ThaiNGO

Project Administration and Logistics Consultant

Local Development Finance Practice Area - Bangkok, THAILAND

Background

UNCDF is the UN’s capital investment agency for the world’s 48 least developed countries. UNCDF invests its seed capital and technical assistance to promote increased capital flows to the local level, reducing inequalities, improving basic services and increasing opportunities for sustainable economic development. UNCDF’s Local Development Finance Practice does this through innovation and testing in new public and private financial systems that mobilize, allocate and invest additional resources and promote transparency and accountability in their use. The overall impact of UNCDF’s work in local development finance is measured in terms of the increase in local fiscal space and the increase in local fixed capital formation that is triggered, or leveraged by UNCDF’s investment.

Local development Finance Practice Area of UNCDF works to improve the quality of life at the grassroots level. This involves local governance and the decision-making process in a given locality. Implementation of the Global Thematic Initiatives (GTIs) in regional and country programme level and the Regional initiatives including:

• Local Finance Initiative, a global programme that supports LDCs unlock domestic resources for transformative investments in local economic development. This includes an investible portfolio of projects in local economic development;
• Local Food System, a global programme that supports LDCs (primarily in Africa) increase the resilience and sustainability of their local food systems and thereby increase food security in all parts of the territory. This will include a portfolio of investible projects that deliver food security impact;
• Women Economic Empowerment, a global programme that analyses the structural constraints on women’s economic empowerment in the local space and promotes public and private investments that remove the constraints including a portfolio of investible projects;
• Local Climate Adaptive Living Facility, a global programme that supports least developed countries secure access to finance for the local level investments that increase their resilience and adaptation to climate change. This includes an investible portfolio of projects;
• LOTUS - Local Transformative and Uplifting Solutions, a regional programme designed to address UNCDF as a mechanism to localize the GMS corridors utilizing UNCDF LDFP global mechanisms as mentioned above such as LoCAL and LFI mechanism to develop enabling environments for inward investments that stimulate local economic development and entrepreneurship to extend the localized economic reach of the GMS within the regions LDCs;
• LOOKING, a country wide diagnostic exercise that supports governments to identify how local development can accelerate inclusive growth;
• Municipal Finance Initiative, a global programme that supports towns and cities develop innovative mechanisms to finance their capital investment programmes.

In Asia and the Pacific region, the LoTUS and LOOKING Programme are expanding with limited human resources. In additions, the challenges to communicate with country offices to formulate and implement these programme increase the transactions and the volume of work. Under this circumstance, the continuous expanding of portfolio for these GTIs both in Asia require more support especially during the year end closing and the beginning of the new financial cycle when the workload can become unmanageable.

UNCDF is looking for a local consultant to provide support to the activities taking place at the Regional Office to support country and regional office for their projects implemented at the country level with no existing human resources.

Description of responsibilities

Objectives of the Assignment

The objective of this service is to provide administrative and clerical support to the LoTUS, LOOKING as well as LoCAL programmes during the peak workload time to provide quality and timely administrative services.

Scope of Work

Specifically, the consultant will provide support in the following area:

Travel and Logistics Support

• Arrange travel and hotel reservation;
• Support ticket issuance with travel agency ensuring implementation of cost saving measure through negotiation with travel services while arranging for the most economical route and appropriate itinerary;
• Provide support on travel security clearance;
• Process travel of staff including purchase of tickets, DSA calculation, arrangement of shipments for conference and workshops as well as facility arrangements;
• Verification for the accuracy of travel claims, calculation and reconciliation of settlements to be paid by the Finance Department;
• Perform receptionist function including welcoming guest and processing UN security ground pass for UNCDF LD visitors;
• Receive shipments and ensure both quality and quantity are correct, make an arrangement for shipment and receipt of office and project supplies and equipment including customs clearance;

Management of Payment for Activities and Efficient Client Service

• Collect supporting documents for payment advised by UNCDF Programme/Project Associates;
• Prepare set of documents for payment processing;
• Contact vendors and collect bills, invoices and coordinate for issuance of purchase orders;
• Follow up signed agreement and make filing;
• Keep track, process of payments and expenditures;
• Ensure all payments are processed in time;
• Ensure correct approval, sorting, coding and matching of invoices/receipts;
• Trace, track and expedite purchase processes ensure payment are received by payees;
• Maintain outstanding payment monitoring tables and reports on the procurement progress as requested.

Logistical Support for the Organization of Workshops and Conferences

Other Duties

• Identify situations that require immediate escalation and exercise precise judgment;
• Perform other admin / logistic duties as required by the Hiring Unit.

Schedule

The consultant is expected to perform all above-mentioned duties for the initial period of 6 months starting tentatively from November 2016. Payment will be paid on a flat rate on a monthly basis.

