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. Placing women’s rights at the centre of all its efforts, UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.

A key area of concern for UN Women is women’s economic empowerment (WEE) as expressed in UN Women’s Strategic Plan 2022-2025 as well as in the targets and indicators of Sustainable Development Goal (SDG) 5 for gender equality and women’s empowerment and several other SDGs relating to inclusive growth, decent work, ending poverty, reducing inequality, and revitalizing the global partnership for sustainable development.

Against this context, UN Women ROAP is seeking an Event and Programme Support Consultant to provide comprehensive support for event management, including travel booking and travel allowance preparation for meeting participants. Examples of events to manage include but are not limited to: Asia Pacific Care Forums, WEPs Award events and Women’s Rights Organizations Capacity-building workshops. The Consultant will also provide programme and administrative support.

Duties and Responsibilities

Description of Responsibilities /Scope of Work

Reporting to the Programme Specialist – Migration and Care Economy with a dotted line report to the Programme Finance and Admin Associate, the Consultant will work with and provide support to the members of the Project Team in the development and implementation of the work of the regional projects. The scope of work includes the following:

Event Management Support

• Assist in planning, organizing, and executing events, workshops, conferences, and training sessions.
• Coordinate logistical arrangements for events including venue booking, catering, audio-visual equipment, and materials preparation.
• Handle travel arrangements and accommodations for participants, including booking flights, hotels, and local transportation.
• Prepare travel allowances and ensure timely disbursement to participants and follow-up on travel claims and process necessary reimbursement timely.
• Maintain accurate records of all event-related expenses and provide regular financial reports.
• Support the development of event agendas, briefing notes, and participant lists.
• Pre-procurement tasks including preparation of procurement plans and documentation, canvassing, request for quotations and recruitment of consultants.
• Post-procurement tasks including tracking contract deliverables, processing payments, and contract amendments/extensions.

Programme and Administrative Support

• Provide programme and administrative support to the programme team in the preparation and regular updating of various programme documents such as work plans, budgets, and project reports.
• Draft non-substantive correspondence and assist in the preparation of presentations and other documents.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval, including for audit preparations. Ensure safekeeping of confidential materials.
• Assist in reviewing and preparing documentation on the procurement of goods and services and support contract tracking.
• Create requisitions in Quantum and/or Atlas for receipt of goods and services, including making budget checks for requisitions, POs, and vouchers.
• Provide support in monitoring contracts with individuals and partners as needed.
• Perform other logistical and administrative duties as required.

Expected Deliverables

Provide a monthly summary report or tracking sheet on:

• Detailed event planning timeline and checklist, including tasks and responsible persons.
• Venue booking confirmation, catering arrangements documentation, and list of audio-visual equipment needed.
• Comprehensive travel itinerary for each participant, including flight and hotel booking confirmations.
• Summary of travel allowances disbursed and a tracking sheet of travel claims and reimbursements.
• Monthly financial report detailing event-related expenses.
• Finalized event agenda, logistics notes, and participant list.
• Procurement plan and documentation, including procurement and consultant recruitment status.
• Tracking sheet of contract deliverables, payment processing status, and contract amendments/extensions.
• Reviewed and prepared procurement documentation and contract tracking sheet.
• Created requisitions and performed budget checks.
• Log of additional tasks performed.

Consultant’s Workplace and Official Travel

This is an office-based consultancy in Bangkok, Thailand. Travel outside duty station is not required.

SCHEDULE OF PAYMENTS

A monthly rate will be paid upon submission of deliverables with an approval of the supervisor.

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

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Good knowledge of programme and project management;
• Ability to administer and execute administrative processes and transactions;
• Ability to create, edit and present information in clear and presentable formats;
• Ability to manage data, documents, correspondence and reports information and workflow;
• Strong financial and budgeting skills;
• Strong IT skills.

Required Skills and Experience

• Thai nationality

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business Management, Public Administration, Budget and Finance, Human Resources, Law, Political and Social Science, International Relations or other relevant discipline is an asset.

Experience:

• At least 5 years of relevant administrative or programme/project support experience in international or national organizations/agencies
• Experience on identification of possible suppliers, canvassing and requesting for quotations, and organizing logistical and financial documentation is an asset;
• Experience on coordination and organization of trainings of trainers, workshops, or other trainings is required;
• Demonstrated track record of producing high quality documentation reports and safekeeping project documents relevant for donor reporting;
• Experience working with the UN Agencies or other international organizations is an advantage
• Experience in using ERP system, e.g. Atlas or Quantum is required

Language skills:

Proficiency in English.

How to Apply

• UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc
• Cover Letter, containing the statement on candidate’s experience in line with the scope of work and requirements.

(Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.)

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, 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.