National Consultant-Conference Coordinator

  • Added Date: Wednesday, 26 February 2020
  • Deadline Date: Tuesday, 10 March 2020
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.

Women and girls are doubly at risk from natural disasters and climate change. They face huge difficulties in responding, adapting and recovering from such calamities. Bangladesh is one of the countries most at risk from the negative impacts of climate change and one of the most disaster-prone countries in the world. Low representation of women in decision-making processes has an implication on women’s ability to influence disaster risk reduction (DRR) and climate change decision-making processes and its implementation. Women’s limited voice also means that women may not be able to benefit equally from climate change and DRR resources made available to the country. Furthermore, women are more likely to be regarded as a vulnerable group, rather than as leaders and contributors to building disaster resilience at national and local levels. Available information shows that efforts to promote gender equality in DRR have focused largely on advocacy and awareness raising. Unfortunately, commitment to gender issues is rarely stated explicitly; rather, it can only be assumed to be an implicit part of larger commitments to the Sendai Framework for Action and national level disaster management plan. At the programme or operational level, implementation is ad hoc and inconsistent.

Since 2012 UN Women Bangladesh Country Office (BCO) has been working on Disaster Risk Reduction/Climate Change Adaptation (DRR/CCA) supporting disaster and climate vulnerable women from the most disaster prone parts of the country and generating knowledge through series of research and studies to create evidence on how gender inequality drives vulnerability and marginalization and determine ways in which achieving gender equality can lead to a more resilient and empowered Bangladesh. UN Women’s efforts to mainstream gender in DRR/CCA policies strategies and actions, with the belief that such gender responsive DRR/CCA & humanitarian programmes and policies will lead to resilience and empowerment of women and girls, is acknowledged by the stakeholders. To get the momentum going and to strengthen political commitment on the agenda, UN Women Bangladesh has planned to hold an International Conference on Gender Responsive Resilience in October 2020 in partnership with relevant ministries of the Government of Bangladesh, academic institutions and development partners.  

Duties and Responsibilities

Scope of Work: 

Under the direct supervision of Programme Specialist, DRR-CCA-HA, UN Women the Conference Coordinator, will have overall responsibility for the preparation and successfully holding of the International Conference – Gender Responsive Resilience. 

Duties and Responsibilities: 

  • Prepare a strategy note for the conference that will reflect the main goal, objectives, strategies and focus of the conference as per the recommendations of the various consultations. 
  • Finalize a concept note for the International Conference along with a comprehensive plan for the conference. The concept note should consist of but not limited to 
  • Theme of the conference. The unifying message that the speakers will deliver and what would be the key takeaway for conference attendees. 
  • Various sessions and the schedule
  • Tentative budget for the conference which includes preferred venue, accommodation, transportation, catering, speaker fees (if any), conference sessions, publicity etc.  
  • With guidance from the DRR-CC-HA team, make different committees e.g. registration committee, logistics committee, content committee, communications committee etc. and allocate duties by area for successful implementation of the conference. 
  • Communicate with potential speakers and sessions hosts and finalize session plan
  • Support/facilitate securing sponsors and potential partners/co-organizers
  • Facilitate getting on board event management company for managing overall administration of the conference
  • Communicate with universities (e.g. Women and Gender Studies, Institute of Disaster Management and Vulnerability, Department of Disaster Science and Management of Dhaka University) for volunteers
  • Facilitate finalizing communications plan around the conference to promoting the conference via all available channels e.g. Social media sites (Facebook, LinkedIn, Twitter), print and electronic media
  • Guide event management committee to build an interactive website for the conference 
  • Coordinate with paper review committees to get the papers review in advance 
  • Scheduling Work and Activities - scheduling session, activities, as well as the work of others. 
  • Day to day communication with the organizing committees, partners, event management company , reviewers, volunteers 
  • Support administrative details such as hiring, contracting with vendors, financial operations, dissemination of promotional materials, and responses to inquiries.
  • Supervise volunteers
  • Review event bills and facilitate vendors payment in time 
  • Carry out day-to-day troubleshooting and address problems as they arise.

Duration of the assignment: 

The assignment will be for 8 months (commencing on 01 April 2020 and completed on 30 November 2020).  Duty station is UN Women Bangladesh Country Office.  

Expected deliverables and payment modalities 

Payments will be made monthly based on deliverables as follows 

Deliverables/Output

Target Due Dates

Draft strategy and concept note for the conference

Payment will be processed at the end of each month for the number of days worked based on submission of progress report on tasks completed during the month with deliverables produced.

Support provided to BCO to raise funds for the conference

Communicated and confirm potential speakers and sessions hosts and finalize session plans from home and abroad

Briefed ToRs for each committee e.g. registration committee, logistics committee, content committee, communications committee, etc.

Supported, and kept track of progress made by various committees

Managed partnership with relevant ministries of the Government of Bangladesh, academic institutions and development partners, and all other co-hosts and sponsors

Managed volunteers: assigning tasks and following up on progress made

Draft Communication plan for the conference

Supervised updating of webpage of the conference with latest news and developments

Supported DRR/CCA/HA team in liasing and maintaining relationship and communication with the donors and sponsors

Supervised communication with Electronic and print media: co-hosts, as well as other to promote the conference, pre-during and after periods.

