Individual Contractor to Provide General Administrative Services (Meeting and Procurement) at the Coordinating Unit for the Mediterranean Action Plan (G.6 level)
FAO
ATHENS
πριν από 6 μέρες

Result of Service

Assistance is provided to the MAP Administration in order to contribute to the effective and efficient delivery of its mandate and programmes.

Expected duration

The contract will be for a period of 4 months from the date of the last signature.

Duties and Responsibilities

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional levels.

Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.

United Nations Environment Programme Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition.

This Individual Contractor assignment is for the Mediterranean Action Plan (MAP) Athens, Greece and is subject to local recruitment (the individual contractor will be recruited in the country, irrespective of his / her nationality and of the length of time he / she may have been in the country).

Under the direct supervision of the Administrative / Fund Management Officer and the overall guidance of the Deputy Coordinator, the incumbent will provide general administrative services with the focus on meetings and procurement.

Under the direct supervision of the MAP Administrative / Fund Management Officer and within delegated authority, the Individual Contractor will serve as the focal point in the MAP administration unit for supporting meetings and procurement functions, in line with UNEP / MAP applicable guidelines and established procedures.

Specifically, he / she will be responsible for the following duties :

A. Supporting MAP Meetings

  • Organizes and participates in meetings with the MAP Administrative / Fund Management Officer and Programme Officers to prepare procedural and organizational arrangements for meetings and conferences.
  • Assesses and recommends the suitability of meeting venues and conference premises as required, ensures availability of equipment, material and conference service staff and accommodation for delegates and participants.
  • Ensures that all preliminary logistic arrangements are made in advance for the efficient conduct of meetings and conferences by ensuring that all documentation and other meeting requirements (signs, name tags dictionaries, reference documents for podium, etc.
  • are transported to meeting venue well in advance; prepares floor plan of seating arrangements for major meetings and conferences in accordance with UN protocol requirements and the Rules of procedure for MAP meetings.

  • Assesses the requirements for conference staff and estimates the cost to serve MAP meetings / conferences and supports the process of engaging their services (UN qualified intepreters, revisers, translators and report wirtes) through SSA or other contracts, as well as arranging for hotel accmmodation and travel, in accordance with UN rules;
  • monitors translations and issues requests for payments once translations are finalised and requesting unit has signed.

  • Serves MAP meetings to ensure their smooth functioning and supports the Adminsitrative / Fund Management Officer and Programme Officers as applicable to :
  • Oversee the work of conference service staff (translators, interpreters and report writers) and ensure timely issuance of high quality in-session documentation and reports of meetings and conferences according to the rules of proocedure of meetings and conferences of the Contracting Parties to the Convention of the Mediteranean Sea against Pollution .

  • Assists the Admin / Fund Management Officer in coordinating the work of support staff assinged to the meetings for retrieving documents eletornically and in distributing texts of speeches guiding them to aply the UN Protocol governing the order for document distribution at UN meetings and other related in-session matters.
  • Assists in drafing and processing the approval of host country agreements on the administrative aspects, cost estimates and related budgets for MAP meetings and conferences, in line with UN rules and regulations.
  • Maintains relevant records (database for freelance conference staff, contractual files, meetings’ files, documentation files, etc.)
  • Assists in drafting, maintaining and updating reference MAP material regarding meetings, such as MAP guidelines for streamlining preparation and planning of meetings, MAP Greening policy for meetings etc. as applicable.
  • Assists in maintenance of the list of official MAP meetings and disseminates it to the concerned as necessary.
  • Provides assistance to the substantive Units of the MAP in reviewing the requirements for their conferences / meetings and in finalization of meeting data sheet to be certified at least three months in advance of the scheduled meeting dates.
  • Liaises with UNON Conference Services in the arrangement of online platforms, translators, interpreters, etc., obtain cost estimation and facilitate certification process of Cost Estimation documents and Service Orders in Umoja.
  • Assists in liaising between UNON / PAU and MAP for all queries with regards to the implementation of conference portal and provide information and assistance to MAP staff on the use of the system.
  • B.Procurement Support : Supports the MAP Administrative / Fund Management Officer by serving as procurement focal point for the office, as follows.

  • Liaises with all MAP requesting units and reviews, records and prioritizes purchasing requests and obtains additional information / documentation as required;
  • provides assistance to requisitioners in preparing scope of work and specifications of goods and services.

  • Identifies and recommends sources of procurement, interview potential suppliers as applicable.
  • Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) or guides colleagues to produce them based on the nature of the requirements and cost of procurement involved.
  • Prepares or guides colleagues to prepare abstracts of offers and compile data contained in quotations, proposal and bids to determine which supplier can deliver the required goods / services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
  • Supports the Administrative / Fund Management Officer enter into negotiation of terms and conditions of orders; obtains credit and other information on proposed suppliers.
  • Prepares submission to the procurement Evaluation Committee as required for review and subsequent approval by the MAP authorized official.
  • Attends as ex-officio member in the Committee

  • Handles purchase orders and contracts for review / approval by the Administrative / Fund Management Officer having relevant documents raised in Umoja in liaison with concerned colleagues at MAP and at HQs.
  • Resolves issues / problems related to delivered goods, including discrepancies between purchase orders and items / quantities shipped or received;
  • prepares and signs return to vendor forms for unacceptable and / or damaged good received.

  • Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc.
  • and informs affected users of contractual rights and obligations.

  • Drafts a variety of correspondence.
  • Assists in Liaising with Procurement Offices of UNEP HQs and UNON.
  • Performs other duties as assigned.
  • Qualifications / special skills

    Academic Qualifications : High school diploma or equivalent is required. Formal trainings in general administration (human resources, finance, general services, conference management, procurement, etc.

    and / or business administration are desirable.

    Experience : Experience in general office support or related area is required. A minimum of 5 years of experience in the application of procurement policies and / or meeting organization is desirable.

    Experience with office software (Microsoft outlook, Word and Excel or similar) is required. Knowledge and hands-on experience with the UN applications such as Umoja is an advantage.

    Language : English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.

    Knowledge of Greek and / or another official United Nations language is an advantage.

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