Consultant – To provide management and operations support to UN Women Vanuatu Office

  • Added Date: Wednesday, 29 June 2022
  • Deadline Date: Sunday, 10 July 2022
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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.


Background

Background

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.

Under the overall guidance and direction of the Supervisor, the Consultant will assist the MCO in taking responsibility for planning, implementing, and managing UN Women interventions in Vanuatu. She/he will work in close collaboration with staff in the Vanuatu Country Presence Office, the programme and operations team at MCO Suva, UN Women HQ staff, Government officials, multi and bi-lateral donors and civil society ensuring successful UN Women programme implementation under portfolio. The focus will be on putting in place systems and processes to support the ongoing management of the Vanuatu office and programmes and providing guidance and coaching to office staff.

UN Women’s programming work in Vanuatu includes support for:

preventing and responding to violence against women and girls through the Pacific Partnership to Eliminate Violence Against Women and Girls;women’s economic empowerment through the Markets for Change programme;gender and humanitarian action through support to the Gender and Protection Cluster and the Women’s Resilience to Disasters programme; andcoordination and normative support.

In this regard UN Women Fiji MCO seeks to hire a consultant to support the management and operation of UN Women’s Vanuatu Country Presence Office.


Duties and Responsibilities

Objectives of the Assignment

The main objective of this assignment is to support the management and operations of the Vanuatu Country Presence Office, and delivery of UN Women’s programmes in Vanuatu. A key objective will be to put in place systems and processes that support the ongoing management of the Vanuatu office following the completion of the consultancy.

Scope of Work/Duties and Responsibilities

Under the direct supervision of the UN Women Fiji MCO Representative and the guidance of the Country Programme Coordinator and regional programme managers, the consultant will perform the following tasks:

Provide timely advice and programming support to MCO and in-country program teams in order to support coherent and well-coordinated UN Women programming in Vanuatu;Support and guide the management of the UN Women Vanuatu country office and support staff to perform their duties in line with UN Women policies and procedures;Contribute to normative work and UN coordination activities in Vanuatu;Support MCO and in-country program teams with managing strategic partnerships, supporting resource mobilization and developing and implementing programs;Support UN Women to effectively and efficiently participate and support emergency response and recovery;Set up systems and processes to support the ongoing management of the Vanuatu office, including in relation to programme management, normative and coordination work, partnerships and emergency response. This will include development of standing agendas, templates for minute taking, and the establishment of file sharing systems on UN Women’s sharepoint.Provide guidance and coaching to Vanuatu team to support planning and operation of the office, including on any new processes and systems that are established.

Duration of the Assignment

The duration of this assignment will be for three (3) months with 60 working days capacity between July and October 2022. The assignment will be based in Port Vila, in the UN Women Country Presence Office.

The Consultant will work closely with the Vanuatu Country Programme Coordinator / CPC, the Country Office staff, Regional Programme Managers, Fiji MCO Operations team and Fiji MCO Senior Management Team.

There is a possibility of short-term missions within Vanuatu. No international travel is expected.

Expected Deliverables

The assignment should be carried out within a period of three (3) months, not exceeding 60 working days, with the incumbent being responsible for delivering the following outputs:

Monthly reports on major tasks performed and the results, including related to support provided to UN Women Vanuatu Country Presence office, inputs, meetings and other as per above description of tasks;Final report on carried out activities, achievements and challenges;Information, analytical work papers, relevant to the assignment.

The Consultant is expected to work and deliver the following results:

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Tasks and Activities

Outputs

Estimated Workload

Deliverable Due Date (tentative)

Support for programme management:

Together with the Vanuatu team, develop a clear workplan with the Vanuatu country team that provides the basis for implementation. The plan is to be based on achievable timelines in line with UN Women processes with clear deliverables, timeframes and responsible officers. The workplan should be based on approved Project Documents.Document an agreed process for monitoring and updating the workplan.Provision of monitoring, technical assistance and supervision of this workplan for the Vanuatu country portfolios in conjunction with the CPC and MCO supervisorsEnsure that the country plan and project activities are well-coordinated with national priorities and key partners and implemented on-time and monitored regularly.All risks to project implementation are actively managed in consultation with MCO and Vanuatu team through early advice on country-level developments & recommendations for adjustments to program activities.Support cross-programme collaboration, including working with programme teams to identify opportunities for joint procurement. Vanuatu country activity plan that is aligned with project plans and is realistic; aligning with UNW processes.

Documented process for monitoring and updating the work plan.

System for tracking of all contracts and deliverables for the Vanuatu team documented and Vanuatu team support to share with MCO weekly.

Updated risk matrix for Vanuatu programmes.

