Delegation of the European Union
to the United Nations - New York

 

MARKET SURVEY SERVICES OF AN ADMINISTRATIVE OFFICER

11/04/2019 - 09:28
Others

Potential Administrative Officer’s Services providers complying with the indicative requirements and tasks listed in this market survey for the Administrative Officer’s Services are kindly invited to send their curriculum vitae (CV) in English to the following email address: to Ms. Kristina Sutkaitytė, Senior Project Manager, CPMA: k.sutkaityte@cpva.lt, T.: +37052191588. Those interested are invited together with their CV to indicate monthly services price. At least two of those who expressed interest and meeting this survey requirements will be invited to submit full tender according to public procurement procedures. The best offer will be selected and the Service provider will be invited to sign the contract.

PREPARED BY: Central Project Management Agency (CPMA) Lithuania. CPMA is a public institution established in 2003 by the Ministry of Finance of the Republic of Lithuania by merging the Central Financing & Contracting Unit (CFCU) and the Housing & Urban Development Fund (HUDF).

DURATION OF THE MARKET SURVEY: 11/04/2019- 19/04/2019

PURPOSE OF THE MARKET SURVEY: In the second-quarter of 2019 the CPMA is planning to conduct the purchase of Administrative Officer’s Services which will be delivered in Ukraine for the purpose of implementation of the EU programme “Public Finance Management Support Programme for Ukraine - (EU4PFM)”. The aim of the market analysis is to examine if the proposed conditions (monthly budget, time-schedule and etc.), requirements (education, experience and etc.) and tasks set for the potential Administrative Officer’s Services provider meet the current market supply of Ukraine. At least two interested potential suppliers meeting the surveys requirements indicated will be invited to submit full tender. The best offer will be selected and the Service provider will be invited to sign the contract.   

1. BACKGROUND INFORMATION

1.1. PROGRAMME / PROJECT DESCRIPTION: The overall objective of the programme, with the total budget of 55.5 MEUR for the period of 19 December 2018 until 18 December 2022, is to improve Public Finance Management (PFM) in Ukraine, thereby ultimately improving public service delivery and the business climate. The EU assistance on PFM will provide a major impetus to the implementation of the Government PFM strategy. The main beneficiaries are the Ministry of Finance of Ukraine and the State Fiscal Service of Ukraine. The reform areas for the EU support programme in the area of public finance are as follows:

  1. Support relevant national institutions in the improvement of budget preparation, implementation and control,
  2. Contribute to the better management of public expenditures in the areas of public investments, fiscal risks and payroll management,
  3. Support the further development of a modern, efficient and fair revenue collection system (tax and customs administration) and Financial Investigation Service, and
  4. Support relevant PFM institutions in the enhancement of their organizational capacities.

Following the adoption of the EU programme “Public Finance Management Support Programme for Ukraine - (EU4PFM)” in  November 2017 by the European Neighbourhood Instrument’s Committee, Central Project Management Agency (hereafter – CPMA) was identified to implement the Programme’s Component 3 “Revenue mobilisation” with the specific objective “Support the further development of a modern, efficient and fair revenue collection system” and Component 4 “Horizontal functions and governance“ (hereinafter – Action) with the specific objective “Support relevant PFM institutions in the enhancement of their organizational capacities” through indirect management. The allocated budget to CPMA for the implementation period of the Action – from the 19th December 2018 until 31st December 2022 is 29.5 MEUR, of which 0.5 MEUR is the co-funding of the Republic of Lithuania. The Action is based in Kyiv, Ukraine and deploys a team composed of a number of International and National Key-Experts (hereafter - IKE and NKE respectively) for the whole duration of the Action.

1.2. ORGANISATION: CPMA is planning to carry out the public procurement of Administrative Officers’ Services to conduct coordination, administrative and other duties to contribute to the implementation of the EU4PFM in general and in particular to manage and support the processes of the programme’s office in Kiev.

The Administrative Assistant reports to the Team Leader (hereafter – TL) of the Project and the CPMA Project Manager/Coordinator (hereafter – CPMA PM), and the CPMA Project financial officer (hereafter – CPMA FO). S/he also works closely with the I/NKEs.

