TERMS OF REFERENCE
IC/SSA - Individual Consultant/Special Service Agreement
The UN Women Brasilia Sub-Regional
Sub Regional Office (SRO) is recruiting:
Programme Assistant
Background
Under the overall guidance of the Regional Programme Director (RPD) and direct
supervision of the Strategic
trategic Planning and Institutional Development
evelopment (SPID) Programme Analyst,
the SPID
D Programme Assistant will ensure effective delivery of the UN Women Sub-Regional
Office (SRO) for Brazil and Southern Cone Countries (Argentina, Chile, Paraguay and Uruguay)
programme, by entering and managing data and supporting programme implementation
consistent with UN Women's
omen's mandate, rules and regulations. The Programme Ass
Assistant may be
required to support the supervision of clerical and support staff. The Programme Assistant will
work in close collaboration with the programme and operations staff in the SRO and UN Women
headquarters, as required.
Duties and Responsibilities
1. Supports formulation and implementation of the SRO Annual Work Plan (AWP) and other
programmes
o Support to strategic planning process (organizing workshops, hiring consultants,
organizing supporting documentations, etc.).
o Collection, analysis
lysis and presentation of background information for preparation and
review of programmes, projects, strategic notes, work plans, budgets, proposals, etc.
o Application of results
results-based management (RBM) tools.
o Support to the coordination between the thematic areas .
2. Supports monitoring and evaluation of the SRO Annual Work Plan (AWP) and other
programmes
o Support to weekly and monthly programme meetings (drafting, disseminating and
archiving the agenda; preparing meeting room and equipment;
equipment; preparing, disseminating
and archiving the minutes; etc)
o Compilation
tion of project briefs from thematic areas.
o Compilation of monitoring and evaluation plans from thematic areas.
areas
o Support to develop and maintenance of monitoring and evaluation systems.
systems
o Maintenance of project and programme data in monitoring and evaluation systems,
including of project and progamme results.
o Collection, analysis and presentation of data and information for preparation of UN
Women and donor reports.
3. Supports management of SRO programmes
o Presentation of information for audit of programmes and projects, support to the
implementation of audit recommendations.
4. Provides administrative support to the SPID Unit
o Compilation of recruitment and procurement plans.
o Preparation of supporting documentation and information for request of issuance of
contracts (SSA, SC, PCA, LOA, etc), as required by UN Women's rules and regulations,
under the guidance of, and in close coordination with, operations staff.
o Support to maintenance of the internal expenditures control system which ensures that
vouchers processed are matched and completed, transactions are correctly recorded
and posted in Atlas.
o Creation of requisitions and preparation of payment approval forms.
o Organization of meetings and seminars.
o Preparation of Travel Authorizations and other travel related supporting documentation.
o Archiving of key project and programme files.
o Preparation of routine correspondence, faxes, memoranda, etc.
5. Supports communication, resources mobilization, and inter-agency coordination.
o Support the coordination of the UN Inter-Agency Thematic Group on Gender and Race,
and the participation of UN Women in other UN Inter-Agency initiatives.
o Collection, analysis and presentation of background information for preparation of
communication and resources mobilization materials (briefs, speeches, talking points,
etc).
o Respond to e-mails, letters, and general public consultation.
6. Ensures facilitation of knowledge building and knowledge sharing
o Record and archiving of knowledge products.
o Organization of trainings for programme and operations staff.
o Synthesis of lessons learnt and best practices in programming.
o Sound contributions to knowledge networks and communities of practice.
The Programme Assistant will work on full-time basis.
Location: Brasília, Brazil.
Deliverables:
The Programme Assistant shall submit monthly progress reports on the activities
developed in the scope of the contract. The payment of each installment foreseen in contract is
subject to the approval by the supervisor of correspondent progress report.
Required Skills and Experience:
Education:
University Degree in Social Sciences and/or related fields.
Knowledge and
Experience:
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Language
Requirements:
Knowledge on Gender Equality.
Two years of work experience in project management.
Experience with strategic planning and results-based management.
Previous experience in the UN system is an asset.
Proven writing, communication and interpersonal skills.
Flexibility and polyvalence in taking up assignments, especially on
administrative and financial issues.
Fluency in Portuguese and English and working knowledge of Spanish.
Classificatory Technical Scoring:
The Best Value for Money approach will be used as the evaluation method for this process.
Item
Criteria
Points
obtainable
1
Curriculum (P11) Analysis
1.1
University Degree in Social Sciences and related fields.
50
1.2
Knowledge of Gender Equality.
50
1.3
Two years of work experience in project management.
100
1.4
Fluency in Portuguese and English and working knowledge of
50
Spanish.
2
Interview
2.1
Communication and interpersonal skills
50
2.2
Knowledge of Gender Equality
50
2.3
Two years of work experience in project management.
150
2.4
Fluency in Portuguese and English and working knowledge of
100
Spanish.
3
Written test
150
3.1
Writing skills
100
3.2
Working knowledge of Spanish and English.
100
4
Financial proposal
200
TOTAL
1000
Financial Scoring:
The Financial Score for qualified Proposals shall be calculated by the formula
Fs = 1000 (μ/z)
Where:
Fs = Financial Score: Score of the Financial Proposal being evaluated (in points)
μ = price of the lowest priced proposal
z = price of the proposal being evaluated.
Financial proposals should be presented using Brazilian Local Currency (BRL – Reais) and using a
monthly level of remuneration, since products will be evaluated and approved on monthly
basis. The best value for money method will be applied to the evaluation process of this
procurement notice.
Duration of initial contract: until December 2012.
Submission of Applications:
For applications, send your Personal History Form (P11 – PHF) and financial proposals for the
consultancy to [email protected]; quoting reference “(name of the candidate) –
Programme Assistant” up to 31 May 2012.
The PHF can be found in the UN Women website (temporarily as http://www.unifem.org.br/). Only
applications using the PHF, sent on time and submitted together with the financial proposal, will be
reviewed. The indicative submitted financial proposal will be taken into consideration for the negotiation
of the final price of the consultancy, considering the available budget for the assignment and the
established payment rates for international ICs or local market rates. Please note that only short-listed
candidates will be contacted. The submission of Application Letters is recommended.
UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals
from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidence. Due to the volume of applications received,
receipt of applications cannot be acknowledged individually. Only short-listed applicants will be
contacted.