Events & Logistics Coordinator – part-time


Location : Nicosia, CYPRUS
Application Deadline :11-Feb-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
25-Feb-2019
Duration of Initial Contract :Until 31 December 2019
Expected Duration of Assignment :10 Months

Background

UNDP in Cyprus works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. UNDP works in support of different bi-communal Technical Committees in the implementation of their confidence building measures. Our main partners are: The Technical Committee on Cultural Heritage (TCCH), the Committee on Missing Persons in Cyprus (CMP) and the Technical Committee on Crossings (TCC).

Through cultural heritage conservation projects, community engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peace-making and practical confidence building processes.

Within this context, UNDP is seeking a consultant to support the Programme Management Office (PMO) with the coordination and organization of events.


Duties and Responsibilities

Under the overall guidance and supervison of the Senior Programme Manager, the consultant will support the coordination and organization of a series of events. On an ad-hoc and as-needed basis, the consultant will:

Events organization (Approximately 90% of time)

Before the event (approximately 50% of time):

·         Maintain up-to-date protocol and distribution lists;

·         Contribute to the conceptualization and qualitative execution of each event;

·         Maintain and update a calendar of events schedule;

·         Ensure effective event planning and preparation including drafting of events plans and check lists;

·         Act as the main focal point for the venue and event services, including booking venues, liaising with all vendors to ensure and confirm services, set-up, and other event related requirements;

·         Arrange event registration and transportation for all speakers and attendees as required;

·         Plan and prepare for all logistical arrangements including the drafting of logistical briefing notes for participants - including maps of the venue and contact numbers;

·         Act as focal point for questions received from participants regarding the event;

·         Liaise with the Travel Unit for the arrangement of international speakers/guests’ travel and provide logistical support;

·         Maintain and ensure adequate storage of any office event kit, including speakers and microphones;

·         Review and provide quality assurance for any translated materials;

·         Assist in the production, organization and transportation of the materials needed for each event;

·         Assist in follow-up on issuing invitations.

During the event (approximately 20% of time):

·         Arrange for on-site registration and maintain the participants list;

·         Ensure all arrangements are made at the venue including the preparation of participations lists and name tags for invited speakers, setting up of tables/chairs, presentation area, refreshments etc.;

·         Print event programmes, maps, and other key documentation as requested;

·         Register participants and distribute relevant materials;

·         Coordinate with translators and translation equipment;

·         Ensure technology in the meeting rooms is set up as needed for each session (i.e. PowerPoints are uploaded, microphones are working, etc.);

·         Ensure that the event is well documented including leasing with photographers;

·         Ensure catering is available at the times indicated as per the event programme.

After the event (approximately 20% of time):

·         Assist with any other follow up after the event, including collecting materials and ensuring the correct storage;

·         Production of a list of participants for event and update the lists as required for monitoring purposes;

·         Prepare post event information for social media;

·         Monitor and translate any relevant press coverage following the event;

·         Draft and send thank you letter/notes to participants as required;

·         Participate in post event evaluation meetings with the team and share lessons learnt;

·         Assist in drafting and distributing the event evaluation survey.

Logistic Support to the Technical Committee on Cultural Heritage (Approximately 10% of time)

·         Provide travel support to the Technical Committee on Cultural Heritage, its Advisory Board, visitors and monitoring experts in the preparation and carrying out of project site visits;

·         Provide support to the Technical Committee on Cultural Heritage in contacting local communities as requested.

Key Outputs:

·         At least 5 completion events organized;

·         At least 5 community engagement events organized.

Payments will be released in monthly installments, upon submission of a time sheet and monthly progress report on completed tasks certified by the reporting officer. Summary of specific tasks will be agreed with the Supervisor at the beginning of each month.


Competencies

Professionalism

·         Knowledge of the full range of communications approaches, tools, and methodologies essential to planning and executing effective campaign strategies and programmed.

·         Shows pride in work and in achievements.

·         Able to work with minimum supervision.

·         Demonstrates professional competence and mastery of subject matter.

·         Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

·         Is motivated by professional rather than personal concerns.

·         Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Communication

·         Speaks and writes clearly and effectively.

·         Listens to others, correctly interprets messages from others and responds appropriately.

·         Asks questions to clarify, and exhibits interest in having two-way communication.

·         Tailors language, tone, style and format to match the audience.

·         Demonstrates openness in sharing information and keeping people informed.

Planning & Organizing

·         Develops clear goals that are consistent with agreed strategies.

·         Identifies priority activities and assignments; adjusts priorities as required.

·         Allocates appropriate amount of time and resources for completing work.

·         Foresees risks and allows for contingencies when planning.

·         Monitors and adjusts plans and actions as necessary.

·         Uses time efficiently.


Required Skills and Experience

Education:

·         A first-level university degree in Communication, Political Science, Public Administration or any related field.

Experience:

·         At least 2 years of relevant proven experience organizing meetings and/or events (seminars, workshops, trainings, inauguration/completion ceremonies et similar) within the context of international organizations.

·         Experience in organizing events/working within the context of international organizations and the donor community is an asset;

·         Knowledge of the Cypriot context.

Language Requirements:

·         Fluency in written and spoken English and knowledge of Greek and/or Turkish.

Other requirements:

·         Nationals or others legally authorized to work in Cyprus.

·         Valid driving license.

Application:

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

  • CV: Submission of CV
  • References: Contact details of 3 references.
  • Financial Proposal: Applicants requested to submit financial proposal for up to 84 working days (a working day will be calculated as 8 hours in total (half an hour break and 7.5 hours of work) could be pro-rated to the actual hours works, and shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.
  • Authorized travel to and from the project sites will be reimbursed according to the UN rate of reimbursement of fuel consumption.

Evaluation / Selection Process

All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Technical Criteria (CV review and interviews) – 70 % of total evaluation– max. 70 points:

CV review: 30 points;

• Educational qualifications as defined in the ToR (10 points);

• Experience as defined in the ToR (20 points).

Only candidates who obtained at least 70% of points from the CV review (who will score at least 21 points) will be eligible for a  and written test and interview.

Written test: 10 points

·         English writing and planning skills

Interview: 30 points

• Experience in coordinating a programme of small, medium and large-scale events (15 points);

• Experience of working on own initiative with minimum supervision (10 points).

Knowledge of the Cypriot context (5 points);

Only those individual consultants who obtained at least 70% of points from the interview (28 out of 40) will be considered for financial proposal evaluation.

Financial Criteria – 30 % of total evaluation – max. 30 points.

•              Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].

UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.

Payment Term:

Monthly lump-sum payable upon submission of the monthly time-sheet, the monthly report and approval of the UNDP.


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.


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