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. Placing women’s rights at the centre of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides 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 Communications and Advocacy, as expressed in UN Women’s Strategic Plan 2026–2029, as well as in the targets and indicators of Sustainable Development Goal (SDG) 5 on 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.

Within this context, the Regional Communications and Advocacy Unit of the UN Women Regional Office for Asia and the Pacific (ROAP) leads strategic communications, media engagement, digital advocacy, public campaigns and regional visibility initiatives to advance gender equality and women’s empowerment across Asia and the Pacific. The Unit supports regional advocacy efforts, high-level missions, intergovernmental engagement, donor visibility, multimedia storytelling and digital outreach, while strengthening partnerships with governments, civil society, youth networks, media organizations, private sector partners and the wider United Nations system.

Against this context, UN Women ROAP is seeking an Event and Programme Support Consultant to provide comprehensive support to the Regional Communications and Advocacy Unit, including coordination and logistical support for regional events, meetings, missions and advocacy initiatives; travel booking and travel allowance preparation for meeting participants; administrative and programme support; coordination with vendors and partners; and operational assistance for communications and advocacy activities across the region.

of responsibilities /Scope of work

Reporting to the Regional Communications Specialist, the Consultant will work with and provide support to the members of the Regional Communications and Advocacy team. The scope of work includes the following:

1. Provide administrative support to processing and facilitating proper documentation management:

• Store, manage, and track documents in a SharePoint database;
• Manage records management procedures and policies including documentation, record retention, and retrieval;
• Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
• Route documentations from country offices to the proper unit for processing;

• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

  2. Provide administrative support to travel arrangements and office transportation:

  • Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
  • Arrange travel and hotel arrangements for staff and visitors;
  • Oversee the drivers; manage their schedules;
  • Track and log the use of fuel.

  3. Coordinate assets management in the office and provide support to procurement:

  • Coordinate assets management in the office, prepare and submit periodic inventory report;
  • Inspect and verify of all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
  • Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
  • Maintain inventory records;
  • Lead the annual physical inventory verification exercise by checking the accuracy of records and location of property;
  • Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
  • Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
  • Process micro-purchase procurement requests;
  • Provide inputs to the preparation of procurement plans for the office and monitor their implementation.

  4. Provide administrative support to the organizing of the Regional Office’s meetings and panels:

  • Prepare presentation materials;
  • Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
  • Finalize memoranda, list of participants; and send letters of invitation and other documents;
  • Attend meetings, prepare minutes, and monitor follow up activities.

  5. Provide administrative support to financial services:

  • Prepare materials, estimates and other documents to support budget review, planning and preparation.

  6. Provide administrative support to knowledge building and knowledge sharing:

  • Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
  • Compile lessons learnt and best practices in Administration.

Expected deliverables

1. Timesheet or Certificate of Payment (COP) indicating days worked in table form.
2. Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

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:

• 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 qualifications

• 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.

Duration of assignment and Duty Station

From 1 July 2026 to 30 June 2029 (with maximum of 720 days of assignment period; UN Women does not warrant that the maximum of 720 days will be purchased). The service will be purchased during the term of the Agreement. The consultant will be engaged under a retainer contract, which facilitates direct engagement of the consultant depending on need and availability within the contract period for a pre-agreed fee. The consultant will be home-based.

Consultant’s Workplace and Official Travel

This is a home-based consultancy but travel to UN Women ROAP office in Bangkok is required for regular meetings.

SCHEDULE OF PAYMENTS

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

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