Up to 10 workdays

July - October 2022

Support to programme teams:

Support programme/country office staff with UNW policy & procedures, drawing on programme managers and operations team at Fji MCO and written UN Women guidance. This may include documenting processes for programme management, that could be added to the Fiji MCO “How to” series.Identify key training and on-the job learning needs for staff in the Vanuatu officeProvide support, mentoring & advice to programme/country office staff, and input into staff PMD plans/reviewsThrough proactive leadership, problem solving approaches & encouragement of work-life balance ensure country office is a positive & supportive work environmentSupport the regular country team meetings. Support the CPC to lead the weekly planning meeting, and participate in all programmatic meetings. Develop an agenda and template for minutes of the weekly meeting.Support and participate in regular meetings which are to be held with donor partners. Support the CPC and programme staff to develop systems to identify priority issues for reporting to donor partners, seek input from Fiji MCO, document key points from the discussion and feedback to Fiji MCO. Analysis of policy support / training needed.

Contribution to midterm performance discussions with supervisors – documented.

Agenda for weekly team meetings and template for minutes.

CPC supported to hold weekly team meeting– with team to produce minutes with clear action points / areas of responsibility circulated and shared with senior management team at MCO.

Up to 20 workdays

July - October 2022

Analysis and reporting:

Support CPC to provide monthly reporting to Fiji MCO on political, resource mobilization, program and partnership environment and opportunities. Establish a system for input from programme teams to the monthly report.Ensure that requests for information from Fiji MCO are responded to quickly or a timeframe provided.Attend monthly Country Programme Coordinator (CPC) meetings and Fiji MCO All Staff Meetings.Contributions to quarterly and technical reports by country office teams are quality reviewed and submitted to MCO on time. Support the CPC to submit the monthly CPC report submitted on time, before the 6th of each month.

Support teams to respond to emails within a 48-hour period – within the day for urgent emails.

Quarterly reporting for Vanuatu AWP for Q3&Q4 completed and submitted on time by Vanuatu team.

Technical reports submitted on time by Vanuatu team.

Up to 10 working days

July - October 2022

Support CPC with oversight of monthly financial reporting, asset management from all programme units:

Financial reporting including monthly reconciliations & acquittals, & quarterly budget reviews, is completed and submitted on-time and meets UNW quality requirementsBiannual assets verification reports are submitted on time to Fiji MCOProcurement planning. Monthly financial reports are submitted by Vanuatu team to MCO on time.

End of year asset verification submitted by Vanuatu team on time to MCO.

System put in place to ensure procurement planning conducted and updated monthly – clear plans shared by Vanuatu team with operations and programmes for procurement – revised quarterly procurement plans.

Up to 8 working days

July - October 2022

Support CPC with UN Interagency Coordination:

Attend coordination meetings with relevant programme staff including UNCT Monthly Meetings, Spotlight meetings, Government of Vanuatu meetings and Head of Agency meetings.UN Women country office team is up to date on all relevant UN-wide coordination activities and developments through support for CPC participation in all relevant UN coordination meetings.MCO staff (SMT and Program leads/managers) are kept up to date on relevant country-level UN coordination activities.Support CPC to lead UN Women’s normative work at the country level including ensuring support to CEDAW, CSW, UPR and other reporting mechanisms, SDG reporting and the UN Voluntary National Review processes. Gender is reflected and mainstreamed in all UN Pacific Strategy (UNPS) country-level processes and reporting through the provision of quality and timely inputs by UN Women.Support CPC to contribute and submit feedback on time to UNPS and development of joint country action plans and other UN reporting fora. Suppport CPC to ensure information provided in a timely fashion through monthly CPC reports.

Support CPC with ad hoc reporting of significant activities to Vanuatu team and Fiji MCO.

Gender equality programming at the country level is reflected accurately in joint country action plans and UNPS reports.

National reports and reviews reflect UN Women’s input.

Up to 12 working days

July - October 2022

Develop systems and processes to enable CPC to support, create and facilitate partnerships with government, UN agencies, donors, private sector, partners:

Support CPC to maintain good working relationships with key stakeholders including government, donors and CSOs that facilitate program development and implementation, including through actively contributing to key meetings and events.Support CPC and programme staff to provide regular briefing to key stakeholders regarding UN Women’s programming.Support CPC to proactively provide timely up to date donor and partner feedback to MCO.Support CPC to provide timely up to date feedback to MCO on any in country changing situations that may potentially affect UNW’s programming work.Support CPC to facilitate coordination and liaise with the Government in supporting the gender and protection cluster, and on work related to women’s resilience and climate change.Support CPC to represent UN Women in the humanitarian cluster system. Support CPC to ensure information provided in a timely fashion through monthly CPC reports.

