Historique

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. ROAS also supports building the capacity of UN Women country offices on gender responsive humanitarian action. This includes providing technical advice to country offices on ways to strengthen architecture and accountability on gender equality in humanitarian country teams (HCTs).
Through different regional programmes, ROAS 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 and Humanitarian 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 , 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 and Humanitarian 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.

Devoirs et responsabilités

UN Women Regional Office is seeking services of an Events Management Consultant to strengthen the operations 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 Event management and travel process for WPS programmes focusing on following:

• Provide support to organization of WPS events (Workshops, Meetings, conference) including: preparing invitation letters, final participants list, drafting workshop logistics note, prepare name tags, prepare 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 team Operations oversight or monthly meetings, including booking conference / meeting rooms, recording minutes of the meetings and monitor follow up activities, as requested;
• Coordinate administrative services for events and workshops including arranging 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 document; follow-up on impending actions;
• Maintenance of the filing system;
• Electronic filling of all documents;
• Facilitate completion of documents liaising with different partners for signatures;
• Organize files and ensure better record management and labelling to meet the required set standards.

Deliverables:

• Updated tracker on services form rendered by Operations Team.
• Up to date events database
• Efficient support for WPS teams travels requests.
• Well organized meetings/workshops for WPS teams

Compétences

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 result for the client and responds positively to feedback;
• Good organizational skills;
• Ability to research, select relevant information and maintain accurate records and data base;
• Knowledge of administrative rules and regulations;
• Good application skills of IT tools and management systems;
• Knowledge of spreadsheet and database packages.

Qualifications et expériences requises

Education:

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

Experience:

• Knowledge of UN procurement rules and regulations;
• At least 5 years of progressively responsible experience at the national or international level, in travel and event management;
• Strong preference for experience with event organizing, travel coordination;
• Working knowledge of ERP software (ATLAS) is an asset;
• background in gender and/or women, peace and security is an asset.

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)

• 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:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
• Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Make sure that you provide a valid email address for future communications.

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.