National Consultant – Administrative Support for Governance/Women, Peace, and Security

Background

Background/Context

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.

In Indonesia, UN Women works with government, civil society organizations (CSOs), academia, the media, the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the centre of our work, UN Women Indonesia focuses on (1) Ending violence against women (2) Promoting women’s human rights (3) Women’s economic empowerment (4) Women contribute to and have greater influence in building sustainable peace.

As the specialized UN Agency on gender equality and the empowerment of women, UN Women in Indonesia is also working alongside other UN Agencies to ensure that commitments on gender equality and gender mainstreaming are translated into UN works and programmes to achieve Sustainable Development Goals across the country. UN Women programmes in Indonesia are guided by the Strategy Note 2021-2024, that is aligned with UN Sustainable Development Cooperation Framework (UNSDCF) signed between the Minister of National Planning and UN system in the country. In addition to programmatic interventions, UN Women has a triple mandate of normative support, UN coordination, and operational activities.

Under the overall supervision of the Governance/Women, Peace and Security (G/WPS) Programme Analyst, the National Consultant – Administrative Support for Governance/Women, Peace, and Security will supports the Office by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The national consultant will work in close collaboration with the programme staff and the Operations team to ensure consistent service delivery. More specifically, he/she will provide support to the administrative support for Governance/Women, Peace, and Security related work.

Duties and Responsibilities

Description of Responsibilities/ Scope of Work

Deliverables

Under the overall supervision of the G/WPS Programme Analyst, the National Consultant will provide direct support to the Country Office. The consultant will undertake the following:

Provide general administrative and logistical support for the Governance/Women, Peace, and Security related work in accordance with UN Women rules, regulations, policies, and strategies.

• Undertake logistical, administrative and financial arrangements for meetings, webinars, conferences, workshops, events, and missions;
• Make travel arrangements for the Programme Team, including travel requisitions and claims, making hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required;
• Assemble briefing materials and prepare power-point and other presentations, in collaboration with the Programme team;
• Draft minutes in meetings, as delegated;
• Provide administrative support in the preparation documents for payment process for LTA, vendor, consultants, etc.
• Provide administrative support in the processing the payment in the system
• Provide administrative support in the preparation of procurement of services or goods arrangements, support the preparation for Request for Micro-Canvassing, Requisition, Quotations, ITBs or RFPs documents, receipt of quotation, bids or proposal, their preliminary evaluation;
• Provide any support related to HR and the recruitment process of staff and consultants as required, and
• Other duties as assigned.

Provide administrative support to documentation and knowledge management

• Organize and maintain filing system to document files and ensure a functional record-keeping system;
• Maintain mailing lists and database of stakeholders and beneficiaries;
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, speeches and position papers, in collaboration with the Programme team; and
• Organize, compile, and process documentation and information related to the Governance/Women, Peace, and Security related work, and programme team as inputs to various databases and documents.

Deliverable	Expected completion time (due day)
Submission of report on all activities in supporting the Programme and Administrative from 1 to 28 June 2024 in line with request and feedback from UN Women	28 June 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 31 July 2024 in line with request and feedback from UN Women	31 July 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 30 August 2024 in line with request and feedback from UN Women	30 August 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 30 September 2024 in line with request and feedback from UN Women	30 September 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 31 October 2024 in line with request and feedback from UN Women	31 October 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 30 November 2024 in line with request and feedback from UN Women	30 November 2024
Submission of report on all activities in supporting the Programme and Administrative from 1 to 31 December 2024 in line with request and feedback from UN Women	31 December 2024

Consultant’s Workplace and Official Travel

The consultant is expected to be based in UN Women Indonesia Office in Jakarta, Indonesia. The consultant may be required to travel outside Jakarta as assigned by the hiring unit.

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

Required Skills and Experience

• Completion of secondary education required, preferably in a field related to accounting, finance or administration;
• At least 5 years of progressively responsible experience in administration or programme and project management or support;
• A prior UN experience of running secretarial and administrative functions;
• Experience in the use of Quantum and UNAll systems;
• Ability to command and use Microsoft and relevant applications, including Word, Excel and PowerPoint Presentations;
• Demonstrated experience in supporting a team; and
• Fluency in oral and written English with an emphasis in strong writing skill.

How to Apply

• Interested candidates are encouraged to submit an electronic application no later than 21 May 2024. The application must include (as an attachment) the following documents:
• Letter of Interest containing the statement on the candidate’s experience in line with the scope of work and requirements.
• Updated CV.
• P11, including past experience in similar assignments, can be downloaded at this link: https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc
• Financial proposal with proposed daily fee in IDR.

(please merge into one file with pdf format before uploading)

Evaluation

The evaluation will be based on the combination of the weighted technical and financial scores (80 percent technical and 20 percent financial). The technical evaluation includes knowledge of financial and administration procedures or experience working in UN Agencies or other international organizations/development sectors. Evaluation methods include desk review and/or interview.