Administration and Events Consultant, Sanitation and Water for All Secretariat - Geneva, UNICEF HQ

Sanitation and Water for All (SWA) is a global alliance of over 200 national governments, donors, civil society organizations and other development partners working together to catalyse political leadership and action, improve accountability and use scarce resources more effectively. The ultimate goal of the Partnership is to achieve universal access to water supply and sanitation. UNICEF hosts part of the Secretariat of the Sanitation and Water for All partnership, which is responsible for supporting the High-level Chair and the Steering Committee (SC) and organizes regular global High-level Meetings and Partnership Meetings. Under the direct supervision of the CEO Sanitation and Water for All, the consultant performs a variety of communication, information gathering, monitoring, technical and administrative services, in support of the SWA Secretariat.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, safety.

Sanitation and Water for All (SWA) is a global alliance of over 200 national governments, donors, civil society organizations and other development partners working together to catalyse political leadership and action, improve accountability and use scarce resources more effectively. The ultimate goal of the Partnership is to achieve universal access to water supply and sanitation.

UNICEF hosts part of the Secretariat of the Sanitation and Water for All partnership, which is responsible for supporting the High-level Chair and the Steering Committee (SC) and organizes regular global High-level Meetings and Partnership Meetings.

How can you make a difference?

Under the direct supervision of the CEO Sanitation and Water for All, the consultant performs a variety of communication, information gathering, monitoring, technical and administrative services, in support of the SWA Secretariat.

The consultant will perform the following tasks:

• Provide event and travel support
• Contract services needed for various events and meetings
• Provide General Administrative Support to the SWA team
• Liaise with a variety of stakeholders while maintaining high-levels of professionalism and attention to detail

Expected results: (measurable results)

Activities

• Provide logistical support to conferences, meetings and outreach (including, but not limited to formatting documents, preparing invitations (i.e. via mail merge), sending invitations via email and post, providing support with technology, setting up distribution lists and sending out emails, uploading presentations, booking travel, maintaining participants / event database)
• Draft a large quantity of personalized emails to participating agencies/governments, etc.
• Liaise with a variety of stakeholders including vendors, other UNICEF units, external guests, Steering Committee members as needed
• Maintain discretion and confidentiality when dealing with sensitive information
• Support the recruitment and contract issuance of consultants/individual contracts in SWA
• Manage large volumes of information including but not limited to: capturing information for historical reference; data analysis; and filing.
• Coordinate and schedule meetings and draft minutes for the SWA Secretariat
• Assist with information dissemination including operationalizing and maintaining an effective information dissemination system and SWA contact database and drafting responses to queries
• Support to various projects as the need arises e.g. database project, partnership drive, etc.

Expected Results:

• Contracts and travel are completed and processed in a timely manner
• Meeting participants are offered needed support before and during the meeting
• SWA team leaders are offered the necessary administrative support related to their areas of activity
• Event vendors are appropriately briefed and informed of meeting needs
• Files are kept organized and large volumes of information are captured for historical reference in a concise and clear manner     

Timeframe

Start date:  15 April 2020 End date: 31 March 2021

Deliverables: 

Duration (Estimated # of Days): 220

Deadline: 15 May 2021

Support preparations for Steering Committee, High-Level Meetings and other Meetings:

• Assist in the preparation and dissemination of invitation letters
• Support logistical preparations for meetings (organizing information, drafting individualized correspondence, maintaining databases, etc)
• Liaise with participants to ensure their travel, visa and other logistical needs are met
• Liaise with vendors (Catering, Venue, Interpreters etc..) to ensure the services are delivered in a timely manner
• Liaise with budget focal point to ensure vendor forms and invoices are submitted in a timely manner
• Registration and participant information management
• Draft a large quantity of personalized emails to participating agencies/governments, etc.
• Support post meeting closures (travel claims, TA closures, contracts, invoice submissions to budget focal point, etc.)

General Administrative support to the SWA Team not all-inclusive:

• Travel arrangements are completed and closed in a timely manner
• Support to the everyday functioning of the SWA Secretariat
• Tickets/ travel needs for participants and SWA team members are processed in a timely manner
• Consistently and accurately update the SWA Contact Database
• Manage large volumes of information and maintain accurate, up-to-date records and filing systems
• Manage weekly Secretariat Calls and books meeting space for internal meeting when needed

Total: 220 days

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work, a first-level University degree in business administration, hospitality management, events management or any other related field is an asset
• A minimum of five (5) years of relevant administrative, programme or events/hospitality related work experience is required.
• Prior experience organizing meetings and events including but not limited to travel arrangements, negotiating contracts with hotels and venue, logistics, registration, etc. is required
• Prior experience in working with large volumes of data (entry and management) highly desirable
• Project management experience is desirable
• Knowledge of project management software, such as Smartsheet is desirable
• Knowledge of UNICEF/UN System rules, regulations, procedures and systems is an asset
• Must be able to work in a high-volume, changing environment on tight deadlines
• An excellent command of the English language is required (writing, speaking, and comprehension)

Language requirement:

• Knowledge of French is required and Spanish is highly desirable

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are...

 Analyzing (I), Learning and Researching (I), Planning and organizing (I), Following Instructions and Procedures (I)

Additional Skills

• Flexible
• Detail-oriented and driven to achieve results
• Communicates effectively
• Able to work effectively in a multi-cultural environment
• Sets high levels of quality and productivity for self
• Analyzes and integrates verbal, numerical and other types of data

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

Payment Schedule

Proposed methodology: Monthly

(monthly payments): Lump sum payment will be made monthly, inclusive of all professional fees, daily allowances, living allowances, and other administrative costs.  Overtime, weekend and official holidays will not be compensated, nor will any holiday/leave time be granted.

For individual contractors and consultants, all travel arrangements to commence the assignment, including insurance and visas, will be managed and paid by the individual.  Therefore, expected travel costs must be included as a budget item in the financial proposal.  Should “mission travel” be required, UNICEF will manage and pay for travel via Travel Authorization.  However, this will be subject to the following prerequisites:  Medical Clearance, Security Clearance through the Travel Request Information Process (TRIP) system, the Basic and Advanced Security in the Field Trainings, Travel Visa, and liability waiver. Trip prerequisites will be met at the expense of the consultant.

Travel cost shall be calculated based on economy class travel, regardless of the length of travel.  Costs for accommodation, meals and incidentals shall not exceed applicable daily subsistence allowance (DSA) rates, as promulgated by the International Civil Service Commission (ICSC at http://icsc.un.org).  The consultant must travel on UNICEF approved airlines.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles 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.