Background

Since 1983 the Lao People’s Democratic Republic (Lao PDR) has been participating in the Round Table Process (RTP), with the support from the United Nations Development Programme (UNDP) and recently also by the Government of Luxembourg. The RTP serves as the primary platform for in-depth dialogue between the Government of Lao PDR and Development Partners on key development issues. Initially, the RTMs were held tri-annually in Geneva. However, since 1999 the Round Table Meeting has turned the meeting that merely a one-off meeting held every three years into a continuing process held in country, and since then called the Round Table Process. The Round Table Process primarily consists of three main mechanisms – High Level Round Table Meetings (RTMs), annual Round Table Implementation Meetings (RTIMs) and 10 Sector/Thematic Working Groups (SWGs/TWGs).                                                           

The Government of Lao PDR, under the leadership of the Department of International Cooperation (DIC), Ministry of Planning and Investment, is managing the Round Table Process as part of the roles and responsibility outlined in the Prime Minister Decree No 75 on Official Development Assistance (ODA). From UNDP, the RTP work is rested under the responsibility of the Poverty Reduction Unit, and under a supervision of the senior management of UNDP Lao PDR.

On 27 November 2015, the 12th High Level Round Table Meeting will be organized in Vientiane Capital, Lao PDR. The 2015 HL RTM is organized in conjunction with the finalization of the next five years development plan (8th National Socio-Economic Development Plan – NSEDP 2016-2020) and the final year of the MDG implementation, as well as the roll out of the Sustainable Development Goals (SDGs). The Communications Expert will play an important role in supporting Department of International Cooperation (DIC)/Ministry of Planning and Investment (MPI) in Lao PDR to manage High Level Round Table Meeting communication activities based on the 2015 High Level Round Table Meeting Roadmap.

The Communications Expert will ensure successful stakeholder engagement through strategic communications planning and execution for key communication activities leading up the High Level Round Table Meeting which will be taken place sometimes October/November 2015. The Communications Expert will be working closely with DIC officials and technical advisor in preparing the Round Table Process community strategy in light of the formulation of an Enhanced Partnership and Development Cooperation Compact for Lao DPR.

Duties and Responsibilities

 Develop plan of activities in the lead up to the high-level meetinng:

  • Discuss current planning efforts within DIC for the HL RTM;
  • Present possible tools for coordination to lead coordinators;
  • Create list of all necessary activities for the lead up to the HL RTM.

Adjust and Update the Round Table Website:

  • Adjust and Update the Round Table Website following feedback from;
  • The Aid Effectiveness and UN Divisions within DI.

Coordinate the public release of relevant reports and background documents to the public as preparation for the HL RTM:

  • Support design and production of reports and background documents;
  • Proofread and edit reports;
  • Produce final list of reports and release dates, as well as make hard copy;
  • Versions for the HL RTM.        

 Support the organization of the HL RTM & Development Cooperation Exhibitions:

  • Support the planning of the exhibitions, including lists of contact points for each SWG on the exhibition and coordinators for theexhibition within DIC;
  • Draft promotional materials for the exhibition;
  • Follow up with SWG to ensure they remain on-track to complete their exhibition on time;
  • Support the setup of the exhibition space.

Support the preparation of presentations and speeches for the HL RTM:

  •  Edit and proof read all presentations and speeches relating to the HL RTM.

 Coordinate the creation of communication materials, a meeting informatio package and media engagement for the RTIM:

  • Develop a plan of necessary communication materials and their intended release date;
  • Develop a plan for the Meet the Press Event;
  • Set a date for the Meet the Press Event;
  • Coordinate and prepare for the event;

Revise the communication strategy for advocacy and outreach of the RTP:

  • Review the current communications strategy and create comments and suggestions for improvement as per the DIC’s key aims; and objectives for communicating about the RTP.                   

Competencies

Functional Competencies:

  • Conceptual and creative thinking;
  • Teamwork;
  • Integrity, good judgment;
  • Excellent communication skills;
  • Good analytical skills;
  • Planning and organization ability;
  • Results orientation;
  • Ability to work under pressure and in a politically sensitive environment;
  • Demonstrated cultural sensitiveness.

Corporate Competencies:

  • 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;
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

Education:

  • Master's degree in media, journalism, communications or related field.

Experience:

  • Minimum of 5 years of relevant working experience at the national or international level in public relations, communications, journalism, advocacy or in related roles;
  • Knowledge and experience of working in the UN and in development context;
  • Knowledge of experience of working in the Round Table Meeting or relevant meeting;
  • Good knowledge and experience of computers, office software packages, website and social media management, DSLR photography essential;
  • Skills in graphic design, photo and video editing experience and related software (esp. Adobe CS) highly desirable.

Languages:

  • Fluency in English language required;
  • Knowledge in Lao is an asset.

Requirements for submission of proposals:

All interested and qualified candidates should apply on-line using the following links:

UNDP Lao PDR Country Office website at http://www.la.undp.org/content/lao_pdr/en/home/operations/jobs/

Or UNDP Jobs at http://jobs.undp.org/cj_view_jobs.cfm

In order to make submission please read the attached relevant documents which are also available on our website:

  • TOR (Annex I;
  • Individual Contract & General Terms and Conditions (Annex II);
  • Offeror's letter to UNDP to  UNDP confirming interest and availability(Annex III).

Documents to be included when submitting the proposals:

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

  • Technical and Financial Proposal as per Annex III “Offeror's letter to UNDP confirmin interest and availability”;
  • Explaining why you are the most suitable for the work;
  • Providing a brief methodology on how you will approach and conduct the work including the work schedule for the delivery of outputs/deliverables;
  • Some samples of teaching syllabus that you have used in the past;
  • CV including past experience in similar projects and contact reference of at least 3 references for whom you have rendered preferably the similar services;

Note:

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days). All envisaged travel costs must be included in the financial proposal. UNDP accept travel costs not exceeding of an economy class air ticket.

Please kindly refer to the Terms of Reference Annex I for detailed information on:

  • Project’s background;
  • Scope of work and Responsibilities;
  • Deliverables;
  • Requirements for Experience and Qualifications.

Evaluation of Proposals:

  • Cumulative analysis: The award of the contract will be made to a consultant who offer has been evaluated and determined as Responsive/compliant/acceptable; and
  • Having received the highest score out of a pre-determined set of weighted technical and financial criteria;
  • Technical Criteria weight; [0.7];
  • Financial Criteria weight; [0.3].

Only a consultant obtaining a minimum of 70% (49 points) in the technical rating would be considered for the financial evaluation.

Note: Any request for clarification must be sent in writing to the following e-mail:anongly.phimmasone@undp.org with CC to phadthakone.sophavilay@undp.org.

UNDP Lao PDR will respond in writing by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all consultants.

The copies of the response will be also placed on our web-site at:   http://www.la.undp.org/content/lao_pdr/en/home/operations/jobs/ and linked to the current Procurement Notice.

All interested candidates are encouraged to visit the above web-site for updates

Please note that only short-listed candidates will be notified.

Qualified female candidates are strongly encouraged to apply.

For more detailed information about UNDP Lao PDR please visit our website at http://www.la.undp.org/lao_pdr/en/home.html