View Notice

Consultant - Admin Support
Procurement Process :IC - Individual contractor
Office :UNDP Pacific Office - FIJI
Deadline :13-Jan-21
Posted on :28-Dec-20
Development Area :CONSULTANTS  CONSULTANTS
Reference Number :74151
Link to Atlas Project :
00124074 - LVMM II_ACP-EU Development Minerals Programme; Phase II
Documents :
Terms of Reference
Confirmation of Interest Form
General Terms and Conditions
Overview :

TERMS OF REFERENCE

Reference No.

PN/FJ/129/20

Location

Suva

Application deadline

13th January 2021

Type of Contract

Individual Contractor

Post Level

National Consultant

Languages required:

English

Duration of Initial Contract:

Up to 384 days over 24 months

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 13th January 2021, 5pm (Fiji Time) clearly stating the title of consultancy applied for. Any proposals received after this date/time will not be accepted. Any request for clarification must be sent in writing, or by standard electronic communication to procurement.fj@undp.org . UNDP will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants. Incomplete, late and joint proposals will not be considered and only offers for which there is further interest will be contacted. Failure to submit your application as stated as per the application submission guide (Procurement Notice) on the above link will be considered incomplete and therefore application will not be considered.

BACKGROUND

The OACPS-EU Development Minerals Programme is a capacity-building programme that aims to build the profile, and improve the management of Development Minerals. The programme is an initiative of the Office of African, Caribbean and Pacific States (OACPS), financed by the European Union and the United Nations Development Programme (UNDP), and implemented by UNDP.  Phase II of the OACPS-EU Development Minerals Programme was launched with a EUR 11.1 million funding from the European Union and the UNDP. Phase II of the programme takes the accomplishments of the Phase I programme one step further. It builds on the capacity building interventions carried out thus far to improve livelihoods for artisanal and small-scale mining enterprises (ASMEs) operating along the Development Minerals value chain in the African Caribbean and Pacific countries. The project aims to enable ASMEs in the Development Minerals sector to achieve better livelihoods through higher employment and incomes from their mining operations. The project will ensure these objectives are met by: 1) improving the business environment and formalising the operations of ASMEs; 2) enhancing the entrepreneurial skills among ASMEs and their access to finance, technologies and markets; 3) strengthening social and environmental safeguards in mining and quarrying; 4) enhancing gender inclusion and support to women miners; and 5) facilitating inter-ACP knowledge exchange on Development Minerals.

 

Focus Country: Fiji

Development minerals play a significant role in Fiji’s domestic development, in the areas of infrastructure, housing construction, road building, agriculture and disaster reconstruction, as well as supporting a large number of Fijian small and medium-sized domestic enterprises[1]. The mining and quarrying of Development Minerals in Fiji is dominated by crushed aggregate, gravel and sand, used for construction materials, and to a lesser extent limestone, used for agricultural purposes. The ACP-EU Development Minerals Programme Fiji project is implemented by UNDP Pacific office in Fiji in collaboration with the Mineral Resources Department, under the Ministry of Lands and Mineral Resources.

The project requires the services of a project assistant to support the administration and finance of the Fiji project under the guidance of the Country Coordinator.

 

DUTIES AND RESPONSIBILITIES

Scope of Work

  • Provide support to the overall administration and implementation of OACPS-EU Development Minerals Programme delivery through ATLAS, adapt processes and procedure, and support results-based management;
  • Support the logistical preparations for national and local level workshops
  • Take the lead role in arranging travel for project staff, partners, workshop participants;
  • Liaising with the Operations team (Finance, procurement, administration) at the UNDP Pacific office in Fiji on all operational related tasks;
  • Assist in the documentation and proper recording of project related meetings, documentation and archiving of all knowledge-based products, filing of reports, data and success stories for the programme;
  • Maintaining the project assets register on a regular basis;
  • Provide back-stopping support to administrative staff under the Effective Governance team (UNDP Pacific office in Fiji) as required, and upon discussion with the Project Coordinator

 

