Description of Responsibilities/ Scope of Work

The consultant will work under the supervision of the Programme Specialist for Governance Peace and Security of UN Women Asia Pacific Regional Office. He/She will collaboratively work with the hiring unit and Communications focal points on the development of a photo and video bank, regional Flickr account and the UN Women Digital Assets Management System (DAMS) including the execution of the concept through production. The consultant will work with UN Women, when required, to visit project sites and provide professional photographic/videographic coverage in digital format. The consultant will work closely with UN Women to perform the following tasks.

• To provide digital colour photographic and video coverage for promotional materials, website, publications, social media, and campaigns during the contract period

• To provide photos and videos with high resolution and best quality

• To provide high-resolution digital image and video files and transmit them to the UN Women account in compressed format.

• To support the organization of photo exhibitions or other cultural events.

• To be responsible for video lighting, at times downloading footage as well as the audit and images captured by the video.

• To perform editing and logging of footage linked to UN Women work.

• To perform video post-processing to edit videos to produce professional products.

Final Products and Deliverables 

The consultant must deliver photos and videos of key events/field missions as assigned by UN Women as soon as the event is finished. The photos and videos must be catalogued in the platforms given access by UN Women. The photos and videos must be maintained in archiving systems. The consultant must be made available for further development of multimedia projects.

Specific Requirements for Photo Submission:

• Colour;

• Flash card or through links for downloads;

• Deliver photographs at the highest resolution as jpeg or raw files (minimum requirements: 300 dpi at 8 x 10 inches);

• Deliver photographs at the highest resolution as jpeg or raw flies (minimum requirements: 300 dpi at 8 x 10 inches);

• An optimized edit of 15-20 of the best photos from each assignment, with individual captions embedded in the metadata. In addition, the full take of all the original images should be delivered following the assignment;

• The final submission must include the entire take of all photographs from the assignment and a selection of approximately the 50 best photographs edited and optimized in high resolution with metadata in all of the photographs, as required below;

• All digital photographs must contain complete caption information in “file info” and a separate word format captions list. Caption information should consist of date, place, subject names and age, and a brief description of the situation photographed;

• The sets of digital images will be delivered via links for downloads together with caption Information and one set will be emailed via drop box or other online delivery services;

• Provide caption information to be incorporated into the metadata of the photograph flies via Adobe Bridge, Adobe Lightroom, Photo Mechanic, or other photo application/software, including full names of participants and businesses/projects; city/town/village/district; country; date; relevant to UN Women’s work;

• Provide the Consultant’s name and details using the following credit format: “Photo: UN Women Country Name/ Photographer First Name Last Name”;

• For field assignments, photographs of women engaged in the following industries: agro-processing, eco-tourism, and renewable energy sectors in the following thematic areas: peace and social cohesion, migration, economic empowerment, youth participation, disaster reduction and humanitarian responses. Photos should capture women’s participation in various aspects – production, marketing, and trade of green products and services; primarily horizontal shots; dramatic angles; close-up, midrange and wide-angle shots, for example.

Specific requirement for videography:

• Script/storyline and storyboard tailored to local and international audiences as approved by UN Women;

• Deliverables meet technical standards of High Definition broadcasting;

• All footage should be shot full HD (16:9) 1080p50 or 1080p60;

• Compression H.264/MPEG4 video at 12,000 Kbps (minimum) bitrate and high definition broadcast quality, or better;

• AAC Audio at 256 KBps with no out of sync issue, distortion, reverb and other audio issues.

• For cut piece a SPLIT TRACK AUDIO (natural sound and voice/narration on one track, music and sound effects, if any, on the other track) should be submitted;

• In case subtitling is required, final outputs should be submitted in three versions: Version 1 clean (no subtitles or graphics); Version 2 with subtitle and Version 3 without subtitles.

• Raw video footage, B-Roll used in the production of the final video;

• The consultant will need to abide by UN Women Communications policies and guidelines, including UN Women’s Branding Guidelines and Identity Standards and UN Women’s Digital accessibility guidance.

In order to perform its duties, the video producer/editor will need to own or have access to editing equipment and software.

