Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

The Fiji Multi Country Office (MCO) covers 14 Pacific countries, with field offices/presence in 6 countries, and six ‘focus countries’ (Fiji, Vanuatu, Solomon Islands, Kiribati, Tonga and Samoa). Each field presence is led by a national Country Programme Coordinator with a Programme Officer in Tonga. UN Women, in partnership with Pacific Islands Governments, regional organizations, CSOs, donors and UN agencies, focuses on delivering within four interlinked programme areas:

• Women’s Political Empowerment and Leadership (WPEL)
• Women’s Economic Empowerment (WEE)
• Ending Violence Against Women and Girls (EVAWG)
• Gender and Protection in Humanitarian Action (GPiHA) and Disaster Risk Reduction

The UN Women Pacific Multi-Country Office is based in Suva, Fiji and works alongside the 19 other UN agencies in the region and in 14 countries: Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, Niue, Palau, Republic of Marshall Islands, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu.

The MCO has field presence in Kiribati, Samoa, Solomon Islands, and Vanuatu and programme presence in Tonga. Each field presence is led by a national Country Programme Coordinator.

Duties and Responsibilities

Objectives of the assignment

Under the guidance and direct supervision of the Communications and Media Specialist in the Multi Country Office (MCO), and in close collaboration with the UN Women Representative, communication officers in programme teams, the Communications Consultant will support the updating and development of key strategic communications products including the update of the UN Women Fiji MCO Communications Strategy, Manual and Plan, in alignment with the new UN Women Global Strategic Note 2022-2025. 

The previous UN Women Fiji MCO Communications Strategy, Manual and Plan is outdated and requires updating and a review to ensure usability. The entire Fiji MCO Communications package of materials, guidelines and protocols needs to be updated, and to be made into a very user friendly “manual” for the staff team inclusive of the Communications Manual with annexes that contain the guidelines on visibility and branding, ethics, social media guidelines, communications for advocacy, gender and communication priorities and key messages.

The update of the overall Fiji MCO Communications Strategy, Manual and Plan will also be followed by the review and update of other UN Women media, social media and communications guidelines and protocols, in alignment with UN Women Global Communications and related guidelines. The consultant will also provide technical advice and capacity building to UN Women teams and partners on the communications strategy, guidelines and processes.

In tandem with the process of updating and developing the UN Women Fiji MCO Communications Strategy, Manual and Plan, the consultant will also be supporting daily communications needs including updating programme and thematic briefs and content on the Fiji MCO portion of the UN Women Asia Pacific website.

The consultant will also have technical advice, mentoring and capacity building roles – primarily to support a communications intern as well as to support programme staff in their communications needs.

The Consultant will be supporting the technical and communications review of all media and communications that UN Women Pacific is producing in line with the existing UN Women Communications guidelines.  He/she will undertake their role by working in close collaboration with the MCO Programme and Operations teams, UN Women’s communications staff at the Fiji MCO, Regional Office for Asia Pacific in Bangkok and global HQ, including staff of other UN Agencies, as well as with stakeholders and external communications counterparts i.e. government officials, international and local media, subject matter experts, multi-lateral and bi-lateral donors and civil society.

Scope of Work / Duties and Responsibilities

UN Women Fiji MCO therefore seeks the services of an Individual Communications Consultant who will provide communications and media support, including technical advise and support to UN Women Country Office/s and partners in the region, as well as review and update the Fiji MCO Communications Strategy, Manual and Workplan.

The following criteria would guide the Consultant in his/her consultancy role during the period under assignment:

Key Outputs:

1. Review and update of strategic communications documents, including the Fiji MCO Communications Strategy 2022-2025, Manual and workplan inclusive of supporting documents, guidelines and protocols.
2. Develop and lead with planned and ad hoc communication needs both internally and externally, such as the initiation of staff communications and social media updates.
3. Co-lead communication liaison with programme partners, including communications counterparts with the donor government, partner agencies and implementing partners.
4. Lead and support the development and editing of communication and advocacy materials including but not limited to web content, social media, brochures, and newsletters.
5. Update information for the UNW website as well as materials for programmatic and thematic briefs.
6. Lead in review/ update/ drafting and / or editing and coordinating production of any UNW Fiji MCO publications and merchandise such as banners, programme flyers, and other materials. 
7. Drafting media statements, media releases and advisories and op-eds including social media for the UNW Fiji MCO.
8. Provide technical expertise and guidance to programme teams on communications including quality assurance of advocacy and communication materials, with specific support to Women’s Political Empowerment and Leadership (WPEL), Gender and Protection in Humanitarian Action (GPiHA), and Women’s Economic Empowerment (WPEL) programmes as well as the Spotlight Initiative.
9. Provide communications training and guidance to the communications intern, as well as UNW Fiji MCO programme staff on communications processes and protocols. 
10. Support communications needs across programmes if needed – including additional support to humanitarian communications during disaster periods.

