Administrative Assistant Consultant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. 

UN Women in Kyrgyzstan is a strong advocate for improving the lives of women and girls in the country. Building on the vision of equality enshrined in the UN Charter, and in the framework of the UN Women Strategic Note for Kyrgyzstan 2023-2027, the Country Office implements a comprehensive programme with a focus to enhance women’s leadership; eliminate violence against women; promote women participation in peace and security agenda, all aspects of decision making; financing for gender equality, women economic empowerment, gender mainstreaming in humanitarian action, disaster risk management and climate change adaptation.

UN Women is seeking to hire an Administrative Assistant/AA to provide organizational and administrative support to the CO-organized events and training activities, including workshops, meetings, seminars, conferences, and field exercises.

Under the supervision of the UN Women Country Representative and working closely with the Country Office Head of Programme and CO team, the Administrative Assistant will be responsible for executing a broad variety of routine tasks and some specialized tasks for the respective thematic area, requiring a thorough knowledge of UN Women administrative procedures, processes, and policies.

Duties and Responsibilities

1. Support to CO thematic activities implementation

• Provides day-to-day support to thematic activities implementation by enabling conformity to expected results, outputs, objectives and work plans.
• Arrange meetings (in person and virtual) for the team, prepare agenda, take meeting minutes ensuring accuracy, and attention to details, and coordinate specific follow-up, as needed.
• Prepares all related background materials for discussions, correspondence, and briefing sessions.

• Assists in the preparation of quarterly/annual progress reports by acquiring and assembling the necessary information from programme team using reporting templates.
• Assists in project/thematic activities monitoring on the basis of related workplans.
• Drafts routine official correspondence/documents as per project/thematic activities needs.
• Manages the contact lists of project and thematic activities stakeholders.
• Maintains working-level contacts with partners and stakeholders.
• Support logistical preparations with operation team guidance for training workshops, meetings, seminars, and conferences, including the identification of appropriate venues, physical preparation of the venue, dissemination of information, and follow-up communications.
• Make the necessary travel arrangements and facilitate the necessary authorizations/clearances to facilitate the travel of participants.
• Assists in the organization of field visits and staff missions as required by the project and thematic activities.

2. Financial & Administration functions

• Prepares and maintains in cooperation with the operations team the CO’s service providers’ payment files and ensures that contract files including procurement, deliverables, reports etc. are effectively filed both in hardcopy and electronically.
• Maintains office calendar and arranges meetings for the CO Representative and team.
• Support implementing partners and consultants for the project with procurement and logistic functions.
• Perform other administrative/programme tasks as assigned by the supervisor and as required.

The duration of the consultancy will be from March 2024 – September 2024, 6 months:

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	Key Performance Indicators
Timesheet indicating days worked in table form. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.	By the 15th of each month, on a monthly basis	Timely and quality administrative support to the CO Full compliance of administrative activities with UN Women rules, regulations, policies and procedures; Quality maintenance of internal systems and files

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Knowledge of basic procurement processes, systems, administrative rules, and regulations;
• Ability to write briefs and reports
• Knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and minimal supervision and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of a confidential nature and handle a large volume of work;
• Good IT and web-based management skills.

Required Skills and Experience

Education and certification:	A University Degree in Social/ management sciences or a related field is an asset
Experience:	At least one year of relevant experience in general project/office operational activities Experience in the usage of computers and office software packages (MS Word, Excel, etc.) Work experience with an International organization and working with other United Nations Common System is an asset
Language Requirements:	Fluent in English and Russian Working knowledge of written and spoken Kyrgyz

 

Interested candidates must submit the following documents/information in a single PDF file to demonstrate their qualifications to the email the request came from:

 

     Completed UN Women Personal History form (P-11) which can be downloaded from:  ;

     Cover letter outlining the submitter’s qualifications and interest in the consultancy;

     A separate page of financial proposal, proposing total lump-sum figure with breakdown of professional fee per deliverable.

 

The financial proposal must be submitted in a separate page using the following template.

 

##	Key Deliverables	Estimated number of working days	Amount in KGS per deliverable
Total lump sum Financial proposal (fee cost)

            

 Evaluation and Selection Criteria

UN Women applies a fair and transparent selection process. Applicants will be evaluated using a cumulative analysis method taking into consideration the combination of the applicants’ qualifications/skills and their financial proposal. The contract will be awarded to the individual consultant whose offer has been evaluated and determined as:

?            Responsive to and compliant with the ToR; and

?            Having received the highest score out of below combined technical and financial criteria.

Only candidates obtaining a minimum of 49 points in the technical evaluation will be considered for the Financial Evaluation.

Criteria	Total points	Max. Points
Technical Evaluation (70%)	70
A University Degree in Social/ management sciences or a related field is an asset		20
At least one year of relevant experience in general project/office operational activities		20
Experience in the usage of computers and office software packages (MS Word, Excel, etc.)		15
Fluency in English and Russian		10
Working knowledge of Kyrgyz		5
Financial Evaluation (30%)	30
TOTAL	100

 

Financial/Price Proposal evaluation:

The financial proposal of candidates who meet the technical assessment threshold will be evaluated.  The total number of points allocated for the financial proposal is 30. In this methodology, 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 formula is as follows:

p = y (µ/z)

Where:

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

 

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from
  Kindly note that the system will only allow one attachment.

Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Only shortlisted candidates will be notified.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Applications without the completed P-11 form are incomplete and will NOT be considered for further assessment!