Background

Launched in 2008, the Business Call to Action (BCtA) is a global membership platform that encourages private sector companies to develop innovative business models that combine profitability with development impact, in support of the sustainable development goals.

BCtA members are market leaders and innovators, committed to developing commercially viable business ventures that engage people living at the Base of the Pyramid (BoP) as consumers, producers, suppliers, and distributors of goods and services. In more than 50 countries, business leaders are spearheading efforts to provide the poor with the tools and resources they need to succeed by promoting economic opportunity.

BCtA provides a leadership platform for companies to demonstrate their commitment to development and to access global expertise on innovation at the BoP. Members benefit from:

• Recognition as part of a high-visibility leadership platform, including association with the UN brand and possible international speaking engagements;
• Access to a global knowledge network on inclusive business models and communities of practice;
• Partnerships with development agencies, international organizations, and other companies;
• Validation and dissemination of results, including within the UN Network, from specific BoP business models.

BCtA is supported by the United Nations Development Programme, which hosts the BCtA Secretariat; the Dutch Ministry of Foreign Affairs, the Swedish International Development Cooperation Agency (Sida), UK Department for International Development (DFID), US Agency for International Development (USAID), the Ministry of Foreign Affairs of the Government of Finland, and the United Nations Global Compact.

The Event Coordinator Consultant will work under the supervision of the Knowledge, Capacity and Coordination Consultant and the BCtA Programme Manager.

Duties and Responsibilities

On September 23, 2015 the Business Call to Action will hold its flagship Annual Event in New York City, in conjunction with the 70th Session of the United Nations General Assembly. The event is expected to draw more than 150 high-level representatives from Business Call to Action member companies, and other leaders from the private sector, government, multilateral agencies, civil society, investors, academia, and media. The event coordinator consultant will deliver the following services under the supervision of the Knowledge, Capacity and Coordination Consultant and Programme Manager:

Before the event:

In preparation for the event and in coordination with the BCtA and its event partners, the consultant will be responsible for, but not limited to:

• Venue and services: Liaising with all vendors to ensure and confirming reservations, set-up, and other communications;
• Online registration: Arranging event registration for all speakers and attendees;
• Logistics and travel note: Compile existing information on UN rates in hotels in the vicinity of the meeting venue and other UN travel related information;
• Prepare a logistical briefing document for participants (including maps showing the venue, contact numbers, etc.);
• Participants’ queries: Act as focal point for questions received from the BCtA members, potential speakers, and other participants before and during the meeting;
• Event materials: Assist in the production, organization and transportation of the event materials and collateral;
• Public relations and advocacy: Coordinate and follow-up on issuing invitations and raising interest for the high-level event through social medial and online promotion, targeted invitations and outreach, etc.;
• The consultant is expected to periodically meet with the BCtA Secretariat representative in New York.

During the event:

The consultant will be responsible for ensuring the smooth running of the event. Tasks to be carried out during the week preceding the meeting and throughout the GA week include but are not limited to:

• On-site registration: Arrange for registration, conference badge pick-up and building passes;
• Meeting room preparation: Arrange for preparation of nameplates for invited speakers;
• Configure meeting rooms (set up of tables/chairs, corners for presenting documentation, coffee breaks, etc.);
• Printing event programmes, maps, and other key documentation as requested;
• Registering participants and distributing relevant materials;
• Ensuring technology in the meeting rooms is set up as necessary for each session (i.e. powerpoints are uploaded, microphones are working, etc.);
• Ensuring catering is available at times indicated;
• Providing general information to participants as necessary.

After the event:

• Assist BCtA with any other finalization tasks on the day of the event, such as collecting the collateral and materials;
• Make available a list of participants for each session the day after the event;
• Draft and send thank you letter/notes to the participants;
• Assist in drafting and distributing the event evaluation survey.

The consultant shall support the BCtA Secretariat in other event-related tasks that may arise during the assignment period. The consultant shall be ready to undertake international travel on behalf of the Secretariat if required.