Key Functions:

• Updating the UN Women Fiji MCO Communications Strategy 2022-2025, Manual and Plan including all corporate communications guidelines and strategies listed in table A below.
• Technical Expertise. Ensuring that all materials developed are of a high technical communications standard.
• Capacity Building, technical advice and mentoring – supporting communications and programme colleagues in implementing their communications needs.
• Developing communications materials including media and social media as needed.
• Updating programmatic information for the website including programme and thematic briefs.

Duration of the Assignment

The duration of this assignment will be up to 109 workdays over a 5 months’ period, and the duty station will be Suva, Fiji. 

Expected Deliverables

The timeframe and key dates as well as details of key deliverables for the Consultant who will be responsible for the preparation and submission of required documentation/s during the assignment.  The activities below will be the basis of payment, together with monthly reports on work undertaken.

All deliverables should be agreed by the UN Women Fiji MCO and provided in the form of final word documents and appropriately referenced data.  The above is a draft timetable.

All the documents and deliverables should be agreed with UN Women, and reports should be submitted in written English language.   Note that all materials, including images will remain property of UN Women and cannot be used without UN Women’s permission.

Inputs

UN Women will provide the consultant with necessary information on the activities and materials for a better understanding of the context and for the successful fulfilment to above mentioned tasks.

The Consultant will be based at the UN Women Fiji MCO duty station in Suva, Fiji.

UN Women will cover the costs of any associated travel and expenses for travel outside of Suva, Fiji, that may be required to complete the required components of the assignment. This may include domestic travel within Fiji, but is not expected to include any international travel. Prior approval by UN Women will be required for any travel.

UN Women will cover the costs for production of approved corporate publications and materials, including coordinating and covering the costs of graphic designers, as required throughout the duration of the assignment.

Management Arrangements:

The Consultant will work under the guidance of the UN Women Fiji MCO Representative, who will provide overall management and supervision. 

The Fiji MCO Gender Group Coordinator will review and approve all her/his outputs and shall work in close coordination with the UN Women Representative with technical support from UN Women Fiji MCO.

Performance evaluation

The Consultant’s performance will be evaluated based on timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.

Financial Arrangements

Payments will be disbursed to the consultant in monthly instalments, upon submission and approval of deliverables set forth in Section “Expected Outputs and Deliverables” above, monthly reports and timesheets with actual days worked and certification by the UN Women Gender Group Coordinator that the services have been satisfactorily performed.

Travel

This is a home-based consultancy. As such, it is anticipated that no travel will be required for this assignment i.e. outside of duty station (Suva, Fiji); unless authorised by UN Women, which will follow UN Travel Rules and Guidelines.

No DSA or relocation costs will be provided for the position. 

Competencies

Core Values

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies

• Ability to think conceptually, strategically and analytically;
• Demonstrates strong oral and written communication skills;
• Consistently approaches work with energy and a positive, constructive attitude;
• Results oriented, flexible and problem-solving skills.

Required Skills and Experience

The Consultant should fulfil the following requirements:

Location:

Due to COVID-19 travel restrictions, applicants can also be considered if they currently reside in Fiji and to work remotely.   The position is open to both national and international applicants.

Education:

• Masters’ degree or equivalent in social science, communications, political science, sociology, anthropology, journalism, development studies, or other related fields is required.
• A first-level university degree with 2 additional years of progressively responsible experience at the national and/or international level may be accepted in lieu of Master’s degree.

Experience and Skills:

• At least 5 years (with Masters’ degree) or 7 years (with first-level university degree) of progressively responsible experience in the area of communications and media work.
• At least minimum of 5 years’ on proven record in advocacy, policy campaigns, strategic management with international NGOs and/or UN Agencies.
• Excellent and proven analytical and writing skills, including proven experience developing a communications strategy, manuals and workplans
• Familiarity with gender and the issues related to empowerment of women;
• Creative thinking and ability to take initiative.
• Understanding of the social, cultural, and political context of the Pacific and its impact on women and girls an advantage.
• Proficiency in the use of computer, office software packages and advanced knowledge of spreadsheet and database packages
• Ability to set priorities, manage time effectively, and contribute to a team environment of respect, recognition, and mutual accountability in multi-agency, multi-cultural setting.

Language and other skills:

• Fluency in written and spoken English is required.
• Computer literacy and ability to effectively use office technology equipment, IT tools, including ability to use internet and email.