Support CPC with ad hoc reporting to Fiji MCO including meeting minutes with key partners including government, CSO and donor partner meetings.

Up to 12 working days

July - October 2022

Identify programming entry points and areas of cooperation in alignment with UN Women priorities:

Ensure Project interventions are developed based on analysis of the in-country situation.Coach CPC and programme staff to be able to identify and determine programmatic areas of cooperation through participation in relevant development fora and coordination mechanisms.Ensure relevant staff at MCO are aware of funding and other partnership opportunities through regular reporting from country office.Support the mobilization of additional resources for programming through support from country office team including inputs into project proposals.

Project interventions are represented in project documents, donor reports, AWPs, and proposals

High quality, timely submissions to PMs/MCO in writing.

Up to 4 working days

July - October 2022

Support for advocacy and events:

Work with Vanuatu office to support advocacy networks at national level and with international networks in country and communities of practice, including support and implement advocacy and campaigns with partnersUNW events/advocacy in country or regionally are supported through the input & review of relevant documents including press releases, publications .Work with Vanuatu team to ensure in-country missions & high-level visits run smoothly, including guiding team onthe provision of quality, timely logistical support and relevant briefings. Support Vanuatu office to develop communication plans and implementation of the plan, including input to press releases, publications, project reports, and social media.

Mission reports, technical advice & feedback.

Up to 6 working days

July - October 2022

Support UN Women to effectively and efficiently participate and support emergency response and recovery:

Support Vanuatu country team and Fiji MCO during an emergency response.Support CPC in their role as security focal point to ensure Business Continuity Plans are in place for the office, including phone trees, work from home plans and other required protocols. Timely advice and reporting to country team and Fiji MCO

Support CPC with BCP for Vanuatu office

Up to 8 working days

July - October 2022

TOTAL

60 working days

Final submission of deliverable, prior to final payment to be 1 week before 17th October 2022)

All the documents, including the training materials, mapping exercise, video footage and images materials and reports should be submitted in written English language.

Note that all materials, including images will remain property of UN Women and cannot be used without UN Women’s permission.

Upon receipt of the final deliverables and prior to the payment of the instalment, the deliverables, related reports, and documents will be reviewed and approved by UN Women at least within one week of submission.

Inputs

The Consultant will be provided with a desk and computer in the UN Women office and will have access to UN Women facilities in the office including, such as printer, copier and phone.In the event that domestic travel is required, UN Women will cover the costs of daily subsistence allowance (DSA) as per standard UN rate, as well as the costs of in-country travel.The Consultant will be responsible for all administrative and travel expenses associated with undertaking this assignment to be based in Port Vila.

Management Arrangements:

The Consultant is expected to work in the UN Women Country Presence Office in Port Vila, who will provide overall management and supervision. The Vanuatu CPC will review and approve all outputs by the Consultant and shall work in close coordination with the Country Team / MCO Team.

Travel

No domestic or international travel is envisaged.

Travel will be pre-approved by UN Women and paid/arranged for by UN Women in accordance with the existing UN Women travel rules, policies and procedures.

Performance Evaluation

Contractor’s performance will be evaluated based on: timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered.

Financial Arrangement

Payment will be disbursed on a monthly basis, upon submission and approval of deliverables and timesheets with actual days worked and certification by the Representative, UN Women Fiji MCO (or her nominated delegate) that the services have been satisfactorily performed.

Payment will be made within 30 (thirty) days after receipt and acceptance of the specified deliverable and corresponding invoice but only after UN Women have certified that the services have been satisfactorily performed by the Consultant.


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

Ability to think conceptually, strategically and analytically;Demonstrates strong oral and written communication skills;Consistently approaches work with energy and a positive, constructive attitude;Results oriented, flexible and problem-solving skills.


Required Skills and Experience

Required Experience and Qualifications

The Consultant should fulfill the following requirements:

Education

Masters’ degree or equivalent in international development, gender, human rights, applied anthropology, or other related fields is required.A first-level university degree with two (2) additional years of progressively responsible experience at the national and/or international level may be accepted in lieu of Master’s degree.

Experience and skills

At least 5 years (Masters Degree) or 7 years (Bachelors Degree) of progressively responsible experience at the national or international level in design, planning, implementation, monitoring, and evaluation of development projects and establishing inter-relationships among international organization and national governments, preferably in the field of gender and human rights of women.Advanced understanding of gender equality and women’s human rights.Experience working with diverse group of people with sensitivity and inclusivity.Experience with project management, report writing, and documentation is an asset.experience in working with international organizations (successful experience in working with UN agencies is an asset).

This vacancy is archived.

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