Poslovi - Oglas za posao
Conference/Office Assistant (m/f)
Location: Sarajevo, BOSNIA AND HERZEGOVINA
Application Deadline: 03-May-18 (Midnight New York, USA)
Type of Contract: Individual Contract
Post Level: National Consultant
Languages Required: English
Duration of Initial Contract: Up to 50 working days in period May 15, 2018 – December 31, 2018
Background
Purpose
The Conference/Office Assistant will contribute to the ReLOaD project with general office duties ensuring project activities and processes to be executed efficiently. The post is envisaged for up to 50 working days till the end of 2018.
Objective
The Conference/Office Assistant will provide the assistance to the ReLOaD Project to support the smooth implementation of 21 Public Calls for civil society organizations (CSO) and the organisation of a regional conference. The incumbent will provide administrative, secretarial and clerical support to the ReLOaD project and provide administrative and logistical assistance to the organization of a regional conference.
Background Information
The EU-funded ReLOaD aims to strengthen partnerships between local governments and civil society by scaling-up a successful model of transparent and project-based funding of CSOs. The Western Balkan (WB) countries/territories are facing complex set of similar development challenges. These countries/territories, namely Albania, Bosnia and Herzegovina (BiH), the former Yugoslav Republic of Macedonia, Kosovo* , Montenegro, and Serbia, invest significant efforts to mainstream the EU accession agenda within their socio-political contexts. An integral part of the EU accession agenda is to promote inclusion of civil society and further development of participatory democracies in the WB region. All WB countries/territories face these challenges, specifically related to the lack of collaboration between the government and civil society.
The ReLOaD project organizes public calls for CSOs in project proposals in two groups of partner local governments.
In the first group of 11 municipalities - namely Bratunac, Brod, Centar Sarajevo, Gradacac, Kakanj, Modrica, Pale, Rudo, Sokolac, Vitez and Vogošca, evaluation of CSO project proposals for the first groups will be completed by the end of May 2018. The second group of 10 municipalities includes Banja Luka, Bijeljina, Jablanica, Maglaj, Stari Grad Sarajevo, Teslic, Tešanj, Travnik, Trebinje and Tuzla and call for CSO project proposals will be launched in September 2018 with the aim to complete this activity by December 31, 2018.
Furthermore, regional networking is part of activities on the standardization of the approach to CSO funding across the WB and in that regard, exchange of experiences, ideas and good practices. First ReLOaD Regional knowledge sharing event will be organized to bring together practitioners from all six countries/territories of the WB region for in-depth, targeted discussions on emerging issues, challenges, innovations and practices in the area of service delivery. Regional conference will enable exchange of experience and lessons learned. A regional knowledge conference will be convened in one of the WB country/territory, with focus on: 1) showcasing innovations/practices in local service delivery by CSOs; and 2) awarding of best practices to local governments/CSO cooperation.
The incumbent will be asked to join the project team in field on exceptional basis. All travel costs related to these tasks will be organized and covered by the ReLOaD project.
Engagement of the temporary Conference/Office Assistant is necessary to enable smooth execution of these tasks in a timely manner.
Duties and Responsibilities
Scope of work
The Conference/Office assistant will work closely with the ReLOaD team and he/she will be under the supervision of the Regional Programme Manager and the Senior Project Coordinator/Grant Officer.
Key tasks:
- Providing administrative assistance during public calls for CSOs,
- Support in organizing first regional conference
Providing administrative assistance during public calls for CSO:
Incumbent will be responsible for variety of duties related to public call for CSOs. This includes, but it is not limited to: preparing hardcopies of all documentation, assisting in correspondence with CSOs related to the public call, preparing and sending acceptance/rejection letters, drafting reports on CSO evaluation process in each local governments, etc. This will be followed with preparation of other internal and external correspondence. Furthermore, the Conference/Office Assistant will assist in activities related to potential complaints from CSOs and requests for additional information.
The incumbent will also perform data entry related to data on CSO, submitted project and proposals. The assistance might be extended to any other administrative duties as related to the indicated tasks.
Support in organizing first regional conference
The incumbent will be responsible for variety of assistance related to the organization of the conference that will host around 70 participants. The conference is planned to be organized in Belgrade, Serbia.
The responsibilities will include:
- Assisting in preparation of official correspondence, participants list and regular updates,
- Assisting in variety of logistical tasks such as preparing name tags, conference materials, distributing information to participants and providing overall excellent customer service,
- Any other assistance tasks as specifically requested by the supervisors.
Deliverables/outputs
Deliverables (outputs) # of days per task Deadline Due date Percentage
- Administrative assistance during public calls for CSOs in the first group of 11 local governments provided. (up to 10 working days)
- as per certified time sheet record June 30, 2018, 20%;
- Support in organizing first regional conference provided (up to 20 working days)
- as per certified time sheet record; August 31, 2018; 40%;
- Administrative assistance during public calls for CSOs in the second group of 10 local governments provided. (up to 20 working days), as per certified time sheet record; December 31, 2018; 40%.
Competencies
Core Values:
- Demonstrates integrity by modeling the UN’s values and ethical standards
- Promotes the vision, mission, and strategic goals of UNDP
- Displays cultural, gender, religion, race, disabilities, nationality and age sensitivity and adaptability
- Treats all people fairly without favoritism
Core Competencies:
- Previous experience in organizing conferences, workshops or similar events
- Excellent communication skills
- Ability to work independently and in team
- Good command of English language
Building trust:
- Deals openly, honestly and transparently with issues, resources and people.
Required Skills and Experience
- Academic Qualifications/Education
- High school diploma
Experience
- Previous experience in providing the technical and administrative assistance to similar Project environment,
- Experience in supporting different events involving the provision of technical assistance and all related organization activities,
- Experience in organizing larger conferences for international participants,
- High level of maturity and excellent inter-personal skills required,
- Previous experience with an international public and/or private sector Organization is a basic requisite, while experience with complex UN and/or UNDP programmes would be considered as an additional asset,
- Experience in the usage of computers and office software packages (MS Word, Excel, PPT etc.)Languages Requirements
Other Requirements
- Fluency in official languages of Bosnia and Herzegovina and English.
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
- Personal CV including experience in similar assignments and contact details (e-mail addresses) of 3 references;
- Financial proposal indicating lump sum fee for the assignment. Transport and accommodation cost for the regional conference will be covered directly by the project.
Financial Proposal
Applications will be evaluated based on a cumulative analysis taking into consideration the combination of the technical criteria and financial proposal. The technical criteria will account for 70% (70 points) and the financial proposal will account for 30% (30 points) of the total evaluation score. Only candidates who have scored a minimum of 49 points (70%) of technical evaluation will be considered for the further assessment.
Travel;
The incumbent will be asked to join the project team in field on exceptional basis. All travel costs related to these tasks will be organized and covered by the ReLOaD project.
Note:
- For an assignment requiring travel, consultants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy.
- Due to large number of potential applicants, only competitively selected candidates will be contacted for remaining steps of the service procurement process.
UNDP 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.
Izvor: Posao.ba
