Administrative Assistant

  • Added Date: Thursday, 13 August 2020
  • Deadline Date: Monday, 31 August 2020
Background

UN Women was established by GA resolution 64/289 of 2 July 2010 on system-wide coherence, with a mandate to assist Member States and the UN system to progress more effectively and efficiently towards the goal of achieving gender equality and the empowerment of women. Since 2001 UN Women (previously as UNIFEM) in Kyrgyzstan has implemented catalytic initiatives on promoting womenโ€™s economic, political and social rights. In 2012 a full UN Women Country Office (CO) was established.

Osh Sub Office of the UN Women (UNW) Country Office was opened in 2012 with the purpose to expand UNW programme activities in the region. The population of southern part of the country, that includes Osh city, Osh, Jalalabad and Batken provinces, accounts for 48% of the country population. The office in Osh ensures timely and effective delivery of UN Women activities in the southern part of the country. Itโ€™s a small office operated by a programme officer and a driver. UNW projects supported the Womenโ€™s Peace Network in southern Kyrgyzstan (Osh, Jalalabad and Batken provinces) and other Peacebuilding Initiatives right aftermath of the violence. Since then UN Women continued to strengthen the strategies to address gender related challenges in humanitarian responses in the country and ensures that it is abreast of sector discussions and strategy development for gender responsive actions in the AoR.

UN Women was established by GA resolution 64/289 of 2 July 2010 on system-wide coherence, with a mandate to assist Member States and the UN system to progress more effectively and efficiently towards the goal of achieving gender equality and the empowerment of women. Since 2001 UN Women (previously as UNIFEM) in Kyrgyzstan has implemented catalytic initiatives on promoting womenโ€™s economic, political and social rights. In 2012 a full UN Women Country Office (CO) was established.

Osh Sub Office of the UN Women (UNW) Country Office was opened in 2012 with the purpose to expand UNW programme activities in the region. The population of southern part of the country, that includes Osh city, Osh, Jalalabad and Batken provinces, accounts for 48% of the country population. The office in Osh ensures timely and effective delivery of UN Women activities in the southern part of the country. Itโ€™s a small office operated by a programme officer and a driver. UNW projects supported the Womenโ€™s Peace Network in southern Kyrgyzstan (Osh, Jalalabad and Batken provinces) and other Peacebuilding Initiatives right aftermath of the violence. Since then UN Women continued to strengthen the strategies to address gender related challenges in humanitarian responses in the country and ensures that it is abreast of sector discussions and strategy development for gender responsive actions in the AoR.

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Objective

Under the overall supervision of Osh office coordinator and in close coordination with the project manager, the Administrative Assistant supports the Office in Osh by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery. The Administrative Assistant promotes a client, quality and results-oriented approach.

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The Administrative Assistant will be providing administrative and technical support for effective functioning of Osh sub office and to the project Responding to the urgent needs of women and girls in marginalized and vulnerable situation exacerbated by the Coronavirus Disease (COVID-19) in Europe and Central Asia, funded by the Government of Japan within the Outcome 1. Women affected by COVID-19 crisis are more self-reliant through improved access to livelihood opportunities, skills development and gender-responsive policies and respective outputs:

Output 1.1:ย  Gender analysis and policy advocacy on COVID-19 with special emphasis on women in vulnerable situations are available/improved to inform policymakers and practitioners.ย 

Output 1.2: New sources of income and livelihood opportunities are created for vulnerable women through access to finance and other employment opportunities (in particular Activity 1.2.1 Support rural women members of producersโ€™ organizations (POs) in target villages to diversify their economic and livelihood activities)

Output 1.3: Women affected by the COVID-19 crisis have increased leadership skills and capabilities to participate in decision making and access livelihoods opportunities.

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The project targets the areas of Kyrgyzstan where there is a rising number of COVID-19-related infections that are exacerbating the already weak health, social and economic systems and disproportionately impacting women, particularly in vulnerable situations, such as minorities, migrant women, rural women, and the elderly, people living with disability, gender-based violence survivors, expectant and nursing mothers and female single-headed households. Mobility restrictions imposed to curb the spread of the virus stalled livelihood opportunities and deepened gender-based socio-economic inequalities and burdens for women and their communities. UN Women will leverage its experiences in gender-responsive programming, normative and coordination mandate to provide targeted support to these groups to increase their access to life-saving and livelihood services during and after the restrictions created by COVID-19 and strengthen their resilience to future shocks. Under the project, UN Women will implement responses to target groups to access lifesaving and livelihood services during and after the restrictions created by COVID-19 and increase their resilience to future shocks.ย  The projectโ€™s overall goal is: Women and girls in most vulnerable and marginalized contexts are empowered and act as agents of change during and in the aftermath of the COVID-19 pandemic through targeted gender-responsive actions.