Evaluation

Initially, individual consultants will be short-listed based on the following minimum qualification criteria:

• Masters’ degree or equivalent in social science, communications, political science, sociology, anthropology, journalism, development studies, or other related fields is required.
• A first-level university degree with 2 additional years of progressively responsible experience at the national and/or international level may be accepted in lieu of Master’s degree.
• At least 5 years (with Masters’ degree) or 7 years (with first-level university degree) of progressively responsible experience in the area of communications and media work.

The shortlisted individual consultant will be further evaluated based on a cumulative analysis process, with a total score being obtained upon the combination of weighted technical and financial attributes.

Cost under this method of analysis is rendered as an award criterion, which will be 30% out of a total score of 100 points.

Evaluation of submitted offers will be done based on the following formula:

where:

Technical evaluation will be represented through desk review of applications. Interviews and/or written tests will be organized if needed only, depending on the short-listed candidates’ qualifications.

Technical Qualification Evaluation Criteria: The technical part is evaluated based on its responsiveness to the Terms of Reference (TOR).

Financial Qualification Evaluation Criteria: In the Second Stage, the financial proposal of candidates, who have attained minimum 70% score in the technical evaluation (at least 49 points), will be compared.

WINNING CANDIDATE

The winning candidate will be the candidate, who has accumulated the highest aggregated score (technical scoring + financial scoring).

Submission of application

Interested candidates are requested to submit fully completed application on the UNDP Vacancy Site. 

Submission Package:

1. Cover letter explaining the suitability of the consultant: applicants are encouraged to address experience and qualifications listed in the ‘criteria for technical evaluation’.
2. Duly filled Personal History Form (P11) and/or Curriculum Vitae (CV) of Consultant including records of experience in similar assignments and specific outputs obtained; P11 can be downloaded at: https://www.unwomen.org/en/about-us/employment
3. Financial proposal – specifying a total lump sum amount for the tasks specified in this Terms of Reference.  The financial proposal shall include a breakdown of this lump sum amount (daily rate and number of anticipate working days and any other possible costs).
4. Please read, use and complete ANNEX I and ANNEX II below to provide your financial proposal.

Applications without a complete financial proposal will be treated as incomplete and will not be considered for further assessment.  UN Women reserves the right to accept or reject any bid.

The consultancy recruitment process will be governed by the rules and regulations of the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women).

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided?on the basis of?qualifications, competence, integrity and organizational need.? 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.? 

UN Women?has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.? All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check).

Deadline of all submission: Thursday 9th December 2021

Annex I

Price Proposal Guideline and Template

The prospective Individual Contractor should take the following explanations into account during submission of his/her price proposal.

1.Lump Sum Amount

The price proposal should indicate a "lump sum amount" which is "all-inclusive"; All costs (professional fees, living allowances, communications, consumables, etc.) that could possibly be incurred by the Individual Contractor needs to be factored into the proposed price.

UN Women will not withhold any amount of the payments for tax and/or social security related payments. UN Women shall have no liability for taxes, duties or other similar charges payable by the Individual Contractor in respect of any amounts paid to the Individual Contractor under this Contract, and the Contractor acknowledges that UN Women will not issue any statements of earnings to the Individual contractor in respect of any such payments.

Contract price is fixed to activities/deliverables indicated in the ToR, regardless of the changes in the cost components (such as days invested for completion of the deliverables.)

2.Travel costs

No travel is envisaged for the implementation of the current assignments.

3.Daily Subsistence Allowance

Not applicable.

4.Currency of the price proposal

The applicants are requested to submit their price proposals in USD.   

In case of proposals in other currency, these shall be converted into USD using the official UN exchange rate for currency conversion at the date of applications’ submission deadline.

Annex II

Price Proposal Submission Form

[ Mandatory document for the Consultant to complete and submit]

To:          United Nations Entity for Gender Equality and the Empowerment of Women

Ref:         Individual Consultant – Fiji MCO Communications Consultant, UN Women Fiji MCO

Dear Sir / Madam,

I, the undersigned, offer to provide professional consulting services to UN Women within the scope of the referred Assignment.  Having examined, understood, and agreed to the Terms of Reference and its annexes, the receipt of which are hereby duly acknowledged, I, the undersigned, offer to deliver professional services, in conformity with the Terms of Reference.

My maximum total price proposal for the assignment is given below:

Estimated Costs (in USD$)

*** Please be informed that for shorter assignments than a full day, the daily rate will be pro-rated into hourly rate.

I confirm that my financial proposal will remain unchanged.  I also confirm that the price that I quote is gross, and is inclusive of all legal expenses, including but not limited to social security, income tax, pension, etc., which shall be required applicable laws.

I agree that my proposal shall remain binding upon me for 60 working days.

I understand that you are not bound to accept any proposal you may receive.