Standard Format for Terms of Reference (ToR)
Request for:
Consultant
Individual contractor
X
Organizational Unit UNEP/MAP
1. Purpose (justification for request)
1.1 Explain the requirement for a consultant / individual
The United Nations Environment Programme (UNEP) is the United Nations systems
designated entity for addressing environmental issues at the global and regional level. Its
mandate is to coordinate development of environmental policy consensus by keeping the
global environment under review and bringing issues to the attention of governments and
the internal community for action. UNEP’s Division of Environmental Policy
Implementation (DEPI) works with international and national partners, providing
technical assistance services for the implementation of environmental policy, and
strengthening the environmental management of developing countries and countries with
economies in transition. This post is located in UNEP/DEPI at the Athens duty station.
The COP 18 adopted a various decisions to further strengthen the function of
UNEP/MAP and to boost programmatic delivery in 2014-2015. This can only be
achieved by implementing programmatic activities in accelerated manner, which means
more load on its staff including those in the Administration. In addition, a number of new
projects started in 2012-2013 therefore the demand for Administrative services in human
resources, general administration, finance, etc. is greater than ever. In 2014 only, there
are twenty-four inter-governmental meetings and technical workshops scheduled.
Moreover, the UN is undergoing a major restructuring in its operational system, Umoja,
and the existing staff has been stretched to be able to participate in discussions, provide
information, and participate in a series of trainings both on-line, through webex, and faceto-face in addition to performing his/her standard duties. In view of the above, there has
been a significant increase in the workload on the Administrative staff.
In this context, a temporary Administrative Assistant is required to be able to assist in
various administrative tasks at UNEP/MAP during the peak workload time in 2014.
1.2 Qualifications / special skills or knowledge
Completion of secondary school is required. Supplementary training in finance, budget,
accounting, administrative and/or related area is required. Three years of experience in
related field. UN experience and familiarity with the UN Financial rules and regulations
are advantage.
1.3 Ultimate result of services
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Assists UNEP/MAP Administration in its smooth operations, during the peak workload
time in 2014, by attending to tasks related to general administration, recruitment of
consultants, and meeting organization and travel.
1.4 Legislative authority reference
Implementation of the Programme of Work as approved by the Contracting Parties to the
Barcelona Convention in their 18th meeting in Istanbul, Turkey December 2013.,
1.5 Title and identification number of programme / project
2014-2015 Programme of Work and Budget
1.6 Duration
3 month over four months with possible extension up to 6 months depending on the needs
of the office and fund availability
2. Indicative level of remuneration: G4
3. Travel involved –
No travel involved.
4. Workplan
4.1 Objectives, output expectations and performance indicators
Maintain administrative operation of UNEP/MAP during the peak workload time to
provide quality and timely administrative services to the Substantive Offices and
UNEP/MAP partners.
Outputs: Provision of services in general administration, including selection and
recruitment of consultants and meeting organization and travel.
Indicators: Quality services provided in timely manner (within a standard turn over time
of one week upon receipt of satisfactory submission).
4.2 Tasks
General Administration:
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Drafts routine correspondence to respond to enquiries related to administrative,
financial and personnel matters.
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Coordinates extensively with service units and liaises frequently with internal
team members both at Headquarters and in the field.
Performs other related administrative duties, as required (e.g., operational travel
programme; physical space planning; ; organizing and coordinating seminars,
conferences and translations
Assists in preparation of payments by collecting invoices and reviewing their
contents for further processing.
Follow up with vendors for timely receipt of invoices and clarify their contents.
Assists in obtaining clarification, advice and guidance from UNEP HQs and
UNON on payments by wire transfer, ensuring that they are received by the payee
in timely manner.
Assist in UMOJA implementation during transition period
Consultancy:
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Assists in reviewing and finalization of TORs for consultancy and in obtaining of
the approval from the Office Head and advertise the post on UNEP/MAP
website.;
Assists in selection process of consultants and review of the supplementary
datasheet prepared by the Substantive Office.
Assists in committing funds in the accounts for raising of SSA contracts.
Assists in maintenance of consultancy roster.
Assists in follow up of other miscellaneous issues related to selection of
consultants and their recruitment.
Meeting Organization and Travel
 in preparation of travel arrangements for supervisors and meeting participants by
collecting necessary supporting docs from the Substantive Office and the traveler.
 In review of draft Travel Requests for finalization and certification.
 in DSA calculations, drafting participants roster in Excel and in preparation of
cheques etc.
 in distribution of DSA by obtaining supporting docs from the participants (claim,
ticket stubs, itinerary, passport copy, etc.)
 in closure of meetings by ensuring all the payments are made, both for vendors
and participants.
 Assist in logistical arrangement of meeting organizations including transportation
of equipment, preparation of badges, name plates, setting up at the venue,
reproduction and packing of documents/materials, etc.
Any other duties are per the request by the office.
4.3 Reporting lines
The Contractor performs duties under the direct supervision of the Administrative Fund
Management Officer and the general supervision of the Deputy Coordinator.
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To apply, please submit the following documents on or before 14 June 2014, by
email to sylvie.fortin@unepmap.gr with cc to kumiko.yatagai@unepmap.gr
1. CV in the United Nations standard form – Personal History Form - P11 (and
Employment Record Supplementary sheet, if needed),
2. academic certificates,
3. the completed "Fields of Expertise" form,
4. any other document which is relevant
All applications will be treated with the strictest confidentiality.
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