Duties and Responsibilities

Provide general administrative and logistical support to the Office in accordance with UN Women rules, regulations, policies, and strategies:

  • Arrange travel and hotel reservations, prepare travel authorizations;
  • Maintain filing system ensuring safekeeping of confidential materials, manages incoming and outgoing correspondence;
  • Preparation of routine correspondence, memoranda and reports in accordance with the established rules and procedures;
  • Assist in drafting general official letters, documents, and minutes of meetings whenย requested;
  • Maintain proper filing system, all documentation related to the project in hard and electronic formats, filing, scanning, copying, and other similar duties;

Provide administrative support to office and assets management:

  • Maintain files and records relevant to office premises and related maintenance;
  • Provide information for reports on financial/administrative status; prepare payment requests;
  • Prepare drafts of Request for Quotations, RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
  • Provide executive and administrative, procurement and logistical support to the UN Women Osh Office team in implementation of the respective activities within assigned projects;

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Provide administrative support to knowledge building and knowledge sharing:

  • Provide inputs for the trainings by extracting, copying and filing data from various sources;
  • Provide administrative support in the organization of learning events and where required provide translations in south regions;
  • Create, edit and present information in clear format (tables, forms, briefing notes/books and reports) using advanced word processing and presentation functions and basic database and spreadsheet software (MS Word, PowerPoint, Excel, Outlook, etc.);

Provide technical support to the implementation of Project activities:

  • Provide inputs in a database of women affected by COVID-19 outbreak and SHGโ€™s small-scale initiatives;
  • Provide inputs in documenting process of implementation of rural women economic activity plan, define what works / lessons in the post-COVID-19 situation among targeted rural women groups;
  • Provide inputs in creating a database of Family/Household monitoring journals;
  • Assist in developing informational and visual materials for the organization of the events;
  • Assist with preparation of procurement documents for production of promotional and visibility materials;
  • Taking photos during events and making a photo bank related to UN Women activities in the south;
  • Provide respective inputs to the quarterly monitoring and annual reports;
  • Document and file all relevant administrative, communication and background information;
  • Assist to organization of procurement processes of projectsโ€™ supplies and visibility products;
  • Support in creation and updating calendar of events for the projects;
  • Perform other programme/finance/administrative duties as required.

Inputs/resources on behalf of UN Women

UN Women staff will provide the contractor with a computer, transportation in UN vehicles or hired vehicles during missions, and necessary information and materials for the fulfillment of tasks, and provide office space in UN Womenโ€™s office, as required.

Deliverables and payment schedule ย ย 

The duration of the consultancy will be from 25 August 2020 through August 31 2021, with up to 200 fee days based on about 21 working fee days per month, not exceeding 25 working fee days:

Payment will be made in KGS in monthly instalments after all the deliverables are submitted, accepted and approved on by-monthly basis as per guiding table below:

Deliverables

Target Date

Period between ย 25 August and 25 September 2020

By 10 October 2020

Period between 26 September 2020 and 25 October 2020

By 10 November 2020

Period between October 26 ย 2020 and 25 November 2020

By 10 December 2020

Period between 26 November 2020 and 30 December 2020

By 10 January 2021

Period between 4 January 2021 and 31 January 2021

By 10 February 2021

Period between 1 February 2020 and 28 February 2021

By 10 March 2021

Period between 1 March 2021 and 31 March 2021

By 10 April ย 2021

Period between 1 April 2021 and 30 April 2021

By 10 May 2021

Period between 1 May 2021 and 31 May 2021

By 10 June 2021

Period between 1 June 2021 and 30 June 2021

By 10 July 2021

Period between 1 July 2021 and 31 July 2021

By 10 August 2021

Period between 1 August ย 2021 and 31 August 2021

By 10 September 2021

Competencies

Core Values:

Integrity:

  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Respect for Diversity:

  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff.
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

  • Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

  • Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

  • Take charge of self-development and take initiative.

