UN WOMEN Jobs - 113260- Events Coordinator- UNTF Global convention

Events Coordinator- UNTF Global convention

Advertised on behalf of

UN WOMEN

Location :

Homebased, KENYA

Type of Contract :

Individual Contract

Starting Date :

Application Deadline :

23-Jul-23 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

70 Working days

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The UN Trust Fund to End Violence against Women (UN Trust Fund) was established by General Assembly Resolution 50/166, with UN Women as the Fund’s Administrator on behalf of the UN System. It is the only global grant-making mechanism dedicated to eradicating all forms of violence against women and girls (EVAWG). Since its creation in 1996, the UN Trust Fund has awarded USD 215 million to 646 initiatives in 140 countries and territories. In 2022 only, UN Trust Fund managed a grants portfolio of 186 projects in 70 countries and territories, across 5 regions, with grants totaling USD87.8 million. Grant recipients were primarily civil society organizations (CSOs), the majority (62.4 percent) being women’s rights organizations (WROs).

The UN Trust Fund has been organizing in-person and virtual convenings to facilitate and encourage peer-to-peer exchange and solidarity network building. Namely, the first Global Grantee Convention in 2019 which gathered UN Trust Fund grantees, donors, and other relevant actors in the field of EVAWG, resulted in concrete advocacy messages that informed UN Women’s Generation Equality Forums and Action Coalitions building, as well as the strategic direction of the UN Trust Fund for the period 2021-25.

The UN Trust Fund grantee convention in Nairobi, Kenya will gather the UN Trust Fund grantees operating in Africa and Latin America regions; the UN Trust Fund intends to further amplify its contribution and provide support to regional and local level feminist organizing by convening its grantees and facilitating meaningful exchange between the stakeholders. The convening – focused on UN Trust Fund grantees supported through Spotlight Initiative funding in Africa and Latin America and other UN Trust Fund’s grantees from the 21st to 25th cycles of funding in Africa will also contribute to the organizations’ capacity development through partnership and solidarity building for joint advocacy and collective action, as well as through the acquisition of new insights and knowledge.

This convening will further inform the UN Trust Fund’s and its partners’ approaches to feminist movements strengthening initiatives and provide inputs for the UN Trust Fund’s work on adaptive operational approaches to COVID-19, climate change, and other contextual challenges. The convening, thus, also has a consultative purpose to inform planning, programming and funding decisions in the feminist movements’ strengthening space.

In the context of the significance of the purposes mentioned above, and with the support of the UN Women Regional Office in Nairobi, Kenya, the UN Trust Fund to End Violence against Women (UN Women HQ, New York, USA), intends to organize a 3-day working Convention, and needs a professional Event Executive Producer to support the UN Trust Fund Team and the Coordinator in preparation of the overall Convention.

The Convention will take place in Nairobi between the dates 4-6 December 2023. The number of participants at the convention is expected to be approximately 130 (one hundred and thirty). The participants will mainly be:

All current UN Trust Fund grantees funded under the Spotlight Initiative in Africa and Latin America;
Donor governments;
Private Sector;
Philanthropists;
Spotlight Initiative Civil Society Advisory Groups’ Representatives and;
UN Women and UN Trust Fund Staff Members

Given the considerable number of participants, the UN Trust Fund requires the assistance of an Event Coordinator to oversee logistical operations and ensure smooth facilitation of the Convention's meetings.

Duties and Responsibilities

In preparation for the event and in coordination with the UNTF (HQ) and ESARO, the consultant will be responsible for, but not limited to:

Facilitate the visa request process for the participants in coordination with UN Protocol;
Facilitate vendor registration, travel and flight bookings - for participants and speakers (via UNON LTA with Hemingway’s Express);
Facilitate Ground Transportation (airport ?hotel);
Collect information to facilitate the On-site DSA payments to participants;
Participants’ queries: Act as focal point for questions received from the participants, potential speakers, and other before and during the meeting;
Event materials: Assist in the production, organization and transportation of the event materials and collateral;
The consultant is expected to periodically meet with UNTF (HQ) and the ESARO Team for event-planning purposes.

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 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 (supervise the setup 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;
Work with the Event Producer to ensure that technology in the meeting rooms is set up as necessary for each session (i.e. PowerPoints are uploaded, microphones are working, etc.);
Coordinating with the hotel/venue to ensure event catering services are available at times indicated;
Providing general information to participants as necessary.

After the event:

Assist the UNTF 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;
In coordination with the UNTF Task Team , draft and send thank you letter/notes to the participants;
Assist in drafting and distributing the event evaluation survey.

The consultant shall support the UNTF in other event-related tasks that may arise during the assignment period.

Deliverables:

Coordination and logistics support (including travel and DSA) in the run-up and post-event support for the 2nd Grantee Convention in Nairobi, Kenya;
Liaising with all vendors to ensure and confirming reservations, set-up, and other communications;
Arrangement of event registration for all speakers and attendees;
Assistance in the production, organization and transportation of the event materials and collateral;Provision of weekly updates on progress made in terms of the scope of work mentioned in the TOR.

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/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

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:

Bachelor’s Degree in public relations, media relations, journalism, communications, marketing, political science, biodiversity, and/or another relevant field.

Experience:

Minimum of 5 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;
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 another UN language (French and Spanish) is considered an asset.

All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc

Please note that the system will only allow one attachment and candidates are required to include in the P-11 form links for their previously published reports and articles completed within the last two years. Applications without the completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

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.

Diversity and inclusion:

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.