FRESAN Project Administrative Assistant

The high level of vulnerability conditions combined with the climate variability that is characterized with periods of lack or excess of rain, result in an almost permanent disaster situation, or a cycle of droughts and floods episodes, in the Southern Region of Angola. Climate change is also exacerbating this chronic situation of disaster risk. The Overall Objective of the EU-financed FRESAN Programme 2018-2022 is to “contribute to the reduction of hunger, poverty and vulnerability to food and nutrition insecurity in the provinces of Angola most affected by climate change, namely Cunene, Huila and Namibe.”

This UNDP Project for a period of 48 months from 2019 to 2023 will contribute to FRESAN’s Result 3.3. Disaster Risk Management (DRM) strategy and inter-institutional coordination mechanisms are implemented by the competent authorities. The Project aims to deliver on two Outputs at national and decentralized levels in the target provinces of Cunene, Huila and Namibe: 3.3.1 Promote the establishment and strengthen inter-institutional multi-level mechanisms for DRM; and 3.3.2 Develop and implement a risk information system and early warning system for DRM.
To help the UNDP FRESAN Project team deliver on the targets, UNDP Angola is recruiting an Administrative Assistant.

 Under the supervision of the Project Manager, and in collaboration with other UNDP FRESAN team members, the Administrative Assistant will perform the following tasks :

• assist ensure the completeness of the Project and M&E filing systems; 
• Support the design of the Project and M&E filing structure (paper-based and electronic);
• assist to set up a workflow for the management of project correspondence (letters, reports, invoices etc.);
• Help ensure that the said workflow and filing structures are used and complied with;
• assist gather, organise and archive critical Project and M&E documents;
• assist generate and finalise official project documents;
• Support the drafting, formatting or general editing of official correspondence, minutes of meetings, narrative reports;
• Support the planning and execution of event logistics such as budgets, invitation letters, liaison with Program Associate and Finance team on procurement and payment-related processes (venue, stationery, participants‘ per diem, travel);
• Liaison with the Communications team for media coverage

Support the Project Manager in his functions:

• Assist to manage the Manager’s agenda and overall planning;
• Assist to manage correspondence addressed to the Manager;
• Organise Manager’s filing system.

 Impact of Results:

• Improved document and correspondence management within the Project and M&E team;
• Smooth running of UNDP FRESAN project events:
• Adequate organisational support provided to the Project Manager.

Corporate Competencies:

• Demonstrates commitment to UN’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Hability to work under stress and in challenging field conditions;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Education: 

• University degree in business or public administration or related social sciences

Experience:

• 6 months to 1 year in providing administrative or programme support services;
• Experience in compiling data and writing reports;
• Experience in the use of Office software packages, and in particular Word, Excel and Powerpoint.

Language Requirements: 

• Good working knowledge of English, both written and verbal;
• Fluency in Portuguese, both written and verbal.

Evaluation

Individual consultants will be evaluated based on the following methodologies:

Cumulative analysis

Award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

•  responsive/compliant/acceptable, and
• Having received the highest score out of a pre-determined set of weighted technical and financial

* Technical Criteria; [100 points]
* Financial Criteria; [30 points]

Only candidates obtaining a minimum of 70% of the maximum obtainable points would be considered for the financial evaluation:

Applicants mus submit:

• Personal CV including past experience in similar projects as required in Letter of Confirmation of interest attached hereto.
• Financial offer for the duration of consultancy with fixed monthly rates

Evaluation

Individual consultants will be evaluated based on the following methodologies:

Criteria             Weight                                                                                                   Max. Point

Technical

Criteria A:      Technical skills, as per qualifications and training record                        15

Criteria B:    Overall experience in the provision of the services under the TOR          35

Criteria C:   Adequacy of competencies & skills responding to the Terms of Reference , (TOR) ;     20

Criteria D:  Methodology: relevance to TOR                                                                                        30

Financial offer 30%  weight