Work in teams:

  • Demonstrate ability to work in a multicultural, multi -ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

  • Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

  • Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

  • Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

  • Demonstrate informed and transparent decision making.
  • Functional competencies:

  • Ability to administer administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good knowledge of administrative rules and regulations;
  • Good IT and web-based management skills;
  • Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
  • Good knowledge of administrative rules and regulations;
  • Ability to perform work of confidential nature;
  • Ability to create, edit and present information in clear format, using appropriate IT functionality;
  • Ability to administer administrative processes

Functional competencies:

Ability to administer administrative processes

Required Skills and Experience

Education and certification:

  • Bachelorโ€™s degree in business administaration or related area;

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Experience:

  • A minimum one year work experience in a relevant institution in providing administrative, procurement, HR or logistic support service;
  • Familiarity with and strong commitment to gender equality and womenโ€™s empowerment issues;
  • Competent in the usage of computers and office software packages (MS Word, Excel, etc.);
  • Previous work experience with UN Agencies, government agencies and/or internationalย development partners highly desirable.

Language Requirements:

  • Fluency in English and Russian language;
  • Working knowledge of Kyrgyz and /or Uzbekย 

Application procedure

Applications should include:

  • Offeror's letter to UN Women confirming interest and availability for the assignment.
  • Financial proposal, indicating a total lump sum to include all costs relating to the delivery of activities as per above description.
  • P-11 form including experience in similar assignments. This form can be downloaded at

ย ย ย ย  http://www.unwomen.org/about-us/employment.

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Financial proposal format:

#

Item

Unit cost in KGS

Number of units

Total cost in KGS

1

Daily fee rate

ย 

ย ย ย ย ย ย  200

ย 

2

Other related costs (to be specified)

ย 

ย 

ย 

ย 

TOTAL

ย 

ย 

ย 

ย 

Please note that the financial proposal is all-inclusive and shall take into account various expenses incurred by the consultant during the contract period. The consultancy may require travel to the fields. In this case UN Women will cover travel costs. The financial proposal should be provided in KGS. If the proposal is provided in any other currency, it would be converted as per UN exchange rate on the date of post closure.

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Evaluation of applicants

The evaluation starts with shortlisting of potential candidates and received applications against the mandatory requirements. Only full applications will be considered. Shortlisted candidates will be then evaluated using a cumulative analysis method taking into consideration the combination of the applicants' technical qualifications and experience, and financial proposal. The contract will be awarded to the individual consultant whose offer has been evaluated and determined as:

Technically responsive/compliant/acceptable to the requirements of the ToR; and

  • Having received the highest cumulative (technical & financial) score out of below defined technical and financial criteria.

Only candidates obtaining a minimum of 70% (49 points) in the technical evaluation would be considered for financial evaluation.

Technical Criteria - 70% of total evaluation - max. 70 points

  • Criteria A - Bachelorโ€™s degree in Business administration or related area - max. relating to relevance/level 20 points;
  • Criteria B - A minimum one year work experience in a relevant institution in providing administrative and logistical support โ€“ max. relating to relevance/level 20 points;
  • Criteria C โ€“ Familiarity with and strong commitment to gender equality issues - max. relating to relevance/level 20 points;ย 
  • Competent in the usage of computers and office software packages (MS Word, Excel, etc.) โ€“ yes/no mandatory criteria;
  • Criteria D - Previous work experience with UN Agencies, government agencies and/or internationalย development partners highly desirable - max. 10 points;
  • Criteria E โ€“ Fluency in English and Russian language - yes/no mandatory criteria;
  • Criteria F - Working knowledge of Kyrgyz and /or Uzbek - yes/no mandatory criteria.

Financial Criteria - 30% of total evaluation - max. 30 points

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal. All other price proposals receive points in inverse proportion.

A suggested formula is as follows: p=30 (ยต/z)

Where:

p - points for the financial proposal being evaluated;

ยต - price of the lowest priced proposal;

z - price of the proposal being evaluated

The candidate achieving the highest cumulative score for both Technical and Financial evaluations will be recommended by the Evaluation Committee for contracting.

ย ย ย ย ย ย ย  The Consultant shall promote a client-oriented approach consistent with UN Women rules and regulations ย ย ย ย 

ย ย ย ย ย ย ย  and commits to high standards of quality, productivity and timeliness in the delivery of tasks. The Consultant ย 

ย ย ย ย ย ย ย  will meet and apply the highest standards of integrity and impartiality.

The Consultant must be fully dedicated to the mandate and the values of UN Women, particularly to promoting Gender Equality as a strategy to reduce conflict, improve livelihoods and ensure fairness and justice; to Women Empowerment underpinning Gender Equality promotion efforts; to inter-ethnic tolerance and concord; and to respect for diversity.


This vacancy is archived.

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