| Overview : Background The project intends to provide development support services to the Department of Education (DepEd), in the course of its implementation of their 2016 K to 12 Basic Education Program, in accordance with UNDP regulations, rules, policies and procedures as required by the Approved Procurement Plan and Budget agreed between UNDP and DepEd. It is funded from the Philippine Government budget, based on the allocations of the General Appropriations Act (GAA) of 2016. The project will cover the provision of the following support services: (a) conduct of competitive selection processes for a variety of goods and services at international and national levels; (b) physical delivery of goods to public schools in various regions nationwide where DepEd beneficiaries are located, including customs clearing where required; (c) engagement of a broad range of technical assistance/expert services where they are required, including, but not limited to defining project requirements, and provision of technical specifications/scope of work/terms of reference; (d) contracting for repair, reconstruction, rehabilitation and replacement works of public school and structures damaged by any form of man-made or natural calamities/disasters; (e) selection of conference and events venues, accommodation, catering and other related logistics support; (f) recruitment of project personnel and engagement of consultants/experts or individual contractors; (g) disbursement of personnel salaries and payments to vendors of goods, services and works, based on the authorization of DepEd; and (h) monitoring and evaluation, including third party monitoring of deliveries to ensure that the goods are received only by the intended beneficiaries. Description of Responsibilities The Project Assistant will report directly to the DepEd Programme Manager. This team shall be based within the UNDP Democratic Governance Unit, headed by the Governance Team Leader. Under the overall guidance of the Programme Manager, the Project Assistant will carry out the following specific functions: Financial Management - Provide support in the operational and financial reporting of the Project;
- Assist in setting-up and maintaining the financial system of the Project;
- Maintains proper filing of supporting documents for every financial transaction of the Project;
- Process compliance to procurement requests in accordance to policies & procedures;
Office Administration - Perform a variety of standard tasks related to Results Management, including screening and collecting
- Establish a proper filing system and maintain files and documentation in good order;
- Provide support flow of information and dissemination of materials with all concerned;
- Follow up travel arrangements and DSA payments for the Project;
- Provide logistical and other support to the project teams and visiting missions, as required;
- Ensure the upkeep of the project office, equipment, furnishings and other paraphernalia;
- With the assistance of other relevant project staff, organize, coordinate and prepare activities such as trainings, workshops, and meetings as provided in the Project’s Annual Work Plan (AWP)
- Support and assist the Project Management Team.
Competencies Core Competencies - Teamwork: Works collaboratively with colleagues and partners to achieve organizational goals;
- Self-management: Accurately judges the amount of time and resources needed to accomplish a task;
- Client orientation and Continuous Learning: Focuses on results for the client and responds positively to criticism and feedback;
- Positive Attitude: Consistently approaches work with energy and a positive, constructive attitude.
Functional Competencies - Ability to perform work of confidential nature and to handle a large volume of work possibly under time constraints;
- Ability to administer and execute administrative, financial and logistical processes and transactions;
- Ability to manage data and validate transaction;
- Ability to perform a variety of repetitive and routine tasks and duties;
- Ability to produce accurate and well-documented records conforming to the required standard;
- Ability to handle web-based management systems;
- Ability to support a team and team building skills;
- Strong attention to details;
- Self-motivated and ability to work under pressure and to meet strict and competing deadlines;
- Displays analytical judgment and demonstrated ability to handle confidential and politically sensitive issues in a responsible and matured manner;
- Demonstrates openness to change and ability to manage complexities;
- Good organizational skills and ability to work effectively in teams, delivering through and with others;
- Computer literate with good knowledge on Microsoft Office applications; and
- Good oral and written communication skills.
Qualifications fo Successful Offeror Education - Bachelor’s degree in social work, public administration, political science, public finance or other development-related discipline.
Work Experience - At least four (4) years of relevant experience, preferably in foreign-assisted projects;
- Strong finance experience, knowledge in ATLAS is desired
- Knowledge of government’s (DepEd) service delivery and citizen monitoring context is desired;
- Experience in training, event planning and organizing;
- Exposure to national or local governments; Knowledge on Public Financial Management system particularly in budget execution, procurement, and accountability processes;
- Experience in UNDP projects and knowledge in UNDP systems is an advantage;
- Previous working experience with a UN agency is an asset
Language - Fluency in written and spoken English; well versed in national language
Scope of Price Proposal and Schedule of Payments The Project Assistant shall be paid on a monthly basis upon submission of a monthly progress report for the period of three (3) months. Criteria for Selection of the Best Offer A Combined Scoring method will be used in evaluating the offers received. The qualifications and methodology will be weighted 70%, and combined with the price offer which will be weighted 30%. Recommended Presentation of Offer and Application Process Applicants are requested to submit the following documents to procurement.ph@undp.org. - Duly accomplished Letter of Confirmation of Interest and Availability that indicates the all-inclusive lumpsum contract price, supported by a breakdown of costs, as per template provided; If an Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.
- 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;
In view of the volume of applications UNDP receives, only shortlisted offerors will be notified. |
