Administrative Consultant for Communications Support

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

The United Nations Entity for Gender Equality and the Empowerment of Women (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 Turkey, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025), UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. UN Women contributes to three UNSDCF outcomes: 1) Women and girls have improved and equal access to resources, opportunities, and rights, and enjoy a life without violence and discrimination; 2) By 2025, Persons under the Law on Foreigners and International Protection are supported towards self-reliance. 3) By 2025, governance systems are more transparent, accountable, inclusive and rights-based with the participation of civil society, and quality of judicial services is improved.

Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights and services in political, social, and economic life and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change. Key approaches include the provision of thought leadership and policy advice, capacity development and technical assistance, multi-stakeholder partnerships, and advocacy and communications.

Under its new Country Strategic Note and Communications and Visibility Strategy, the UN Women Turkey Office will be expanding its activities in the area of communications and advocacy, leveraging different partnerships, particularly with the private sector, youth and celebrities. In view of the expected increase in the scope and administrative workload of its communications activities, the Office is looking for a consultant to provide administrative support. Under the overall guidance of the Operations Analyst and direct supervision of the Communications Analyst, the Consultant is expected to support the UN Women Turkey Country Office by performing a variety of administrative tasks.

Duties and Responsibilities

1. Provision of general administrative and logistical support to the implementation of activities under the UN Women Turkey Office Communications Strategy, and operational functions in accordance with UN Women rules, regulations, policies, and strategies

• Assist the Communications teams in the administration and implementation of the daily activities;
• Provide administrative, logistical and organizational support for UN Women’s flagship campaigns and special days such as, International Women’s Day, International Girl Child Day, and 16 Days of Activism to end gender-based violence;
• Provide event support for UN Women’s communications activities such as launch events, exhibition openings, digital campaign kick offs, and others; Tasks may include: prepare invitation letters, contact participants, ensure collection of all relevant documentation related to travel of participants, prepare background materials for meetings and events, etc.
• Coordinate the preparation of requisitions, receipt, travel requests, Purchase Orders and supporting documents for payments on communications-related activities;
• Ensure the maintenance of a filing system, reports or other documentation on the communications activities.

2. Provide contractual and procurement support to the Communications team and project staff when necessary

• Provide support for procurement activities in the area of Communications and Partnerships with the private sector;
• Supporting the operational procedures and completing documentation on the preparation, selection, and payment processes for implementing partners/ responsible parties/ institutional service providers, which may be contracted to support the implementation of the Office’s Communications Strategy
• Support with recruitment and contract management of national and international consultants:
• Coordinate the contracting of consultants, assist in preparing Terms of Reference (TORs) and contract extension documents when necessary; coordinate the timely deliverable track, timesheet submission and payment of consultants and services;

3. Provide administrative support to processing and facilitating proper documentation management of communications-related activities ?

• Store, manage, and track documents in a SharePoint database;
• Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;

4. Perform any other duties in line with the above responsibilities as may be assigned by Supervisor.

Assignment and Payment Schedule

The duration of the contract is for 12 months during the period from 01 March 2022 to 28 February 2023.

The Consultant is expected to invest approximately 21.75 working days per month for this Assignment.

The Consultants shall be paid upon successful completion and acceptance of their timesheet submitted at the end of each month by them. The payment shall be affected only if the timesheets are submitted to the UN Women Communications Analyst on a monthly basis. Without submission of and approval of the timesheet, the Consultants shall not receive any payment even they invest time for this assignment.

The Consultants will be paid in local currency at the end of each month.

Travel:

No travel requirements are envisioned under this assignment. In case of an unforeseeable travel, the travel arrangements will be handled by UN Women as per the UN Women rules and regulations.

Mandatory Courses:

Mandatory courses for this assignment will be around 8 hours. The Consultant shall complete all the mandatory and further required UN courses, training and modules on time. The certificates shall be submitted to the Hiring Manager.

The Consultants will be paid in local currency at the end of each month.

Travel:

No travel requirements are envisioned under this assignment. In case of an unforeseeable travel, the travel arrangements will be handled by UN Women as per the UN Women rules and regulations.

Mandatory Courses:

Mandatory courses for this assignment will be around 8 hours. The Consultant shall complete all the mandatory and further required UN courses, training and modules on time. The certificates shall be submitted to the Hiring Manager.

Key Performance Indicators

• Adherence to UN Women standards, rules and regulations;
• Quality support to conferences and events;
• Quality organization of files and reports;
• Timely support to team.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Ability to administer administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills.

Please visit this link for more information on UN Women’s Core Values and Competencies: UN-Women-values-and-competencies-framework-en.pdf (unwomen.org)

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.)

Required Skills and Experience

Education:- Completion of secondary education is required - Bachelor’s degree in Business or Public Administration or related fields is an asset

Skills and Experience:- At least 5 years of progressively responsible experience in event management, administration or logistic support service is required with secondary school degree or 2 years of experience with Bachelor`s degree of progressively responsible experience in event management, administrative or logistic support service is required - Administrative experience on communications related activities in an organization is an asset - Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc.) is required - Experience in projects in the field of women’s empowerment is an asset - Work experience in the UN system or other international organizations is an asset

Language Requirements:- Fluency in English and Turkish is required.

Application Procedure:

The following documents should be submitted as part of the application:

• Cover letter to include a brief overview about which of your previous experiences makes you the most suitable candidate for the advertised position.
• CV in English containing the relevant educational and professional experience.
• Signed UN Women Personal History (P11) Form including past experience in similar assignments which can be downloaded at http://www.unwomen.org/about-us/employment

When applying; the Cover Letter, CV and the signed P11 Form should be merged into one (1) single PDF document since the system will allow only to upload maximum one document. Therefore, please combine these forms and documents into one (1) single PDF document and upload them to the system.

Should they be short-listed in consideration of the consultancy post, candidates should have the ability to quickly submit degree certificates, medical certifications or any other requested document. Incomplete applications will not be considered. Applicants are responsible to make sure to have provided all the requested application materials before the deadline.