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.
UN Women Regional Office for the Arab States (ROAS) works to promote the implementation of the women, peace, and security (WPS) agenda as guided by UN Security Council resolutions 1325 and subsequent resolutions. ROAS supports efforts to build sustainable peace through targeted interventions supporting women’s engagement and influence in peace processes across the region. This is achieved through direct support to women and to key actors – including mediators and their teams - engaged in peace processes in Iraq, Libya, Syria, and Yemen. A key aspect of this work is supported to the Syrian Women’s Advisory Board, which meets regularly to advise the Office of the Special Envoy for Syria on all aspects of the political process.
Through different regional programmes, UNW WPS Syria Team organizes various mediation activities and capacity development and knowledge exchange initiatives that require extensive logistical preparations; including international travel and event management. For this purpose, the UN Women WPS Syria Team would like to bring on board an Events Management Assistant to support the organization of key events and to perform a variety of standard administrative tasks.
Under the guidance and direct supervision of the Operations Analyst, and in coordination with the WPS Programme Specialist, the Events Management Consultant will provide support to UN Women Regional Office WPS programmes in the administration and implementation of organizes various capacity development and knowledge exchange initiatives that require extensive logistical preparations; including international travel and event management. For this purpose, the UN Women WPS Syria team would like to bring on board an Event Management consultant to support the organization of key events and to perform a variety of standard administrative tasks.

Duties and Responsibilities

UN Women WPS Syria Team is seeking the services of an Events Management Consultant to strengthen the operation's capacity and support the administrative functions of WPS programmes to ensure that UN Women achieves its commitments.
The scope of the assignment is to organize the Event management and travel process for WPS programmes focusing on the following:

• Provide support to the organization of WPS Syria events (Workshops, Meetings, conference) including preparing invitation letters, final participants list, drafting workshop logistics notes, preparing name tags, preparing folders for workshop materials, coordinating with participants on flight arrangements in coordination with ROAS procurement.
• Prepare travel-related documents (including ATLAS requisition, hotel reservations, required clearances, information on immunization requirements) and submission to TFP;
• Maintain a database on travel costs for the different trips undertaken to contribute to budget planning for travel;
• Arrange the logistics of the WPS Syria team Operations oversight or monthly meetings, including booking conference/meeting rooms, recording minutes of the meetings, and monitoring follow up activities, as requested;
• Coordinate administrative services for events and workshops including arranging the venue, hotel reservations, participants travel, and other documents;
• Store, manage, and track documents in a SharePoint database;
• Route documentations from Country Offices to the proper unit for processing as required;
• Review, record, distribute, and/or process mail and other documents; follow-up on impending actions;
• Maintenance of the filing system;
• Electronic filing of all documents;
• Facilitate completion of documents liaising with different partners for signatures;
• Organize files and ensure better record management and labeling to meet the required set standards.

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.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies

• Ability to perform a broad range of administrative activities related to operations resources management and services;
• Ability to extract, analyze data and resolve operational problems;
• Focuses on results for the client and responds positively to feedback;
• Good organizational skills;
• Ability to research, select relevant information, and maintain accurate records and databases;
• Knowledge of administrative rules and regulations;
• Good application skills of IT tools and management systems;
• Knowledge of spreadsheet and database packages.

Required Skills and Experience

Education:

• Completion of Secondary Education is required. University Degree in Business or Public Administration or any other related field would be an added advantage.

Experience:

• At least 5 years of progressively responsible experience in administration and logistic support service to national/ international organizations is required;
•  A strong preference for experience with event organizing, travel coordination is required;
• Knowledge of UN procurement rules and regulations is an asset;
• Working knowledge of ERP software (ATLAS) is an asset;
• background in gender and/or women, peace and security is an asset;
• Solid experience in travel / logistical arrangements at the National or International level.

Language Requirements:

• Fluency in both oral and written English and Arabic is required.

Evaluation Criteria

• Individual consultants will be evaluated based on the following methodology: Only candidates obtaining a minimum of 49 points in the technical evaluation would be considered for the financial evaluation.

Criteria Weight Technical: 70% (70 points)

• Criteria 1: Education (10 points);
• Criteria 2: At least 5 years of progressively responsible experience at the national or international level, in travel and event management  (30 points);
• Criteria 3: Professional Knowledge of UN procurement rules and regulations (15 points);
• Criteria 4:  Fluency in English and Arabic (15 points).

Financial: Lowest Financial Proposal: 30% (30 points)

• The points for the Financial Proposal will be allocated as per the following formula;
• Contract will be awarded to the technically qualified consultant who obtains the highest combined score (financial and technical);
• The points for the Financial Proposal will be allocated as per the following formula: (Lowest Bid Offered*)/ (Bid of the Consultant) x 30;
• Lowest Bid Offered' refers to the lowest price offered by Offerors scoring at least 49 points in the technical evaluation.

Application:

Interested applicants must submit the following documents/information to demonstrate their qualifications:

• A cover letter with a brief presentation of your consultancy explaining your suitability for the work and link to the portfolio of work;
• UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;

The above-mentioned documents should be merged in a standalone file including all of them since the online application submission does only permit uploading one file per application. Incomplete submission can be a ground for disqualification.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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.)