Job Description

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.

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 (4) 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.

Description of Responsibilities /Scope of Work

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

• Sending out invitations, 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 facilities for event and /or accommodation 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 i.e. 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.

Output

• 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 event-based consultancy.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

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 Values and Competencies Framework:

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, and 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.

IV. Required Qualifications

Education:

• Completion of secondary education required.
• Bachelor’s degree in communication studies or related field is an asset.

Experience:

• At least 6 years of progressively responsible work experience in event organizing and meeting arrangement is required.
• Experience in budget management for event and meeting arrangement is required.
• Experience working with multi-stakeholders, including managing large volumes of meeting participants, is required.
• Experience in developing event reports for both narrative and financial reports is an asset.
• Previous working experience with UN system is an asset.

Language and Other Requirements:

• Fluency in English is an asset.
• Fluency in Bahasa Indonesia is required.

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

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

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.