National Consultant – Communication and event planning for regional Women’s Access to Justice Conference

Background

UN Women is the United Nations entity dedicated to gender equality and the empowerment of women. A global champion for women and girls, UN Women was established to accelerate progress on meeting their needs worldwide. UN Women supports the UN Member States as they set global standards for achieving gender equality and works with governments and civil society to design laws, policies, programmes and services needed to ensure that the standards are effectively implemented and truly benefit women and girls globally. UN Women works to make the vision of the Sustainable Development Goals (SDGs) a reality for women and girls and stands behind women’s equal participation in all aspects of life, focusing on four strategic priorities: (i) Women lead, participate in and benefit equally from governance systems; (ii) Women have income security, decent work and economic autonomy; (iii) All women and girls live a life free from all forms of violence; and (iv) Women and girls contribute to and have greater influence in building sustainable peace and resilience, and benefit equally from the prevention of natural disasters and conflicts and humanitarian action.

The Project “Enhancing Access to Justice for Women in Asia and the Pacific: Bridging the gap between formal and informal systems through women’s empowerment and reduction of gender biases” is a five-year programme in the Asia Pacific region that began implementation in 2018, with the generous support of the Government of Sweden. The goal of the project is to enhance access to justice for women in Asia and the Pacific, bridging the gap between formal and informal systems through women’s empowerment and reduction of gender biases. In realising this goal, the programme partners – UN Women, the International Commission of Jurists (ICJ) and the Office of the High Commissioner for Human Rights (OHCHR) focus on the following outputs: (1) Domestic laws adopted and court decisions are consistent with international human rights law and standards, including CEDAW; (2) Gender discriminatory attitudes and stereotyped behaviours towards women by formal and informal justice providers are addressed; and (3) Grassroots women’s organizations and community-based women’s organisations are empowered and well-positioned to document, monitor, liaise and facilitate interactions with formal and informal justice providers.                                          

Duties and Responsibilities

Purpose

Under the overall guidance of the UN Women A2J ROAP team the selected Consultant will support the organization of a regional Women’s Access to Justice conference including an Interactive Exhibition Space, meant to gather justice actors and stakeholders from across the Asia and the Pacific region. The national conference is a three-day event, which takes place on 17-19 April, 2023, in-person, but with hybrid elements, including live streaming of relevant plenary sessions.  

Roles and responsibility

The Consultant will have the following roles and responsibilities:

 

Communication and event planning before the event

·       Support the arrangements for – Videography/photography (two – three videographers/camera set up – for plenary discussions), space set up and curation, ushers (for name tag booth, passing microphones, directions etc.), catering services for coffee breaks, luncheons and reception spaces. 

·       Support logistical curation and set up an interactive art installation/photographic exhibition is required at the space.  

·       Support Media management - Invite and manage media personnel, including distribution of press release and the setup of a media corner in the event space. 

Communication and event management during the event

·       Set up conference space/s, meeting rooms and interactive exhibition– For each day, as mentioned above – set up will include technical arrangements (cross-checking all equipment prior to start, ensuring presentations etc ready to be presented), room set up (name tags/ table and chair arrangements)

·       Support on-site registration and information

·       Support Speaker/Panelist management –managing speakers/Panelists time on stage – in consultation with UN Women. 

·       Ensure technical set-up for hybrid livestreaming such as management of online portal (Zoom) for speakers/panellist joining online, and live recording plenary sessions for online attendees

·       Coordinated catering services - Coordinate coffee, luncheons and evening reception spaces – arrangements for catering services, set up and delivery of coffee/luncheon spaces each day and evening reception spaces required as per the schedule. 

 

Communication after event

 

·       Make available a list of participants for each session and share at the end of each day.

·       Send thank you letters/notes to the participants. 

·       Assist in drafting and distributing the event evaluation survey. 

 

 

Contract period and work location

The contract will be from 20 January – 15 June 2023. The consultancy will be based  in Bangkok, Thailand

