Request for Proposals – Administrative Services for the Office of the Director-General

Reporting to: Assistant to the Director-General

Location: Home-based consultancy

Appplication closing: November 24, 2017

About Interpeace

Interpeace is a Swiss non-profit organization that works in close partnership with national partner organizations and the UN. Its aim is to strengthen the capacities of societies to manage conflict in non-violent, non-coercive ways by assisting national actors in their efforts to develop social and political cohesion. Interpeace also strives to assist the international community (and in particular the UN) to play a more effective role in supporting peacebuilding efforts around the world through better understanding and response to the challenges of creating local capacities that enhance social and political cohesion. For more information about Interpeace, please visit www.interpeace.org

Background

The Office of the Director-General is based in Geneva and houses the organization’s overall leadership, oversees the relationship with the Governing Council, builds and maintains relationships with external actors, develops and implements political and policy engagement strategies based on Interpeace’s peacebuilding work, incubates and develops new initiatives, and works in close collaboration with the Global Engagement Unit (GEU) on external relations and communications.

The Director-General’s Office is now seeking administrative support services. This is a home-based, remote support assignment to ensure a smooth and efficient management of administrative and logistical activities.

Preparation and Submission of Proposals

Interpeace invites qualified service providers to submit a bid to provide the services described in the attached Terms of Reference, and which form an integral part of the present Request for Proposals (RFP).

The Bidder shall bear all costs associated with the preparation and submission of its proposal, and Interpeace shall not be responsible or liable for those costs, whether direct or indirect, regardless of the conduct or outcome of the RFP, nor if the RFP is cancelled, altered or postponed for any reason. This includes, but is not limited to, any and all costs incurred for pre-proposal clarifications, oral presentations, site visits, and subsequent meetings and negotiations.

All offers shall be prepared in English. Offers shall comprise the following documents:

1. Technical Proposal

The Terms of Reference (ToRs) of the services requested by Interpeace can be found in Annex A. The technical proposal should include the following information:

  • Description of the service provider and the service provider’s qualifications.
  • Any other information that will facilitate evaluation of the service provider’s reliability and capacity to provide the services. This may include descriptions of previous, similar roles or projects carried out.

2. Financial Offer

Your separate Financial Offer must contain an overall offer in a single currency.

The Financial Offer must cover all the services to be provided as per the ToRs. The price must be “all inclusive”.

The cost of preparing a bid and negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.

All offers to provide the services described in this RFP must be submitted by e-mail to recruitment@interpeace.org by 24 November 2017. All submissions must indicate “Interpeace DGO Administrative Services” in the subject line. Only proposals under consideration will be notified.

Participation in this RFP indicates acceptance of the terms and conditions provided.

Annex 1 – Terms of Reference

Subject: Administrative Services for the Office of the Director-General

Background

The Office of the Director-General is based in Geneva and houses the organization’s overall leadership, oversees the relationship with the Governing Council, builds and maintains relationships with external actors, develops and implements political and policy engagement strategies based on Interpeace’s peacebuilding work, incubates and develops new initiatives, and works in close collaboration with the Global Engagement Unit (GEU) on external relations and communications.

The Director-General’s Office is now seeking administrative support services. This is a home-based, remote support assignment to ensure a smooth and efficient management of administrative and logistical activities.

Implementation

The delivery of the administrative services described herein will be managed by the Special Assistant to the Director-General.

Timeframe

This is a 6-month service, with possibility for renewal.

Specific Assignment: Administrative Services for the Office of the Director-General

Interpeace is seeking proposals from service providers to offer remote administrative support services to the Director-General’s Office, more concretely:

  • Support to the day-to-day operation and coordination of the Director General’s Office
    • Calendar management
    • Scheduling external and internal meetings
    • Supporting long-term calendar planning
  • Support for preparations and follow-up of meetings, speaking engagements and travel of the Director- General
    • Compiling materials and briefings ahead of meetings, speaking engagements and travel
    • Setting up meetings
    • Preparing and processing travel authorizations
    • Organizing the logistical preparation of the Director-General’s travel: book flights and hotels, arrange transport, compile the agenda
  • Support for the internal and external communication of the Director-General’s Office
    • Drafting letters, emails and general correspondence for internal and external audiences on behalf of the Director-General and the Director-General’s Office
    • Filing of correspondence and other documents
  • Assistance in the organization of events
    • Requesting quotes from suppliers (facility rental, catering, etc.)
    • Liaising with suppliers coordinating catering
    • On-site presence where needed
  • Provision of administrative support to other units as needed
  • Any other assignments, as may be determined by the Director-General or the Special Assistant to the Director-General

Requirements

Languages:

  • Fluency in English and French

Connectivity:

  • Ability to provide remote support within the CET time zone (UTC+1)
  • Internet access

Overall qualification:

  • Proven experience as an administrative assistant, virtual assistant, office assistant or other positions related to the skills outlined hereafter
  • Relevant international exposure demonstrating a capacity to work in a multicultural environment
  • Willingness to travel to Geneva, Switzerland when needed
  • Permit to work as a consultant in the respective country of residence

Personal and professional skills:

  • Attention to detail
  • Ability to manage many tasks at once, work against short deadlines and to remain calm and focused under pressure
  • Excellent organizational and time management skills
  • Proficiency in Microsoft Office and online tools
  • Strong sense of responsibility, integrity, professionalism and thoroughness

Communications skills:

  • Excellent writing skills
  • Ability to vary tone and style of writing according to target audiences
  • Experience with interaction in diplomatic circles an advantage

Objectives

This assignment is intended to provide remote administrative support services for a timeframe of 6-months, starting as soon as possible, with the possibility of extension.