Home-based Consultancy: Event Planner (communications) - 133.5 working days between Dec 2023 and July 2024 - Office of Emergency Programmes (EMOPS)

Consultant Communications & PR

Contract

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UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, support.

Purpose of Activity/Assignment

Reporting directly to the Humanitarian Partnerships Manager in the Interagency and Partnerships Section (IAHP) in EMOPS (Office of Emergency Programmes), Geneva the event planner will be at the forefront of organizing the UNICEF NGO Humanitarian consultations 2024. The consultancy is key to ensure a successful event, including managing logistical, communications, advocacy and strategic aspects of the event and driving visibility for UNICEF, and will contribute to other minor tasks in the section during the consultancy including the business engagement portfolio and standby partnership portfolio. Collaborating with diverse teams inside UNICEF and working closely with ICVA, the consultant will use specialized event management skills and communications knowledge including specialized visual and social media expertise. The assignment offers the chance to significantly build on previous UNICEF events to host a global large scale in person meeting bringing together UNICEF partners from all regions.

Scope of work

For the NGO Consultations (and other NGO related events)

Under the overall supervision of the Humanitarian Partnerships Manager, working closely with the Chief of Section, the Event Planner will be responsible for the following duties:

• Develop and refine the Concept Note for the choreography and design of the NGO consultations;
• Liaise within UNICEF with the core team and with ICVA to ensure the event achieves the goals and objectives of all major stakeholders;
• Coordinate and convene relevant partners, preparing agendas, identifying participants and supervising the administrative tasks related to consultations preparations;
• Serve as the primary focal point for event preparations in UNICEF and convene regular coordination meetings;
• Establish and maintain contacts within UNICEF and with other external agencies and ensure appropriate mechanisms to facilitate collaboration and exchange of information both in and outside the UN system, for purposes of planning and organizing the Consultations in 2023 (Q1/Q2)
• Participate in planning and preparation of the event budget and work program;
• Provide leadership and work direction to assigned intern;
• Coordinate with other relevant admin and support staff to address needs of the event;
• Performs other duties as required.

For the Standby Partnerships portfolio

The consultant will lead on rolling out a newsletter and associate products for the Standby Partnerships Team. The consultant will lead on producing visibility items used for promotional purposes, as well as ensure development of video and printed materials. The consultant will contribute to the overall standby strategy from a communications perspective.

For the Business Engagement Portfolio (10%)

The consultant will support finalising a series of products including a business case and roll-out of the communications strategy related to the business and community engagement portfolio and support country and regional offices with materials and support the global coordinator for communications materials. The consultant may support retreats/ BCR events.

Work implies frequent interaction with the following:

• Staff at all levels within UNICEF both in New York and Geneva and in the field;
• ICVA and other NGO networks
• Representatives of NGOs participating;
• Event production firms.

Work Assignment Overview

Tasks / Milestone******Deliverables / Outputs******Timeline / DeadlineVisibility materials identified, sourced and orderedMaterials identified, sourced and ordered within budget and an inventory and management plan established for tracking and use2.5 working days;

By March 2024

Concept Note for NGO consultations and save the dateConcept note for NGO consultations refined, circulated and finalised and save the date issued5 working days;

By end December 2023

LogisticsVenue selected and booked and preliminary budget drawn up following UNICEF procurement processes5 working days;

By end December 2023

Draft Project PlanFull project plan drafted to cover all aspects including timeline5 working days;

By end December 2023

Coordination TeamEstablish roles and responsibilities, document and call first coordination meeting, oversee intern support (hiring and ToR)5 working days;

By end December 2023

AgendaCoordinate agenda, speakers, including admin and logistics info and supporting materials, identify registration and video link needs, and language requirements5 working days;

By January 2024

LogisticsCoordinate with venue in terms of final agenda and associated needs5 working days;

By end January 2024

Weekly coordination meetingsCall and document weekly meetings, support on comms needs2.5 working days;

By end January 2024

Preparing internal speakers and advocacyPrepare internal document packages for participants and speakers to guide messaging2.5 working days;

By end January 2024

Finalise participant listFinalise participant list and facilitate any logistics as needed2 working days;

By end February 2024

Organise briefing calls with speakersBrief internal and external speakers/panelists and organise any prep calls as needed2 working days;

By end February 2024

Finalise key comms materialsSpeeches, social media, visibility items and coordination of photographer etc.5 working days;

By end February 2024

On-site supportVenue prep and support provided onsite before during and after meeting and coordination of onsite support team5 working days;

By end February 2024

Weekly coordination callsCall and document meetings support on comms needs2.5 working days;

By end February 2024

Standby PartnershipNewsletters and other products, designed, issued and disseminated10 working days;

By April 2024

Contribution to standby strategy with comms angle10 working days;

By April 2024

Conference follow upThank yous and immediate follow up action plan drawn up2.5 working days;

By March 2024

Humanitarian Partnerships and Network week (HNPW)Light coordination for HNPW and table of participation prepared and briefing docs prepared4 working days;

By April 2024

NGO consultations reportReviewed, finalised and disseminated/shared4 working days;

By May 2024

HNPWOn-site support for 2-week event, networking and identifying opportunities for UNICEF10 working days;

By May 2024

Business and Community ResilienceSupport to products, events and roll-out of comms strategy32 working days;

By June 2024

IAHPSupport to general IAHP meetings/events/retreats7 working days;

By June 2024

Estimated Duration of the Contract

133.5 working days between December 2023 and July 2024.

Consultant’s Work Place and Official Travel

The Consultant will be home-based -- in Geneva or surrounding area -- with no travel foreseen.

Estimated Cost of the Consultancy & Payment Schedule

Payment of professional fees will be based on submission of an invoice and satisfactory completion of the above-mentioned deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

Please propose a lumpsum professional fee (in USD) based on 133.5 working days to undertake this assignment.

To qualify as an advocate for every child you will have…

• Bachelor's degree in Communications, Branding, Business Administration and Management or other related fields.
• A minimum of eight years of progressively responsible experience in Communications, Branding, Business Administration and Management or other related fields.
• It is preferable that the individual has experience with, or in, multilateral institutions. Knowledge of UNICEF context highly desirable.
• Experience in organizing events or conferences Experience in digital communications planning, content production, social media account management and analysis of trends.
• Knowledge and expertise in strategic communications and demonstrated ability of application at an organizational level.
• Ability to identify issues, formulate opinions, make conclusions and recommendations.
• Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and meeting results.
• Strong organizational, planning, and analytical skills.
• Excellent written and verbal communication in English.
• Knowledge of French and/or other UN languages and asset.
• Good judgment, initiative, high sense of responsibility, tact and discretion.
• Flexibility, teamwork skills, professional and personal integrity.
• Demonstrated cultural sensitivity and ability to establish harmonious working relations in a multicultural environment.
• Expertise in communication, strategy consulting and client service management demonstrable through a work portfolio if requested.
• The individual should be highly proficient in Microsoft Office 365 suite, Adobe suite and video production software.

For every Child, you demonstrate…

UNICEF’s core values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS), and core competencies in Communication, Working with People and Drive for Results.

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Please include a full CV and a Financial Proposal in your application by indicating your availability and professional fee (in USD) to undertake the terms of reference above. Applications submitted without a proposed professional fee will not be considered. Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.

UNICEF offers reasonable accommodation for consultants with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

Apply now

Added 5 months ago - Updated 5 months ago - Source: unicef.org