Local Consultant – Logistics and Events Organization Consultant
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.
The Consultant will report to the UN Women ECA Regional Office Operations Team (Travel Focal Point) in Istanbul, for general guidance and direct supervision and is responsible for providing a variety of technical logistical support to the ECARO and associated clients maintaining full confidentiality in all aspects of assignment to ensure that all planned events and associated travel of the Regional, Country and Programme Offices in the ECA region receive the correct technical support to ensure that they are planned and executed in a professional and timely manner. Within this context, UN Women will recruit this local consultant to support the organization, launch, and smooth running of key travel/events in support of the successful execution of the RO Programme activities.
Duties and Responsibilities
Under the direct supervision of the Operations Travel Focal Point and Operations Manager (Regional Office), the national consultant will be responsible for the following tasks:
Support in the logistics relating to travel for project/office events within the ECA Regional and Programme Offices;
Technical support of logistics between UN Women ECA Regional Office and travel contractors to ensure that event and travel arrangements are in place for specific planned project/office events.
Provide technical support in the preparation of event travel authorization documents to ensure that all participants/travelers receive necessary documentation and advances prior to travel.
Organization of travel including technical logistical support in the purchase of tickets, DSA calculation and travel related documents of personnel attending events and/or embarking on travel for RO related activities.
In addition to the above, the consultant will provide technical support to any logistics (and other) related activities as requested by the Regional Office Travel Focal Point and/or the Operations Manager.
Key deliverables, activities and timeframe:
Duration of this assignment is proposed for 3 months from 01 August 2017 to 30 November 2017. The Local Consultant is expected to invest 20 working days per month for this Assignment. The following table summarizes main activities and expected deliverables against deadlines and indicative working days to be invested by the Local Consultant.
Target due dates
Provide technical input for Project Managers in the setting up and organization of meetings with key stakeholders (Implementing Partners), providing all logistics and coordination of meeting, taking minutes and developing basic post- meeting report identifying key planned actions.
01 August 2017 to 30 November 2017.
Provide a monthly report on status of all travels including completed travels, planned travels and confirmation of all supporting documentation for Regional Offices, PPs and as required Country Offices.
End of 1st week of each month
(By 7th of each month).
Provide technical support in liaising with key travel contractors to ensure event and travel logistics are planned well in advance, associated logistical arrangements are completed and associated stakeholders and UN Women personnel are briefed on at least a weekly basis
Weekly review and submission to Operations Manager
Prepare draft event and travel documentation such as (but not limited to) logistics notes, event agenda’s, attendance sheets and once event has completed ensure that all travel related advances are correct and follow-up with Operations Team to ensure that they are closed.
The consultant may be required to contribute additional communications, coordination or logistical input on a technical level to the above mentioned regional office support which they would be asked to do so in agreement with their supervisor.
Under the overall supervision of the Operations Manager in ECA RO, the Local Consultant will deliver time-sheet in accordance with the indicative timeframe.
The above deliverables will be incorporated into a monthly timesheet which will be submitted for review at the end of each month to the Regional Office Travel Focal Point.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- 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: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-employment-values-and-competencies-definitions-en.pdf
Knowledge Management and Learning
- Shares knowledge and experience
- Seeks and applies knowledge, information, and best practices from within and outside UN Women
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
- Development and Operational Effectiveness
- Demonstrates excellent written and oral communication skills. Communicates sensitively, effectively and creatively across different constituencies
- Demonstrates very good understanding of and experience in communications and outreach/advocacy
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Uses Information Technology effectively as a tool and resource
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Proven networking skills and ability to generate interest in UN Women’s mandate
- Identifies opportunities and builds strong partnerships with clients and partners
Required Skills and Experience
University degree in sociology and social anthropology, social studies, development studies, gender studies and/or international relations, or subject relevant to the requirements of the TOR.
A minimum of 5 years of relevant professional experience working on logistics, event management and travel arrangements, administration
Prior experience with the UN and/or international organizations will be considered an advantage;
Minimum 3 years’ relevant experience in facilitating and evaluating relevant meetings;
Experience in supporting the management and facilitating events with high-level officials;
Demonstrated interest in gender equality work an advantage;
Demonstrated ability to work in a team;
Good computer skills in Windows environment, knowledge of internet communications and command of MS Office applications (Power Point, Word, Excel);
Fluency in spoken and written English and Turkish is required.
Evaluation of Applicants:
Since this will be direct contracting individual consultants will be evaluated based on her/his CV and the references from the previous jobs. The award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:
fulfilling the technical criteria outlined in the ToR
acceptable financial offer
Duration and remuneration:
The duration of the contract is for 90 days during the period from 01 August 2017 to 30 November 2017.
The Local Consultant shall be paid upon successful completion and acceptance of the deliverables by UN Women Operations Manager. The payment shall be effected only if the deliverables required in this TOR are submitted to the UN Women Operations Manager on a monthly basis. Without submission of and approval of the deliverables, the Consultant shall not receive any payment even if s/he invest time for this assignment.
The Local Consultants will be paid in TL equivalent of USD (calculated using the official UN exchange rate) on a monthly basis, subject to submission of timesheet.
The candidate will be requested to send the confirmation of availability and financial offer to UN Women.
The application should contain:
Short Letter of interest, including financial proposal in TRY, indicating a total lump sum for the delivery as per above description. The financial proposal shall include a breakdown of this lump sum amount (consultancy fee and any other possible costs). Travel related costs to Kars will be covered by UN Women.
Completed UN Women Personal History (P11) form, that can be downloaded from http://www.unwomen.org/about-us/employment/
UN Women applies fair and transparent selection process that would take into account the competencies/skills of the applicants as well as their financial proposals.