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Document Clerk
Procurement Process :Other
Office :UNDP Country Office - PHILIPPINES
Deadline :19-Dec-18
Posted on :06-Dec-18
Development Area :CONSULTANTSCONSULTANTS
Reference Number :52096
Link to Atlas Project :
Non-UNDP Project
Documents :
IC Offeror's Letter and Confirmation
IC General terms and Conditions
Overview :

Project Description

Under the direct supervision of the HR Officer, the Documentation Clerk provides reliable documentations services to the Human Resources Unit

Scope of Work

  1. Establishing and maintaining an electronic filing system and hard copy files;
  2. Scanning, photocopying and storing digital documents;
  3. Indexing, tracking and setting up easy retrieval system of electronic/hard copy documents.
  4. Proper filing of all human resource related documentation;

Expected Outputs and Deliverables

  • Ensure maintenance of electronic filing system, focusing on achievement of the following:
  • Organize files and documents with a view to maintaining the HR filing system in accordance with the UNDP Global Filing System;
  • Open new subject files as required and dispose of old files in accordance with the established retention schedule;
  • Maintain safe keeping of documents making sure files are properly stored and easily accessible;
  • Create automatic links from different types of documents;
  • Create a document retrieval system and its access for authorized users (including configurable inquiry screen enabling users to search by certain identifiers);
  • Establish and maintain a records system of file movements within the HR Unit, maintenance of the unit’s circulation and reading files;
  • Participate in meeting and contribute to discussions on the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff; a highly flexible archiving solution;
  • Ensure document security in archiving.

Institutional Arrangement

 Under the overall guidance of the Human Resource Officer and working closely with the rest of the HR team, the Documents Clerk is expected to demonstrate seamless collaboration with the HR Unit. 

During the process, the Documents Clerk shall promote a results-oriented approach to his/her work and output, while ensuring a client-focused and client-friendly manner of rendering his/her services.

 

Duration of the Work

The IC duration shall be from 26 December 2018 to 25 March 2019. 

Duty Station

The Documents Clerk shall be based in the UNDP Country Office which is located in Mandaluyong City. He/she is expected to report on a daily basis in the office.

Qualifications of the Successful Individual Contractor

Education

  • University Degree in Business or Public Administration Record Management, Human Resources desirable but it is not a requirement;
  • Certificate in Administration desirable;

Experience

  • 0 to 6 months relevant work experience;
  • Excellent oral and written communication skill, strong interpersonal skills and ability to work as part of a team in a multicultural environment;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Language

  • Fluently written and spoken English

Scope of Price Proposal and Schedule of Payments

 

The Documents Clerk is to be paid 100% upon submission and acceptance of the following outputs on a monthly basis. The Offeror must submt an all inclusive price proposal per month.

Criteria for Selection of the Best Offer

Offers will be evaluated based on combined scoring method – where the Technical Proposal will be evaluated based on qualifications in the CV and brief description of previous work. The Technical evaluation and is weighted a max. of 70%.

The Financial Proposal that will be evaluated through submission of the Offeror’s Letter to UNDP Confirming Interest and Availability for the IC including Financial Proposal Template and combined with the price offer will be weighted a max of 30%;

For the evaluation of the Technical Proposal, the selection of the successful consultant must be based in the following qualifications (with the appropriate obtainable points):

Qualification

Max Obtainable Points 

Education:

  • University Degree in Business or Public Administration Record Management, Human Resources desirable but it is not a requirement.
  • Certificate in Administration desirable;

 

20

Experience/Skills

  • 0 to 6 months relevant work experience;
  • Excellent oral and written communication skill, strong interpersonal skills and ability to work as part of a team in a multicultural environment;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc).

30

 

20

20

Language

  • Fluently written and spoken English.

 

10

TOTAL

100

Recommended Presentation of the Offer

Interested Offerors must submit all documents to procurement.ph@undp.org:

  1. Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
  2. Financial Proposal that indicates the all-inclusive fixed total 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.
  3. Personal CV/P11 indicating all past experience from similar projects or requirements, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  4. Brief description of not more than 5 pages long: why the candidate considers him/herself as the most suitable for the assignment, highlighting specialized background advantages for the scope of work and requirement.

 

 

In view of the volume of applications UNDP receives, only shortlisted offerors will be notified.