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Event Organizer - MDG-F Regional Workshop

Application Deadline :22-Apr-11
Additional CategoryMillennium Development Goals
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :English   French  
Starting Date :
(date when the selected candidate is expected to start)
Duration of Initial Contract :3 months
Expected Duration of Assignment :3 months


MDG-F Secretariat is organizing two workshops to bring together all Joint Programme teams and participating countries. The workshops will provide a space to identify successful approaches, share knowledge, lessons learnt and good practices. It will also allow building a body of evidence to support policy dialogue and awareness-raising at national and international levels on issues related to national ownership, UN Reform and contribution to the achievement of MDGs.
Around 220 participants will attend each of the two Regional Workshops. One workshop will be for the Latin America and one for the other regions: Africa, Arab States, Asia and Europe, this VA corresponds to the workshop for the other regions.
Under the direct supervision of the Regional workshop focal point and overall guidance of the Programme Advisor, the Event Organizer will be in charge of all logistics for the regional workshop. This person will work closely with the MDG Fund Secretariat at HQ-NY and will also travel to the Regional Workshop venues before and during the workshop. This person will perform all the operation and administrative processes while ensuring high quality and accuracy of work. The Event Organizer promotes a client-, quality- and results-oriented approach. Availability to travel oversees where the event will take place -tentative Casablaca, Mocorro- for around 2 weeks is required.

The event organizer works in close collaboration with the Operations, Programme and project staff in the COs and other UN agency staff to exchange information and ensure consistent service delivery for the success of this workshop.

Duties and Responsibilities

Summary of Key Functions:
  • Responsible for the 3 phases of the workshops: planning, organizing and following through on the workshop on all logistical details.
  • Support the preparation of the regional workshop in its 3 phases: before, during and after.
  • Issue, follow up on confirm invitations to all participants.
  • Ensures efficient organization of the event and transportation of attendees.
  • In charge of the administrative and logistical services including event facilitation, coordination of the translation services and any other services related to the Workshop.
  • Supports the desk review of 3 discussion papers to be produced by other consultants. Including timely sharing information, liaising with consultants and with others relevant stakeholders.
  • Liaise and support preparatory work for the workshop with the Country Offices/ programme teams.
  • Corresponds with all workshop participants.
  • Collaborates with all parties to ensure the success of this workshop from the logistic point of view.
  • Ensures effective administrative and logistical support, focusing on achievement of the following results in coordination with the local UNDP office: Organizes booking of venue for the event including separate meeting rooms and provision of equipment and stationery needed; and ensuring appropriate facilities are in place (internet, printing, etc).
  • Coordinate all the services and equipment needed for the event. This includes tasks such as transportation coordination, hotel reservations, event registration, presentation equipment and catering.
  • Manages logistical requests during the workshop.
  • Overseas note taking at different sessions of the workshops, picture taking, videos, etc.
  • Getting/consolidating feedback on the performance of the event.
  • Maintain a record of the attendance numbers to the workshop.
Impact of Results:
  • The key results have an impact on the efficiency and effectiveness of the Workshop.


Corporate Competencies:
  • Demonstrates commitment to UNDP's mission, vision, and values.
  • Ability to work under pressure.
  • Displays cultural, gender, religion, race, nationality, age sensitivity and adaptability.
Functional Competencies:
  • Possesses above-average communications and organizational skills. Must also be able to multitask, resourceful, and think outside the box.
  • Ability to manage large groups of individuals.
Development and Operational Effectiveness:
  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported.
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems.
  • Ability to perform work of a confidential nature and handle a large volume of work.
  • Good knowledge of administrative rules and regulations.
  • IT skills
  • Ability to provide input to business processes re-engineering, implementation of new systems.
Leadership and Self-Management:
  • Focuses on results for the client and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control and good humored even under pressure.

Required Skills and Experience

  • University degree. Large event planning experience preferable.
  • Minimum 4 years of relevant experience in event planning, administration or programme support service.
  •  Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling same kind of event.
  • Fluency in English, and French.
Documents required for proposal which should be uploaded in one file.
  • Duly completed Personal History Form (P11) can be downloaded from http://www.undp.org.me/files/jobs/index.html
  • Current and complete curriculum vitae in English with indication of 3 references as well as the permanent e-mail and phone contact. 
  • Cover letter stating why you are the best candidate for this assignment.
  • Financial proposal for the assignment
Financial Proposal - Lump Sum Contract:
Consultants shall specify in the lump sum in the proposal, for the cost of their services for a 3 month period in US dollars. Please include a breakdown of cost per hour considering that there will be periods where the demands will be higher especially right before, and during the workshop, where the work may almost be full time. Payments will follow on monthly installments for the duration of the contract, after certification of compliance of the terms and services agreed in the contract. The contract will be awarded to the best value for the money offer.
The Secretariat will do cumulative analysis in selecting the best candidate 70% for Technical and 30% for financial.
Only candidates obtaining a minimum of 70% points would be considered for the Financial Evaluation.
  • 5 - Outstanding.  The individual consultant/contractor has demonstrated an OUTSTANDING capacity for the analyzed competence. 
  • 4 - Very Good.  The individual consultant/contractor has demonstrated a VERY GOOD capacity for the analyzed competence.
  • 3 - Good.  The individual consultant/contractor has demonstrated a GOOD capacity for the analyzed competence.
  • 2 - Satisfactory. The individual consultant/contractor has demonstrated a SATISFACTORY capacity for the analyzed competence.
  • 1 - Poor.  The individual consultant/contractor has demonstrated a WEAK capacity for the analyzed competence.
Note:  THE MDG-F applies fair and transparent selection process that would take into account the competencies/skills of the applicants. Due to large number of applicants, we will contact only the shortlisted candidates. To inquire further for UNDP IC Generic Terms and Conditions, please follow this link:  http://www.undp.org/procurement/operate.shtml#_Conditions_of_Contract

Click here for important information for US Permanent Residents ('Green Card' holders).
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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