Result of Service

The consultant will provide technical advice and support the execution of activities related to Urban Circuit 2023. The consultant will work in close collaboration with the programme team of UN-Habitat in Rio de Janeiro and consultants hired to implement the Urban Circuit.

Work Location

Home based

Expected duration

Six (6) months upon the signature of the contract. The consultancy has an expected duration of six (6) months, with key milestones provided in the calendar of activities concentrated in four (4) months with two additional “contingency” months totalizing six (6) months.

Duties and Responsibilities

Background

The main mandate of the United Nations Human Settlements Programme (UN-Habitat) is to promote sustainable development of human settlements and policies conducive to adequate housing for all. Within this framework, UN-Habitat supports central and state governments, as well as local authorities and other partners for the implementation of the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda.

UN-Habitat helps the urban poor by transforming cities into safer, more inclusive, compact, integrated, resilient and connected places with better opportunities where everyone can live with dignity. It works with organizations at every level, including all spheres of government, civil society and the private sector to help build, manage, plan and finance sustainable urban development.

The Regional Office for Latin American and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis in developing and managing activities in the host country. Indeed, for the past years, UN-Habitat has expanded its portfolio in Brazil by working with the three tiers of government in order to support the formulation and implementation of more effective, sustainable, participative and socially fairer urban economic, social and environmental policies.

Each year, UN-Habitat celebrates Urban October, which begins with World Habitat Day and ends with the World Day of Cities. To promote the debate on the themes of each year’s Urban October throughout Brazil, the UN-Habitat office in Brazil created, in 2018, the Urban Circuit: an initiative to provide institutional support and visibility to events organized by various actors. In 2023, the 6th edition of the Urban Circuit will be held in hybrid format, with live online and in-person events or recorded and published later.

In order to properly implement the initiative, a Senior Event Coordinator is required to work directly with the Urban Circuit coordination team.

Report to UN-Habitat Manager

The Senior Event Coordinator reports to Mrs. Rayne Ferretti Moraes, National Officer for Brazil, who will evaluate him/her.

Responsibilities

Under the overall supervision of the National Officer for Brazil, the Consultant will:

General
a) Define a Work Plan considering UN-Habitat’s schedule for the project;
b) Maintain an orderly and accessible information file system on the information and data produced;
c) Be responsible for the delivery according to deadlines for each product;
d) Prepare all reports according to the Portuguese standard norms, following the norms of the Brazilian Association of Technical Norms (ABNT);
e) Ensure that the technical activities are aligned with the quality expectations of UN-Habitat.

Specific
a) Manage the implementation of the Urban Circuit’s strategy and plan;
b) Manage programmatic and communications teams;
c) Manage the programmatic content and delivery of final Urban Circuit’s programme;
d) Coordinate the delivery of communication strategy and package in close articulation with Communications Assistant and Graphic Designer;
e) Elaborate guidelines for events proponents and speakers;
f) Orient and manage different contact channels for events proponents;
g) Report on events production and evaluation;
h) Pre-production and management of virtual events and case handling.

The Consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE is required to be accredited during the first month of employment.

The Consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System.

Outputs/Work Assignment

The Consultant will deliver the following products:

Product 1: Work Plan
1. Work Plan including a roadmap for implementation, timeline of activities, tools, definition of deadlines and processes according to the initiative’s schedule
Expected delivery date: 15 days after signing the contract

Product 2: Guidelines for events proponents and speakers
1. Elaborate guidelines for events proponents and speakers with orientation, rules and best practices for accessing the virtual rooms and the execution of events;
2. Orient and manage different contact channels for events proponents: events virtual platform, orientation for transmission of in person events, e-mail, instant messaging applications, social networks and telephone.
Expected delivery date: 50 days after signing the contract

Product 3: Final Urban Circuit’s programme
1. Support for the distribution of events by date and time, for both live and pre-recorded events;
2. Contact and confirmation of participation of the proponents registered in the event;
3. Constant updating of the programme on the website and social networks involved, until the post-initiative period;
4. Prior revision of texts for publication on the Urban Circuit website;
5. Establishment and standardization of the layout for submitting work and presentations in the activities;
6. Production of content and communication with speakers and event proponents for organization, obtaining presentation files and guidelines for accessing the virtual rooms;
7. Oversee onboarding, orientation and scheduling for each event;
8. Oversee publication of in-person events’ materials and summary videos on the website.
Expected delivery date: 70 days after signing the contract

Product 4: Report on events production, post-production and evaluation
1. Coordinate the backstage and pre-production, including previous alignment with event proponents, collection of materials to be presented, internet connection, ambiance, lighting and general scenography, equipment, and handling of the necessary applications;
2. Case and issues handling;
3. Plan and coordinate the key events organized by UN-Habitat and guarantee their higher visibility, accessibility and quality;
4. Coordinate the elaboration of an evaluation form for events proponents, engage their participation and report on results;
5. Monitor and report performance and data of Urban Circuit visibility and public;
6. Coordinate certificates issuing to proponents and speakers.
Expected delivery date: 120 days after signing the contract

Qualifications/special skills

Academic Qualifications:

Required:
Bachelor’s Degree in Administration, Public Relations, Social Sciences, Social Communication or related fields is required. Postgraduate Degree (Stricto Sensu) in the field of event management is required or six years of relevant experience to the post beyond the requirement.

