
• Positive, constructive attitude to work;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Educational Qualifications:

• Degree in HR, Economics, Management, Administration or Accounting.

• Additional courses in relevant field is an advantage

   

Experience

• Minimum of 5 years work experience in admin, finance and logistics required

• Project support within the development sector an advantage.

• Experience with UN entities an advantage

   

Language requirements and Computer skills

• Fluency of English language is required

• Proven experience in the use of office IT applications, incl. MS Office packages;

   

Price Proposal and Schedule of Payments

Consultant must send a financial proposal based on the Monthly Lump Sum Amount. The total amount quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if any work is to be done outside the IC´s duty station) and any other applicable cost to be incurred by the IC in completing the assignment. The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done on a monthly basis upon completion of the deliverables/outputs and as per below:

• Deliverable 1: Report outlining the tasks undertaken in December 2020.

  Payment is based on number of days worked and submission and approval by UNRCO monthly report indicating all administration and HR work assigned.

• Deliverable 2: Report outlining the tasks undertaken in January 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 3: Report outlining the tasks undertaken in February 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 4: Report outlining the tasks undertaken in March 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 5: Report outlining the tasks undertaken in April 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 6: Report outlining the tasks undertaken in May 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 7: Report outlining the tasks undertaken in June 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 8: Report outlining the tasks undertaken in July 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 9: Report outlining the tasks undertaken in August 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 10: Report outlining the tasks undertaken in September 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 11: Report outlining the tasks undertaken in October 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

• Deliverable 12: Report outlining the tasks undertaken in November 2021.

  Payment is based on number of days worked and submission and approval by UN RCO monthly report indicating all administration and HR work assigned.

In general, UNDP shall 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 event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

Evaluation Method and Criteria

Individual consultants will be evaluated based on the Cumulative analysis

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as a) responsive/compliant/acceptable; and b) having received the highest score out of set of weighted technical criteria (70%). and financial criteria (30%). Financial score shall be computed as a ratio of the proposal being evaluated and the lowest priced proposal received by UNDP for the assignment.

Technical Criteria for Evaluation (Maximum 70 points)

Criteria 1: Educational Qualifications: 20 points

• Degree in HR, Economics, Management, Administration or Accounting: 15 points

• Additional courses in relevant field: 5 points

Criteria 2: Work experience: 40 points

• Minimum of 5 years work experience in admin, finance and logistics: 25 points

• Project support within the development sector preferred: 5 points

• Experience with UN entities: 10 points

Criteria 3: Language requirements and Computer skills: 10 points

• Fluency of English language: 5

• Proven experience in the use of office IT applications, incl. MS Office packages: 5

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the Financial Evaluation.

Shortlisted candidates shall be called for an interview which will be used to confirm and/or adjust the technical scores awarded based on documentation submitted.

Documentation required

Interested individual consultants must submit the following documents/information to demonstrate their qualifications. Please group them into one (1) single PDF document as the application only allows to upload maximum one document:

• Letter of Confirmation of Interest and Availability using the template provided in Annex II.

• Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.

• Financial proposal, as per template provided in Annex II in Fijian Dollars (FJD).

Note: Successful individual will be required to provide proof of medical insurance coverage before commencement of contract for the duration of the assignment.

Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted. The successful consultant shall opt to sign an Individual Contract or a Reimbursable Loan Agreement (RLA) through its company/employer with UNDP.

Annexes

• Annex I – Individual IC General Terms and Conditions

• Annex II – Offeror’s Letter to UNDP Confirming Interest and Availability for the Individual IC, including Financial Proposal Template

Above documents can be accessed from UNDP website via the following link:

https://procurement-notices.undp.org/view_notice.cfm?notice_id=71920

Proposal Submission

• All applications must be clearly marked with the title of the consultancy (Coordination and Operations Management Support) with reference (PN/FJ/120/20) and submitted via UN Job shop by 10 November 2020.
• Note: UNDP Jobs only supports single document upload hence ensure that the proposal consolidated and submitted as one single document.
• For further information concerning this Terms of Reference, please contact UNDP Pacific Office by email: [email protected].

Women applicants are encouraged to apply