Expected Outputs and Deliverables
The Consultant is expected to work closely with the Country Coordinator based at the Mineral Resources Department to support the following activities. The activities will be further discussed and agreed upon and monthly reports produced by the Consultant to provide an update:

 

  1. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period January 2021.  
  2. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period February 2021
  3. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period March 2021
  4. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period April 2021.  
  5. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period May 2021
  6. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period June 2021
  7. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period July 2021.  
  8. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period August 2021
  9. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period September 2021
  10. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period October 2021.  
  11. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period November 2021
  12. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period December 2021
  13. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period January 2022.  
  14. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period February 2022
  15. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period March 2022
  16. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period April 2022.  
  17. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period May 2022
  18. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period June 2022
  19. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period July 2022.  
  20. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period August 2022
  21. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period September 2022
  22. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period October 2022.  
  23. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period November 2022
  24. Produce monthly report indicating all administration financial and logistical work assigned and completed for the period December 2022

 

Institutional Arrangement

The Consultant will be directly supervised by the Country Coordinator based in Fiji. He/She is expected to work for approximately 4 days a week and provide updates on a regular basis to ensure the completion of deliverables as identified in this Consultancy exercise. The consultant will be provided with a laptop and a office space to complete the tasks assigned.

Duty Station

  • The Consultant will be based in Suva, Fiji and based on need might be required to travel within Fiji to support implementation of key project activities.

 

COMPETENCIES

  • Strong interpersonal and communication skills;
  • Strong analytical, reporting and writing abilities 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;
  • Comprehensiveness knowledge of web-based software
  • Proficiency in the use of office IT applications and internet in conducting research;
  • Outstanding communication, project management and organizational skills;
  • Excellent presentation and facilitation skills.
  • Demonstrates integrity and ethical standards;
  • Positive, constructive attitude to work;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

 

REQUIRED SKILLS AND EXPERIENCE       

Educational Qualifications:

  • Completion of high school. Tertiary education in business administration would be an advantage.

Experience

  • At least 2 -3 years of experience in project finance and administration work is required, with preference to direct UNDP experience.
  • Demonstrated ability in financial analysis, workshop preparation and logistics; lead role on administration, procurement, travel arrangements, and finance tasks; strong writing and communication skills.
  • Knowledge of UN Policies and procedures

Language requirements

  • Fluency of English language is required;
  • Knowledge of UN Policies and procedures would be an asset.

Selection Criteria:

  • Education Qualification = 10%
  • 2- 3 year of work experience in similar filed = 20%
  • Demonstrated ability in financial analysis, workshop preparation and logistics; lead role on procurement, travel arrangements, and finance tasks; strong writing and communication skills = 30%
  • Knowledge of UN Policies and procedures – 10%

Proposal Submission

Interested individual consultants must submit the following documents/information to demonstrate their qualifications in one single PDF document.

  • Duly accomplished and signed Letter of Confirmation of Interest and Availability and breakdown of cost supporting the Final All-Inclusive Price as per Template;
  • Completed and Signed P11 Form or CV, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate;
  • At least three (3) professional references.
  • Provision of at least three written samples of your work preferably knowledge management products such as reports, etc. 

 

The Consultant must send a financial proposal based on “All-Inclusive” Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, etc.) that could be incurred by the IC in completing the assignment are already factored into the daily allowance cost should be identified separately. The consultant is expected to submit time sheets and a monthly progress report against the achievement of the ToR deliverables to the PMU Programme Administrative Associate and highlighting work performed with status update.

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

 

All applications must be clearly marked with the title of consultancy and submitted by 5:00pm 13th January 2021 (Fiji Time) electronically to https://jobs.undp.org/

For any further information concerning this Consultancy or ToR, please email procurement.fj@undp.org

Incomplete applications will not be considered, and only candidates for whom there is further interest will be contacted.

 

Women applicants are encouraged to apply

Application procedure:

Please combine all your documents (Signed P11/CV), Technical Proposal, Confirmation of Interest and submission of the financial proposal form, etc into one (1) single PDF document as this system only allows to upload maximum one document, failure to combine all document in one will be considered as incomplete and proposal will not be accepted”. You can email procurement.fj@undp.org to request for these templates.