Procurement Notices

Reference

PN/FJ/121/20

Location

UN RC Office, Suva, Fiji

Application deadline

10-11-2020

Type of Contract

Individual Contractor

Post Level

National Consultant

Consultancy Title

Finance and Administrative Support

Languages required:

English

Duration of Initial Contract:

1 year (261 working days )

 1 January 2021 to 31 December 2021

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 mobilisation 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 Finance & Administrative consultant will provide administrative and finance support services to the RCO ensuring high quality, accuracy and consistency of work. The Finance & Administrative 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 administrative and financial support in implementing RCO activities focusing on Operations and Management coordination and achievement of the following results:

1. 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.

• Act as UNRCO focal point for all arrangements relating to the renting and management of premises

1.  Finance and Payment:

• Assist with the preparation of budgets for the operation of the UNRCO
• Monitor budgets and continuously maintain up-to-date financial records for the account of the UNRCO
• 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.).

1. 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

Expected Outputs and Deliverables

• Ensure all administrative and finance tasks are completed in a timely manner as assigned on a monthly basis.

Institutional Arrangement

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

Duration of the Work

• The assignment will be carried out for 1 year (between 1 January 2021 to 31 December 2021). The individual will be required to work during the normal RCO working hours from Monday to Friday and as required.

Duty Station

• The individual is expected to be based in the RC Suva office for the 1 year 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:

• Minimum Diploma in 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 Monthly Lump Sum Amount(number of working day per month x daily rate) . The daily rate  quoted shall be all-inclusive and include all costs components required to perform the deliverables identified in the TOR, including professional fee ( Daily fees to include IC’s medical insurance costs),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 as assigned.

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

• Minimum Diploma in Management, Administration or Accounting: 15 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 :  points
• Experience with UN or Similar 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.

Financial Proposal (30%)

To be computed as a ratio of the Proposal’s offer to the lowest price among the proposals received by UNDP.

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

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

Documentation required.

Offerors must send the following Mandatory documents:
 

• CV including names/contacts of at least 3 referees;
• A cover letter indicating why the candidate considers himself/herself suitable for the required consultancy.
• Completed template for confirmation of Interest and Submission of Financial Proposal.

Consultancy Proposal (CV & Financial proposal Template) should be uploaded on UNDP Jobshop website (https://jobs.undp.org/cj_view_jobs.cfm?cur_rgn_id_c=RAS) no later than 10th Nov  2020 (Fiji Time) clearly stating the title of consultancy applied for.

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.

Individuals applying for this consultancy will be reviewed based on their own individual capacity. The successful individual may sign an Individual Contract with UNDP or request his/her employer to sign a Reimbursable Loan Agreement (RLA) on their behalf by indicating this in the Offerors letter to Confirming Interest and Availability.

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.

For any clarification regarding this assignment please write to procurement.fj@undp.org.

Women candidates are encouraged to apply.

The Fiji Office covers Fiji, Kiribati, Marshall Islands, Micronesia, Nauru, Palau, Solomon Islands, Tonga, Tuvalu and Vanuatu