Monitoring and Progress Control

• The consultant will directly report to Asia Regional Technical Advisor;
• The consultant will work under the close supervision / advice from Programme/Project Associates;
• The consultant is expected to provide weekly status updates on tasks assigned;
• The consultant is expected to report the progress of the work to Programme Associate on weekly basis;
• The consultant will be expected to liaise/ interact /meet with vendors, travel agencies, hotel reservation staff, other equipment/service providers related to the conference, local and international attendees of the conference;
• The consultant will be expected to work with UNCDF in Bangkok Office, coordinate with UNCDF offices in Asia and Africa, and HQ, and be available in during the morning of New York Time in order to coordinate with the respective Programme Managers based in HQ.
   

Competencies

• Flexible nature and ability to adapt to changing directions / thinking that may occur during the dialogue;
• Proven ability to work collaboratively with a range of stakeholders, take initiative and deliver quality outputs through a complex process;
• Excellent communication & interpersonal skills;
• Clear written and verbal communication skills;
• Proactive self-starter with the ability to work independently;
• Strong ability to set priorities, solve problems, and be resourceful under pressure;
• Ability to use time effectively and efficiently, prioritization and flexibility to take on a broader range of activities.
• Ability to perform a variety of repetitive and routine tasks and duties related to Finance, screening, collecting and preparation  of documentation, data input, transactions tracking, filing, provision of information;
• Ability to review data, identify and adjust discrepancies;
• Ability to produce accurate and well documented records conforming to the required standard.

Qualifications

Education

• Minimum completion of Secondary Education with specialized training in logistics. Training in procurement and travel is desirable.

Experience

• Proven 5 years of work experience in the area of administration, procurement or travel service (2 years of which within the international organizations)
• Proven experience in event management, planning and implementation in the UN business environment, experience in organizing the UN and government related conferences (preferable).

Languages

Full fluency in both English and Thai is required.

Interested candidates should apply here: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=69123

Application process

Individual consultants will be evaluated based on the following methodology:

STEP I: SCREENING

Applications will be screened and only candidates meeting the following minimum criteria will progress to the pool for shortlisting:

1.Education: Minimum completion of Secondary Education with specialized training in logistics, procurement and travel (desirable);
2.Experience: Proven 5 years of work experience in the area of administration, procurement or travel service (2 years of which within the international organizations);
3.Language: Complete fluency in English and Thai;
4.Submission of CV or UNDP Personal History form (P11).

STEP II: SHORTLISTING BY DESK REVIEW

UNCDF will conduct a desk review to produce a shortlist of candidates by evaluating:

a) Competences and qualifications based on the CV or UNDP Personal History form (P 11) submitted by each candidate; and
b) Candidates will be assessed and scored against the following evaluation criteria:

• Minimum completion of Secondary Education with specialized training in logistics, procurement and travel (desirable) – 20;
• Proven 5 years of work experience in the area of administration, procurement or travel service? (2 years of which within the international organizations) - 40;
• Proven experience in Event Management planning and implementation in the UN Business environment Experience with organizing UN and government related conferences preferable - 30;
• Proven ability to work collaboratively with a range of stakeholders, take initiative and deliver quality outputs through a complex process -10;
• Fluency in English and Thai is required - Yes/No.

Individual consultants will be evaluated based on the following methodology:

Evaluation

Evaluation of the proposal will be the combined scoring method.

The formula for the rating of the Proposals will be as follows:

Evaluation of the proposal will be the combined scoring method as follows: (TP Rating) x (Weight of TP, e.g. 70%) +(FP Rating) x (Weight of FP, e.g., 30%) / Total Combined and Final Rating of the Proposal.

The formula for the rating of the Proposals will be as follows:

Rating the Technical Proposal (TP): 70%

TP Rating = (Total Score Obtained by the Offer / Max. Obtainable Score for TP) x 100

Rating the Financial Proposal (FP): 30%
FP Rating = (Lowest Priced Offer / Price of the Offer Being Reviewed) x 100

Only candidates obtaining a minimum score of 70 points under technical evaluation will be requested to provide financial proposals and be considered for the financial evaluation.

Financial Criteria weight: 30%
Total maximum obtainable score for Technical proposal = 100 points

• 20 points: Academic qualification
• 10 points: Competencies
• 70 points: Professional experience
• Yes/No: Fluency in English and Thai is required

Financial Criteria weight: 30%

Application guidelines:

Interested candidate should submit the following information as part of the application package:

• When applying for this consultancy position, please apply with your official name as shown in the government issued identification document (e.g. passport and/or driver license). Contract award is subject to this verification.
• A letter indicating why the candidate considers himself/herself suitable for the required consultancy. This could be indicated online;
• Detailed updated CV or P11 link: http://sas.undp.org/documents/P11_Personal_history_form.doc

Please note that UNDP jobsite system allows only one uploading of application document, so please make sure that you merge all your documents (if any in addition to CV or P11) into one single file.

Award Criteria

The contact shall be awarded to the best/ top highest scored applicant, whose offer have been evaluated and determined as: Responsive/compliant/acceptable; and having received the highest combined weight.

General Terms and Conditions for ICs is provided; here for your information http://www.undp.org/content/dam/undp/documents/procurement/documents/IC%20-%20General%20Conditions.pdf