Experience:

¿ A minimum of fifteen (15) years in planning, coordination and execution of events is required (Time of experience as self-employed, interns, and part-time count as 50%. Non-relevant experience for the position is not counted);
¿ Experience in managing large scale and virtual events is required;
¿ Professional and academic experience on themes related to social development and environmental sustainability is highly desirable;
¿ Deep knowledge of the Brazilian context and culture is desirable.

Skills:

¿ Good computer skills Microsoft Office package, Google package (Gmail, Drive, Docs, Sheets, Forms) and Web search engines is required;
¿ Good command of virtual events platforms and broadcasting such as StreamYard and YouTube is highly desirable;
¿ Good knowledge of different communications channels and their languages: instant messaging applications, social networks, email, telephone is desirable.
¿ Good knowledge on project management methodologies is desirable;
¿ Excellent internal and public-facing communications skills is desirable.

Knowledge Management

¿ The person must know the processes, procedures and norms of UN-Habitat, in order to guarantee an adequate quality of the activities described above, following the standards of the organization.
¿ The person will propose formats and procedures that allow the efficient implementation of the activities related to the project development.
¿ The person must know the file of the Office, work with it and ensure its proper maintenance, accessibility for all staff and due updating.
¿ The person will prepare databases related to the project running.
¿ The person will make sure that all relevant technical information will be adequately shared with the correspondent staff.
¿ The person will ensure that all produced material will be fit-for-purpose and delivered, in an organized way, for posterior consultation and use of the Agency.

Competencies

¿ Professionalism: Experience working in an inter-institutional environment, project management, monitoring-evaluation; approaches and strategies with regard to good urban governance and local and regional development.
¿ Planning and organization: Professional approach to work, strong sense of responsibility, operate with minimal supervision; proven organizational skills and ability to manage a workload efficiently and within set deadlines.
¿ Communication: Ability to write clearly and effectively; listen to others, interpret messages correctly and respond appropriately; show openness in information sharing and keep everyone informed; solid abstract reasoning skills together with a proven capacity to write documents for diverse audiences.
¿ Teamwork: Ability to work with teams, demonstrate leadership, conflict management and consensus facilitation skills; ability to work in a multicultural and multi-ethnic environment, and to respect diversity; sensitivity to the main-streaming of vulnerability; willingness and ability to work in difficult environments.

Languages

¿ Fluency in Portuguese is required;
¿ English and French are the working languages of the United Nations Secretariat, and Spanish is the working language of the Regional Office. Good command in oral and written English will be considered as an added advantage.

Additional Information

Remuneration

SB-5/5 (UNDP Brazil Salary Scale, full time)
The consultant will receive a total amount of BRL 102,438.00, to be paid in four instalments, upon the presentation and approval by supervisor of the following products:

¿ Payment 1 (30%): Upon delivery and approval of Product 1 (BRL 30.731,40);
¿ Payment 2 (25%): Upon delivery and approval of Product 2 (BRL 25.609,50);
¿ Payment 3 (20%): Upon delivery and approval of Product 3 (BRL 20.487,60);
¿ Payment 4 (25%): Upon delivery and approval of Product 4 (BRL 25.609,50).

Travel details

The consultant must be available to travel to the places related to the activities in the country, if requested by the National Officer for Brazil and/or the International Officer. Travels will be coordinated and financed by UN-Habitat, according to the United Nations travel rules and guidelines.

Notes

Appointment against this post is on a local basis and only nationals from Brazil or external candidates who hold a permanent visa in Brazil may apply.

It is required for all the curricular information to be inserted in the system, which may take a few hours. Only complete applications in English will be considered.

All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.

Applications should be submitted through INSPIRA and must include all documents required at the system, please be ready to include the following information at the “Candidate Profile” (CP) at Inspira:

1. Cover memo (maximum 1 page)
2. Educational Background (incl. dates)
3. Professional Experience (assignments, tasks, achievements, duration by years/ months)
4. Expertise and preferences regarding location of potential assignments
5. Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)*
* Please note that Internships, self-employment and part-time count as 50%. In addition to it, note experience not relevant to the position will not be considered.

All applications should be submitted to: Inspira

Deadline for applications:
UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: [email protected]

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.