Deliverables:

• Coordination and logistics support in the run-up and post-event support for the Annual Forum Event in New York on 23rd September 2015;
• Liaising with all vendors to ensure and confirming reservations, set-up, and other communications;
• Arrangement of event registration for all speakers and attendees;
• Preparation of logistical briefing document for participants and speakers;
• Assistance in the production, organization and transportation of the event materials and collateral;
• Coordination and follow-up on issuing invitations and raising interest for the high-level event through social medial and online promotion, targeted invitations and outreach;
• Provision of weekly updates on progress made in terms of the scope of work mentioned in the TOR.

Competencies

Corporate Competencies:

• Commitment to UNDP’s mission, vision and values;
• Sensitivity to cultural, gender, religion, race, nationality and age differences;
• 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, nationality and age sensitivity and adaptability;
• Treats all people fairly without favoritism.

Functional Competencies:

• Ability to produce high quality outputs and in a timely manner while understanding and anticipating the evolving client needs;
• Ability to focus on impact and results for the client, promoting and demonstrating an ethic of client service;
• Strong organizational skills;
• Ability to work independently, flexibly and under pressure utilizing initiative;
• Sound judgment, strategic thinking and the ability to manage competing priorities;
• Flexibility in responding to changing priorities in a fast-paced environment;
• Ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly, demonstrating strong presentation skills in meetings, and adapting style and content to different audiences;
• Strong analytical, research and writing skills and demonstrated ability to think strategically;
• Strong advocacy and outreach skills and ability to communicate clearly and quickly;
• Strong inter-personal, negotiation and liaison skills.

Required Skills and Experience

Education:

• Secondary Education.

Experience:

• Minimum of 3 years of experience in organizing international meetings and conferences within the context of international organizations;
• A strong sense of client orientation and a strong drive for results;
• Knowledge of InDesign, Word, PDF, Excel and WordPress;
• Knowledge of the web and how to integrate data into a web site;
• Knowledge of social media tools;
• Strong verbal and written communication skills required;
• Prior experience with the UN System would be an asset.

Language:

• Fluency in English is required (written and verbal);
• Working knowledge of other UN official language(s) is desirable.

Application Submission Process:

The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:

Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):

• Personal History Form (P11), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link: http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc);
• A brief, 500 word statement explaining why you are the most suitable candidate for the assignment.

Step 2: Submission of Financial Proposal

Applicants are instructed to submit their financial proposals in US Dollars for this consultancy to bpps.procurement@undp.org using the financial proposal template available here: http://procurement-notices.undp.org/view_file.cfm?doc_id=45780. The proposals should be sent via email with the following subject heading: “Financial Proposal for BCtA Annual Forum Event Coordinator" by the deadline for this vacancy. Proposals to be received after the deadline will be rejected. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal should be all-inclusive and include a breakdown. The term ‘all-inclusive” implies that all costs (professional fees, travel related expenses, communications, utilities, consumables, insurance, etc.) that could possibly be incurred by the Contractor are already factored into the financial proposal.

Application Evaluation Process

Individual consultants will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of technical and financial criteria specific to the solicitation.

Technical Criteria weight: [70%]

Financial Criteria weight:  [30%]

Only Individual Consultants obtaining a minimum of 70% on the Technical evaluation would be considered for the Financial Evaluation.

Technical Criteria - 70% of total evaluation – max. 100 points:

• Experience in organizing large, publicized events – 25;
• Experience working with the UN system – 25;
• Experience in working with senior, high level officials and related protocol issues  – 25;
• Experience working on development issues – 25

Financial Criteria - 30% of total evaluation

The following formula will be used to evaluate financial proposal:

• p = y (µ/z), where;
• p = points for the financial proposal being evaluated;
• y = maximum number of points for the financial proposal;
• µ = price of the lowest priced proposal;
• z = price of the proposal being evaluated.

UNDP will provide office space, laptop and access to internet and a printer during the assignment (the cost of this facilities should not be included in the financial proposals).

UNDP is applying fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. Please go the following link for the General Conditions of Individual Contracts: http://www.undp.org/procurement/operate.shtml#_Conditions_of_Contract

UNDP retains the right to contact references directly.

Payments will be made only upon confirmation of UNDP on delivering on the contract obligations in a satisfactory manner.

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org

Due to large number of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.