Produced Talking Points for various guests and speakers as required

Produced the conference report

Day to day administrative support provided for the conference

Performed any other tasks required by the supervisor(s)

 

Milestone Payment linked with deliverables: 

Payments will be made each month against upon acceptance of monthly progress report and the number of working days and certified by the Programme Specialist. 

Performance evaluation:

• Consultant’s performance will be evaluated against the tasks completed and based on timeliness, responsibility, initiative, communication, accuracy; and quality of reports, and communication materials produced.

Travel and DSA:

No DSA will be paid at the duty station. If unforeseen travel outside the duty station not required by the Terms of Reference is requested by UNWOMEN, and upon prior agreement/approval, such travel shall be UNWOMEN  expenses and the individual contractor/SSA shall receive a per-diem not to exceed United Nations daily subsistence allowance rate in such other location(s).

Competencies

Functional Competencies:

  • Demonstrated development/programming skills particularly those that are pertinent to UN Women strategic priorities on gender issues and women’s rights
  •  
  • Ability to develop detailed operational plans, and deliver on them for development results
  • Good report writing skills
  • Ability to establish and maintain broad strategic networks and partnerships with various partners including government organisations,  international organisations, academics, and media.  
  • Demonstrated good oral and written communication skills
  • Good command over English language

Core competencies:

  • Ethics and Values: Demonstrate and safeguard ethics and integrity
  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making

Required Skills and Experience

Education:

  • Master’s degree (or equivalent) in Communication, Public Relations, Journalism, Social Science, Development or a related field.

Technical Competencies:

  • At least five (5) years of work experience in organizing seminars, conferences; managing campaigns, coordinating teams and partnership relations. 

Additional Capacity:

  • Experience of coordinating multiple and diverse stakeholders, including high-level individuals
  • Understanding of disaster management and gender equality and women’s human rights would be considered as added advantage;
  • Demonstrated experience of synthesizing inputs from a range of stakeholders  

Language Requirements:

Fluency in English and Bangla (high quality written and spoken). 

Price Proposal and Schedule of Payments
Consultant must send a financial proposal based on Lump Sum Amount. The total amount quoted shall be all-inclusive and include all
costs components required to perform the deliverables identified in the TOR, including professional fee, travel costs, living allowance (if
any work is to be done outside the SSA's duty station) and any other applicable cost to be incurred by the SSA in completing the assignment.
The contract price will be fixed output-based price regardless of extension of the herein specified duration. Payments will be done upon
completion of the deliverables/outputs and as per below percentages

Evaluation Method and Criteria:
Individual consultants will be evaluated based on the following methodology.

Cumulative analysis-

The award of the contract will be made to the individual consultant up on Cumulative Analysis/evaluation and determined as:
1. Responsive/compliant/acceptable; and
2. Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the
solicitation;
Only candidates obtaining a minimum 70% mark in technical evaluation will be considered eligible for financial evaluation.
Technical Criteria for Evaluation (Maximum 70 points out of 100)


Criteria-01; Academic Qualification- Max Point 20
Criteria-02; Number of years experience in organizing seminars, conferences; managing campaigns, coordinating teams and partnership relations-Max Point 30
Criteria-03; Experience coordinating multiple and diverse stakeholders, including high-level individuals- Max Point 30

Criteria-04; Experience and understanding of disaster management, Climate change, environment, gender equality, and women’s rights- Max 20

The total number of points allocated for the technical qualification component is 70. The technical qualification of the individual is evaluated based on following technical qualification evaluation criteria:

Only the candidates who have attained a minimum of 70% of total points (70) will be considered as technically-qualified candidate.

Interested candidates will submit the following documents/information to demonstrate their qualifications.
 

To be included as part of the proposal:
•    A brief expression of interest: a brief narrative presenting your suitability for this assignment and proposed action plan for carry out of this assignment;
•    UN Women Personal History form (P-11) which can be downloaded from: http://www.unwomen.org/about-us/employment
•    Sample work;
•    Personal CV (of no more than 4 pages);
•    Financial proposal for the full assignment as lumpsum amount, which may include fees for total assignment; expenses for materials and any other practical expenses.

Only applications including all items mentioned above will be considered.

NOTE: Documents required before contract signing:

UN Personal History Form;
Full medical examination and Statement of Fitness to work and travel for consultants with travel involved. (This is not a requirement for RLA contracts);
Security Certificate BSAFE: EN: https://agora.unicef.org/course/info.php?id=17891;
Individual subscribers over 65 years of age are required to undergo a full medical examination including x-rays at their own cost and obtaining medical clearance from the UN Medical Director prior to taking up their assignment;
Release letter in case the selected consultant is government official.
Only applications will all items mentioned above will be considered

All applications must include (as an attachment) the CV and the financial proposal. Applications without financial proposal will be treated as incomplete and will not be considered for further assessment. “Personal History Form - P 11” can be downloaded from http://www.unwomen.org/en/about-us/employme

Note: The individual consultant who does not meet the above eligibility criteria shall not be considered for further evaluation. Necessary documentation must be submitted to substantiate the above eligibility criteria.


This vacancy is archived.

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