The CPMA leads the Action’s implementation. The Project Team will be based in Kiev including IKEs, NKEs and the Kyiv office staff.

CPMA encourages a horizontal and transparent organisation based on trust and independent work of experts/consultants.

2. PROPOSED CONDITIONS AND REQUIREMENTS FOR SERVICE PROVIDER

2.1. PROPOSED SERVICE PROVISION CONDITIONS:

Opportunity type: fixed term service Contract.

Duration of the Contract: up to 44 months.  

Expected starting date: end of April (tentative).

Organisation: Central Project Management Agency (CPMA), Lithuania.

Duty location: Kyiv, Ukraine (including regional coverage if need be).

2.2. PROPOSED DUTIES AND RESPONSIBILITIES:

  • General support to the TL and office team in terms of administrative assistance, office management, correspondence, record keeping and filing, bookkeeping and accounting;
  • Drafting written materials in relation to the project in Ukrainian/Russian/English languages;
  • Supporting the TL and office team in organisational, logistical and technical matters, especially with organising conferences, training sessions, workshops, meetings, expert missions and study visits of experts and other;
  • Developing and maintaining close working contacts with Ukrainian officials involved in the Project, the Project’s component leaders (international and national), the CPMA Project Team based in Vilnius, the visiting short-term experts;
  • Helping or arranging contacts or meetings, attending meetings and drafting, disseminating minutes;
  • Assisting the TL and office team (if relevant) in monitoring and reporting tasks;
  • Supporting the Short Term Experts (hereafter – STE) in organisational and technical matters, including assistance to solve travel, accommodation and other related issues;
  • Contributing to social media, online presence and other visibility activities if required and in coordination with the Project Communication & visibility / knowledge management officer;
  • Standing in for the Interpreter-translator(s):

-Interpret during conferences, workshops, meeting and seminars or other oral conversations (assistant might be supported by professional interpretation for special tasks) from Ukrainian/ Russian to English and vice versa;

-Translate project documents (legal documents, regulations, training material, information material, reports and other written material) from Ukrainian/ Russian to English and vice versa;

-Conduct the proofreading of the documents translated into the Ukrainian language;

-Assist the TL and office team and the STTE in relation to language issues;

-Assist the TL and office team and the Interpreter-translator(s) in identifying, contracting and monitoring commercial translation and interpretation services.

  • Assisting the CPMA PM and FO with successful administration and management of the Project:

-Assist with the projects’ financial expenditure;

-Ensure the CPMA procurement compliance based on procurement policy is followed;

-Maintain finance records and process invoices in liaison with the CPMA FO;

-Assemble the Project claims for audits.

  • In charge of the office safety rules (e.g. anti-fire safety procedures and other);
  • Performing any other aspects which may be in line with the role.

2.3 PROPOSED PROFILE OF SERVICE PROVIDER:

  • University Education with specialized certification in Personnel Administration, Accounting and/or Finance;
  • A minimum of 3 years of progressively responsible professional experience in administrative assistance of project implementation and management preferably in a civil service, NGO, or international organisation environment;
  • Computer literacy, specifically advanced skills in MS Office, MS Excel, PowerPoint;
  • Flair for numbers and management of project finances; Experience with administrative procedures;
  • English, Ukrainian (both oral and written) are the working languages. Fluency in written and spoken English is mandatory. Knowledge of Russian languages is an asset.
  • Have the ability to prioritise and manage a busy and varied work programme;
  • Proactive, flexible and detail oriented approach to tasks and a service minded approach to supporting operations in the field.
  • Good collaboration and communication skills and ability to build good working relations with people from different cultural backgrounds.

2.4. DIVERSITY AND EQUAL OPPORTUNITIES:

CPMA embraces diversity and respects human rights in all areas of its work. Discrimination of any kind including based on gender, religion, sexual orientation, ethnicity or culture is not accepted. Personnel shall respect equal rights of individuals and strive to create an atmosphere where people’s differences are accepted and valued.

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