The purpose of this procurement exercise is to contract an individual consultant to provide temporary assistance to support the Bureau of Management services in the management of the portfolio of Reserve for Field Accommodation (RFA) facilities.
In the United Nations Development Programme (UNDP), the General Operations (GO) within the Bureau of Management Services (BMS) in New York is entrusted with the oversight of UNDP Country Offices premises related issues such as relocation, construction, leasing, purchasing, renovation, management of RFA properties, Insurance and other responsibilities.
As part of managing the portfolio of RFA properties, GO conducts RFA rent reconciliation. The resulting accrued rent needs to be recovered with the assistance of relevant Country Offices. Furthermore, to ensure proper response to any audit queries, a proper management of RFA records is necessary.
To meet the demands of these projects, the Premises Facilities & Assets section (PFA) within General Operations (GO) is in need of temporary assistance to facilitate the workload. The Consultant will be required to provide high quality and value-added support to PFA team
Duties and Responsibilities
Under the guidance of the Manager, PFA, GO, the consultant will perform the following duties:
- Draft status reports, briefing papers, Monthly KPI reports on the status of the different ongoing cases and RFA Fund;
- Review database information on RFA properties and follow-up with COs to ensure timely rent collection;
- Review budget proposals from the country office regarding the maintenance and upkeep of the RFA Properties and release funds to the Offices;
- Provide lease commitment data for corporate forward planning budget commitments related to UNDP rental costs and financial statements reporting;
- Assist CO with updating lease agreements on GO SharePoint site, access and training;
- Assist with reviewing country offices draft leases, MoU, MoA, point out any discrepancies/issues and suggest solutions;
- Support the country office with the negotiations with the landlord and the government;
- Review proposals for commercial leases or construction of new facilities to ensure conformity with approved space, security, legal, financial and business standards;
- Work closely with the team for the transition to new case tracker system
- Liaise with CO to assist with the collection of premises related information as per Management requests and the drafting of the business case/proposals
- Assist with managing issues of insurance requirements through the UN.
- Assist as back up for purchasing card reconciliations
- Other duties as requested.
- Provide Monthly RFA reports, KPI Reports, Case status reports to management; Provide Weekly TTCP brief reports to management;
- Prepare briefing materials and reports on country office, common premises, Task Team on Common Premises (TTCP) as requested by management and CO;
- Timely review of draft leases, MOUs, MOAs and RFA budget proposals;
- Provide Leasehold Commitment Report to OFRM when requested;
- Build a Premise database;
- Timely renewal of insurance policies
Professionalism - Ability to formulate opinions and make conclusions and recommendations;
Integrity - Demonstrate integrity by modeling the UN values and ethical standards
Planning and organizing - Prioritizes and delivers tasks on time;
Teamwork - Collaborates the work-flow within the team in cooperation with all concerned parties;
Technological Awareness- Demonstrates technical knowledge to meet responsibilities;
Communications -Possesses strong communication and writing skills
Required Skills and Experience
- At least: University degree in Public Administration, Business Administration, Economics, Accounting, International Relations, or relevant discipline.
- A minimum of three (3) years of progressive responsible and relevant experience, preferably in operations or administration, is required;
- Prior work experience with United Nations and/or UNDP is desirable;
- Technical competency such as proficiency in Microsoft Office and Microsoft SharePoint is required.
- Knowledge of IPSAS is an added advantage.
- Fluency (verbal and writing communication skills) of English and French required.
- Knowledge or another UN language is desirable.
The application package containing the following (to be uploaded as one file):
- Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
- Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references.
Note: The above documents need to be scanned in one file and uploaded to the online application as one document.
Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.
- The financial proposal should specify an all-inclusive daily fee (based on a 7-houra working day - lunch time is not included - and estimated 21.75 days per month).
- The financial proposal must be all-inclusive and take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.
- In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should 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.
- If the 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 a 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.
The Financial Proposal is to be emailed as per the instruction in the separate email that will be sent to shortlisted candidates.
Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below. Applicants will be evaluated based on cumulative scoring. When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:
- Being responsive/compliant/acceptable; and
- Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.
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