Events Logistics Support Consultant

Contract

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

Background

Office of the High Commissioner for Human Rights established a regional presence for the Pacific in Suva, Fiji in August 2005. It covers 16 countries: Australia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Republic of the Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu. Based on the global mandate, OHCHR Regional Office for the Pacific:-

• Provides expert advice and technical assistance to different government offices and institutions, regional organizations, national human rights institutions or similar structures, academic institutions, civil society, professional associations and other stakeholders. This is done through briefings, discussions, seminars and roundtables, trainings, and direct legal and policy advice.

• Encourages and assists governments and civil society in the region to actively engage with the international human rights mechanisms: the treaty bodies, special procedures and in particular the Universal Periodic Review (UPR) process.

• Monitors, documents and reports on human rights situations and issues.

• Brings human rights into development and humanitarian work.

Highlights and promotes human rights issues and situations through advocacy and awareness raising, including through press releases, op-eds and social media

Duties and Responsibilities

Scope of work/Expected Output

Under the direct supervision of the Deputy Regional Representative and working closely with the operations team, the Administrative Assistant consultant shall provide support to all the logistics for the various upcoming events and workshops:

Such work may include:

The scope of work will include:

• Prepare all travel arrangements for travelling staff and participating resource persons for upcoming events.
• Facilitate all events travel related arrangements, including facilitation of visas and where and when its needed, for participants /delegates travelling under various budget lines
• Facilitate, coordinate and liaise directly with vendors relating to the upcoming events in regard to venues, caterers, stationeries for workshop, meetings or training purposes
• Ensure that all events payments for vendors are arranged and payments are made after services have been rendered directly after the activity.
• Ensure that F10s for each participant/delegate is settled within the time threshold given by Finance
• Ensure that workshops preparations are carried out in a timely and efficient matter and always in consultation with relevant team members
• Ensure that at the end of each event, a master folder of all the workshop documents is compiled and filed on the shared drive and a hard copy is made available to the team.
• Collate all the relevant information and documents for such activities and share with appointed Project Assistant for uploading to GSSU
• Conduct any other tasks that may be assigned by the supervisor when required.

Expected Outputs and Deliverables:

• Logistic support provided to the following events:

• Assist with the organization of the 2022 International Human Rights Day, International Day of People with Disabilities and relevant office events.

• In coordination with the Regional Representative and Deputy Regional Representative, provide assistance with the annual workplan budgeting of activities for 2023.
• Assist with clearing all payment requests to UNDP before the 2022 yearend deadline.
• Assist with clearing all Purchase Order requests with UNDP before the 2022 yearend deadline.
• Assist with coordination of the 2022 Annual Report for the office with all the Programme staff members.
• Ensure all relevant documents are scanned and saved correctly under the shared drive folders.

Resources provided:

• The Consultant will be given desk space, computer, provided internet, access to central drive/share point and printing access.

Institutional Arrangement

• On a day-to-day basis the consultant will work closely with the OHCHR Pacific Regional Office team
• The consultant will be under the direct supervision of the Deputy Regional Representative

Duration of the Work

• 21 Nov 2022 – 6 Jan 2023 (32days)

Duty Station

• OHCHR Pacific Regional Office, Suva, Fiji

Competencies

• Proven track record of working in similar administrative role in Government, CSO, IGO, NGO
• Proven track record in organizing public events – workshop, conferences, roadshows, public events etc
• Demonstrable organizational skills including working to tight deadlines and with competing priorities, ability to prioritize effectively and organize time;
• Familiar in the use of computers and office software packages
• Excellent writing, communication and organization skills
• Excellent team working skills
• Good interpersonal skills
• High level of accuracy and reliability
• An efficient worker who can work under pressure
• Fluency in the English language

Required Skills and Experience

Educational Qualifications:

• Successful completion of secondary education with five years relevant experience, preferably with a tertiary certificate or diploma in Management and/or Business studies. Knowledge and experience of office management and administration and accounting. Computer literate with good communication skills.

Experience

• Minimum of 5 years’ experience in programme support particularly in Administration, travel, events coordination, and finance.

Language requirements

• Fluency of English language is required.

PROCUREMENT NOTICE

UNDP | Procurement Notices - 95084 - Events Logistics Support consult