Background

Background/Context

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.

In Indonesia, UN Women works with government, civil society organizations, academia, the media, the public and private sectors to address national priorities of gender equality and women’s empowerment. Placing the advancement of women’s rights at the centre of our work, UN Women Indonesia focuses on (1) ending violence against women, (2) women’s economic empowerment, (3) governance, peace, and resilience.

To support the effective implementation of the program’s activities, the UN Women Indonesia Office seeks to embark on a series of targeted events.

In response to the office’s event support needs for the purposes mentioned above, UN Women Indonesia Office aims to hire a consultant to provide timely and high-quality event support services. The consultant will be engaged under a retainer contract, allowing for direct engagement based on need and availability within the contract period.

Duties and Responsibilities

Description of Responsibilities /Scope of Work

The consultant for event support will be responsible for support the preparation with the events starting from preparing the invitation to completion of the events. The individual will focus to success of the event.

• Sending out invitation, checking participants and invitees confirmation of attendance
• Preparing hotel reservation (accommodation and meeting room) for the event
• Preparing supporting documents for bidding process namely Micro Purchase Canvass Form if the LTA Hotel is not available.
• Collecting supporting data from participants for the ticket purchasing process
• Preparing ticket reservation for meeting participants
• Assisting Project team in organizing the event in the location
• Ensuring the facility for event and /or accommodations are well prepared.
• Administrative support during the event
• Assisting admin assistant for preparation of settlement report after the event is conducted.
• Preparing supporting documents for payment process e.i. boarding pass, tickets, ITA, attendance record, Id card and receipt form of DSA
• Filling and storing all documents in Project share folder.
• Work in close collaboration with UN Women Indonesia team to ensure full compliance with the projects’ priorities.

Deliverables

• Sending out invitations, checking confirmations of attendance from participants and invitees.
• Preparing hotel reservations (both accommodation and meeting room) for the event, and arranging ticket reservations for meeting participants.
• Assisting the Project team in organizing the event at the location.
• Ensuring that all supporting documents for the payment process are complete and compliant with the regulations applicable to the settlement report.
• Assisting with the preparation of the settlement report after the event is conducted.
• Filing both hard copies and soft copies of the supporting documents

Consultant’s Workplace and Official Travel

This is an office-based consultancy.

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

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:

• Ability to coordinate all aspects of event management including venue, accommodation, and travel arrangements, ensuring smooth operation.
• Strong communication capabilities for interacting with participants, team members, and vendors, as well as handling invitations and confirmations effectively.
• Understanding of regulatory requirements related to financial processes, with a keen eye for detail in maintaining and verifying compliance through proper documentation.
• Skilled in managing logistical details and administrative tasks, including file management and documentation in both digital and physical formats

Required Skills and Experience

Required Qualifications:

Education:

• Completion of secondary education required.

• Bachelor’s degree in related field is an asset.

Experience:

• At least Four years of progressively responsible work experience in event organizing and meeting arrangement
• Experience in budget management for event and meeting arrangement.
• Experience working with various multi-stakeholders.
• Experience in developing event report both for narrative and financial report
• Excellent communication skills
• Previous working experience with UN and other international organizations is an asset.
• Strong integrity and respect for diversity, human rights and gender equality.
• Ability to work quickly and responsively and demonstrative initiative.

Language and Other Requirements:

• Fluency in English is an asset.

How to Apply

Interested candidates are requested to submit electronic application no later than 24 May 2024.

• CV
• Letter for Expression of interest/Cover letter (maximum length: 1 page)
• Completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc )
• Financial proposal in IDR. The financial proposal shall specify a daily rate (inclusive of any costs as communication, administrative costs,…)

Please merge these documents into one PDF file. Click ‘Apply Now’, enter your information, and upload the merged submission of package (under 10MB). All applications must include financial proposal.