Consultant - Event and Logistics Un Women Africa

2 weeks ago

Pretoria, Gauteng, South Africa United Nations Development Programme (UNDP) Full time

LOCATION:

Pretoria, SOUTH AFRICA

TYPE OF CONTRACT:

Individual Contract

STARTING DATE:

APPLICATION DEADLINE:

11-Mar-24 (Midnight New York, USA)

POST LEVEL:

National Consultant

DURATION OF INITIAL CONTRACT:

25 working days

TIME LEFT:

7d 7h 53m

LANGUAGES REQUIRED:

English

EXPECTED DURATION OF ASSIGNMENT:

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.


UN Women South Africa Multi-Country Office (SAMCO) is based in Pretoria, South Africa and serves five countries: South Africa, Botswana, Lesotho, Namibia, and Swaziland.

Communication is central to the functioning of modern organizations, including UN Women in Africa. The strategic use of communication can significantly increase influence and support organizations' outcomes. It is therefore critical for organizations to fully leverage all their communication assets to achieve impact and drive success. Communicating effectively is an important part of achieving this agenda. Over its first decade of existence, UN Women has already made significant progress in that arena, but gaps remain.

To further maximize impact, it will be essential to further connect the dots:
build synergies across the organization, enhance coordination, and build communication capacity across the region.

Key components of this retreat will include: editorial writing, practical session by visiting the project sites and documenting UN Women's impact; innovation in communications; goodwill ambassador programme and global campaigns; and multimedia production


Building on last year's successful Africa Communications Retreat the East & Southern Africa and West & Central Africa UN Women Communications Units will convene the annual retreat in Cape Town, South Africa to re-examine the lessons learned from previous years and devise more unified, structured, all-encompassing, and appropriate strategies for addressing communication practices in the region.

The consultant will be required to assist in the planning and coordinating logistics prior to, during and after the retreat.


The consultant will be reporting to the communication analyst, and supported by the programme associate, who will be the point of contact on the contract and payment issues.


Duties and Responsibilities:

Deliverables

  • The consultant will be responsible for ensuring appropriate organizational and logístical support for the organization of the events as requested and in accordance with the description of services.
  • Develop a detailed workplan and timeline for the tasks to be delivered
  • The consultant shall develop the Activity Report after the completion of the Event, which would include but will not be limited to date, location, hotel/guesthouse name, list of participants, nature of services delivered, breakdown of costs.
  • Facilitate Ground Transportation
  • Participants' queries: Act as focal point for questions received from the participants, potential speakers, and other before and during the meeting;
  • Event materials: Assist in the production, organization and transportation of the event materials and collateral;
  • The consultant is expected to periodically meet with UN Women Team for eventplanning purposes.

Bedore the event

  • Identify suitable accommodation for event participants, request quotation, negotiate preferential rates (lower than the displayed or walkin guest rates) and other terms and conditions. To present the original invoice and transfer all discounts to UN Agencies. Preference should be given to the UN security precleared hotels and hotel with preagreed for UN Agencies preferential rates.
  • Confirm accommodation, coordinate necessary changes or cancellation, and absorb charges for cancellation or any other change caused by contractor's fault or negligence.
  • Identify suitable venue, request quotation, negotiate preferential rates and other terms and conditions. To present the original invoice and transfer all discounts to UN Women. To liaise and coordinate with conference venue on all organizational issues. The price should be in line with the market prices. The recommended venue should have an acceptable security system (including fire safety system), outside lighting of territory, space for temporary parking, heating, air conditioning and ventilation systems, water closets nearby the event room. When requested, the venue should be wheelchair accessible and inclusive including but not limited to event room, toilets, elevators, fire exit, etc.
  • Assure high speed reliable internet connection and power outage backup systems.
  • Check the venue security system, accessibility, and test good functioning of the equipment.
  • To assu

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