Event management consultant

Description of Responsibilities/ Scope of Work

• Planning and organizing events, meetings, retreats, workshops, conferences, missions, and other activities where the involvement of UN Women Vietnam is required, adhering to established quality standards and protocols such as: Compose an agenda, logistical notes, invitation letters, discussion topics. Maintain an updated list of participants and coordinate with various focal points for the invitation and confirmation of guests and speakers. Liaising with clients to understand event briefs and objectives. Ensuring strict legal compliance across all events, work with communications team to ensure necessary accommodations onsite and online for media, photographers, press conference

• Provide comprehensive administrative and logistical support to events aligning with the standards, regulations, policies, and strategies of UN Women. Clearly outline, foresee, and ensure the fulfillment of all on-site event requirements, including accessibility provisions for attendees with disabilities, specific arrangements for VIPs and other stakeholders. Actively seek and nurture partnerships, ensuring effective communication. Regularly assess and enhance these relationships for the overall success of events.

• Coordinate, plan, and execute virtual and in-person events, official engagements, including the organization of national and international travel, recommend and coordination of vendors, transportation and accommodation logistics, coordination of parallel events, and other activities. Collaborate with all stakeholders, including other UN agencies, donors, and government counterparts. Inspect meeting facilities to ensure compliance with UN’s and all state holder’s safety requirements and protocols. Verify that the facilities are suitable for the number of attendees. Coordinate different task force, ensuring the integration of all necessary workstreams for each event that is require.

• Collaborate with the UN security team, venue management, and vendors to ensure the implementation of comprehensive security measures, taking into account the specific needs of various stakeholders.

• Oversee Hybrid and Virtual Events, develop a troubleshooting plan for event-day technology issues and ensure clear communication

• Maintains a comprehensive record, including relevant documents, speaker profiles, dignitaries, and attendance records of meeting participants. Efficiently serves as a liaison with focal points, ensuring the timely update of all information/documentation.

• Keep track of the events conducted, monitoring their status, and addressing any requirements necessary for the event. To coordinate post-event activities, providing information and contributing to the lessons learned process, as well as the development of final reports as specific guidance’s for events and activities.

Consultant’s Workplace and Official Travel

This is a home-based consultancy for one year with the maximum of 60 working days.

UN Women will not be committed to purchasing any minimum quantity of the Services, and purchases will be made only if there is an actual requirement upon the issuance of a Purchase Order based on this contract. UN Women shall not be liable for any cost if no purchases are made under this retainer contract.

Payment will be made upon satisfactory completion of a deliverable or as agreed between the consultant and UN Women.

If the Consultant is required by the UN Women to travel beyond commuting distance from the Consultant’s usual place of residence, such travel shall be at the expense of UN Women, in accordance with UN Women’s regulations, rules, policies and procedures.

FUNCTIONAL COMPETENCIES:

• Strong commitment to and good understanding of gender equality and women’s empowerment issues.

• Strong interpersonal, communication, negotiation and presentation skills.

• Strong organizational and self-management skills with ability to work independently.

• Ability to prioritize and work under pressure with colleagues at all levels.

• Demonstrated capacity to perform effectively within a multi-cultural work environment, with tact and ability to deal with confidential matters in a discreet manner.

• Teamwork: Demonstrate ability to work in a multicultural, multi-ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

• Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

• Conflict management: address conflicts proactively, acknowledging different feelings and views and striving fora mutually acceptable solution.

• Knowledge of the UN system and related procurement, financial and other systems

• Continuous Learning and Knowledge sharing: Encourage learning and sharing of knowledge.

Education and Certification:

• University degree in Business Administration, Logistics and management, Strategic Planning or any related field. A certificate in project planning and management is an added advantage 

Experience: 

• A minimum of 5 years of experience in event management including: comprehensive event planning and coordination, on-site event execution, attendee engagement.

• Ability to create, plan and execute production schedules, respond to real time changes and challenges.

• Proven experience managing vendors such as event management companies, AV/ tech vendors, photographers/ videographers, and marketing vendors

• Experience supporting the participation of VIPs and public figures.

• Experience in working in partnership with diverse stakeholders, including civil society, Governments, and private sector.

• Experience in effectively managing projects in a deadline driven and high-pressure environmen

• Self-starter with an entrepreneurial and creative spirit, ability to multi-task under pressure, and strong capacity to work in a team as well as independently with minimal supervision to complete tasks.

• Experience working in gender equality is an asset.

• Prior experience working in or with the UN is highly preferred.

Languages:

• Fluency in English is required.

• Knowledge the other UN official working language is an asset