Deliverables

Tasks and deliverables	Targeted Date
1st Communication and event planning before the event ·       Support the arrangements for – Videography/photography (two – three videographers/camera set up – for plenary discussions), space set up and curation, ushers (for name tag booth, passing microphones, directions etc.), catering services for coffee breaks, luncheons and reception spaces.  ·       Support logistical curation and set up an interactive art installation/photographic exhibition is required at the space.   ·       Support Media management - Invite and manage media personnel, including distribution of press release and the setup of a media corner in the event space.    Deliverables: ·       Progress report on event master plan for regional the Conference indicting the full arrangement of communication needs, event space and planning, set -up for exhibition and list of confirmed media officials. ·       Progress report outlining the consultants support to conference communication plan.	30 March 2023
2nd Communication and event management during the event ·       Set up conference space/s, meeting rooms and interactive exhibition– For each day, as mentioned above – set up will include technical arrangements (cross-checking all equipment prior to start, ensuring presentations etc. ready to be presented), room set up (name tags/ table and chair arrangements) ·       Support on-site registration and information ·       Support Speaker/Panelist management –managing speakers/Panelists time on stage – in consultation with UN Women.  ·       Ensure technical set-up for hybrid livestreaming such as management of online portal (Zoom) for speakers/panelist joining online, and live recording plenary sessions for online attendees ·       Coordinated catering services - Coordinate coffee, luncheons, and evening reception spaces – arrangements for catering services, set up and delivery of coffee/luncheon spaces each day and evening reception spaces required as per the schedule.    Deliverables: ·       Progress report on the implementation of communication and event master plan as well a post-conference communication plan.	30 April 2023
3rd Communication after the event   ·       Send thank you letters/notes to the participants after the conference.  ·       Assist in drafting and distributing the event evaluation survey.      Deliverables: ·       Post-conference outcome package and communication for conference participants	30 May 2023

 

                                          

Competencies

Competencies

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

 

Functional Competencies

• Strong skills and experience in developing strategies and presenting ideas related to advocacy, outreach and knowledge management
• Consistently approaches work with energy and a positive, constructive attitude
• Demonstrates openness to change and ability to manage complexities
• Strong communications skills in English (written and oral)
• Leadership and skills to work with autonomy and initiative
• Knowledge of gender equality and women’s human rights in the Asia-Pacific region
• Knowledge of the UN system

 

Required Skills and Experience

Required Skills and Qualifications

• Master’s degree (or equivalent work experience) in communications, public relations, media or a related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

• Minimum of 5 years’ relevant experience in event planning / management
• Proven event management skills for large -scale regional/ international conference/ events (at least 3 events)
• Proven record conducting and/ or supporting communication campaigns
• Knowledge of women’s access to justice an asset
• Work experience with the UN is a strong advantage
• Proficiency in English and report writing skills

 

Payments

Each payment will be issued upon acceptance and approval of a delivery report showing progress on deliverables stipulated in the table below by the Programme Specialist - Access to Justice - Governance, Peace and Security, UN Women Regional Office for Asia and the Pacific. The expected deliverables will be done in close collaboration/supervision of UN Women personnel.

 Evaluation Criteria

Applications will be evaluated based on the cumulative analysis.

 

• Technical Qualification (100 points) weight; [70%]
• Financial Proposal (100 points) weight; [30%]

 

A two-stage procedure is utilised in evaluating the applications, with evaluation of the technical application being completed prior to any price proposal being compared. Only the price proposal of the candidates who passed the minimum technical score of 70% of the obtainable score of 100 points in the technical qualification evaluation will be evaluated.

 

Technical qualification evaluation criteria

 

The total number of points allocated for the technical qualification component is 100. The technical qualification of the individual is evaluated based on following technical qualification evaluation criteria:

 

Technical Evaluation Criteria	Obtainable Score
A)    Education Master’s degree (or equivalent work experience) in communications, public relations, media or a related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.	10%
B)      Experience and knowledge Minimum of 5 years relevant experience in event planning/management Proven event management skills for large-scale regional/ international conferences/ events (at least 3 events) Proven record of conducting and/ or supporting communication campaigns Knowledge of women’s access to justice is an asset Work experience with the UN is a strong advantage	80%
C)       Language and report writing skills Proficiency in English and report writing skills	10 %
Total Obtainable Score	100 %

 

Only the candidates who have attained a minimum of 70% of total points will be considered as technically qualified candidates who may be contacted for validation interview.

 

Submission of application

 

Interested candidates are encouraged to submit their electronic application to hr.bangkok@unwomen.org with cc to nichapa.athipan@unwomen.org not later than 5 December  2022, midnight New York time. Submission package includes:

• Cover letter explaining your suitability for the work
• P11 Form, downloaded from https://asiapacific.unwomen.org/en/about-us/jobs
• Financial proposal which shall specify a total lump sum amount based on deliverables
• Work portfolio, including the example of campaign management

 

Items	Amount (THB)
Lump sum fee (equivalent to daily fee x no. of days)
1st Deliverable: Progress report on event master plan for regional the Conference indicting the full arrangement of communication needs, event space and planning, set -up for exhibition and list of confirmed media officials. Progress report outlining the consultants support to conference communication plan.
2nd Deliverable: Progress report on the implementation of communication and event master plan as well a post-conference communication plan.
3rd Deliverable: Post-conference outcome package and communication for conference participants
Total Financial Proposal

 

The system only allows one attachment per application; please consolidate all documents into one file. Incomplete applications will not be considered.

Diversity and Inclusion

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need. 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel 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.)