Warranties, Consent and Intellectual Property 

a) The Consultant represents and warrants that he/she has not, and undertakes that he/she shall not, infringe any third party intellectual property rights in performing any activities pursuant to the Contract. The Consultant represents and warrants that he/she shall perform the activities pursuant to the UN Women Branding Guidelines and Policy on Logo Use (Annex I)

b) The Consultant shall indemnify, hold and save harmless, and defend, at its own expense, UN Women, its officials, employees, consultants, agents or other representatives from and against all suits, claims, demands, and liability of any nature or kind, including their costs and expenses arising out the Consultant’s violations of the representations and warranties above.

c) The indemnity set forth, above, shall not apply to:

A claim of infringement resulting from the Consultant’s compliance with specific written instructions by UN Women directing a change in the specifications for the Deliverables or directing a manner of performance of the Contract not normally used by the Consultant; or

A claim of infringement resulting from additions to or changes in any Deliverables furnished under the Contract if UN Women or another party acting under the direction of UN Women made the changes.

d) UN Women shall advise the Consultant about any such suits, proceedings, claims, demands, losses or liability within a reasonable period of time after having received actual notice thereof. The Consultant shall have sole control of the defense of any such suit, proceeding, claim or demand and of all negotiations in connection with the settlement or compromise thereof, except with respect to the assertion or defense of the privileges and immunities of UN Women or any matter relating thereto, for which only UN Women itself is authorized to assert and maintain. UN Women shall have the right, at its own expense, to be represented in any such suit, proceeding, claim or demand by independent counsel of its own choosing.

e) In the event the use by UN Women of any Deliverables provided to UN Women by the Consultant, in whole or in part, in any suit or proceeding, is for any reason enjoined, temporarily or permanently, or is found to infringe any patent, copyright, trademark or other intellectual property right, or in the event of a settlement, is enjoined, limited or otherwise interfered with, then the Consultant, at its sole cost and expense, shall, promptly, either:

procure for UN Women the unrestricted right to continue using such Deliverables provided to UN Women;

replace or modify the Deliverables provided to UN Women, or part thereof, with the equivalent or better product, or part thereof, that is non-infringing; or,

refund to UN Women the full price paid by UN Women for the right to have or use such Deliverables, or part thereof.

f) UN Women confirms that the whole of the copyright present, future or contingent whatsoever and all other rights, title and interest in and to the Deliverables shall be vested in the Consultant throughout the world in accordance with all applicable copyright laws. The Consultant further acknowledges and agrees that UN Women shall have the unconditional non-exclusive and perpetual right to make use of the Deliverables including but not limited to the entire take of all photographs from the Assignment in such manner as UN Women shall in its sole discretion think fit including without limitation the right to include the Deliverables on its own website and/or in any other public relations materials used to promote UN Women. UN Women may re-edit the Deliverables or any part thereof as convenient for its own exploitation of the Deliverables in any medium. UN Women may provide the Deliverables to other UN agencies and the media at no cost and may apply a Creative Commons Attribution-NonCommercial-NoDeriv 2.0 Generic license to the Deliverables.

g) The provisions of this section IV of the Terms of Reference shall supersede any inconsistent terms in the Contract for Consultant including the Conditions of Service for Consultants.

Key Duties and Responsibilities:

• Abide by the UN Women Communications Policy and Guidelines;

• Successfully capture and emotionally express the core elements of the situation assigned for coverage;

• Cover a range of related subjects (different components of events/activities, as well as general photographs that illustrate the real, positive and negative, situation of women and girls);

• Provide different visual perspectives (close-up, medium range, long distance), in both horizontal and vertical formats;

• Make sure pictures and videos are technically good (properly exposed, processed and framed);

• Supply all photographic and video equipment, professional digital camera and a range of accessories, and agrees to provide rough edit selections of best images, with complete caption information;

• Supply complete caption information imbedded on the video/picture and in word document running caption list that references the file name of each image, with appropriate background information. All subjects should be identified by what they do, if not self-evident. Names for all people are NOT necessary. Names of places are essential, including whether the location is a village, town, district, for instance;

• Set up audio and/or video equipment for in-house and external location shoots;

• Set up lighting as required/if any, to provide a professional set for video production;

• Obtain signed releases from interview subjects as required by UN Women;

• Operate video cameras, video/audio equipment to produce high quality products;

• Perform video post-processing to edit and generate video and/or audio effects to produce professional products;

• Ensure appropriate licensing of any third-party materials (music, stock photos or footage, graphics) as approved by UN Women;

• Undertake field trips to ensure the coverage of special events/activities at the country level. UN Women will undertake all the necessary travel arrangements;

• All digital images together with complete caption information should be submitted to UN Women ROAP in a maximum one-week time for publications and same day for special events;

• Consultant has the right to be credited, implying that their name should accompany all originals and reproductions of their work;

• UN Women has first selection rights to all originals taken on this assignment with non-exclusive concomitant world rights in all media in perpetuity.

UN Women will provide the following support to the consultant:

• Briefing and detailed explanation of the kind of videos and photos needed and help in defining the best contents of photos/videos for different purposes;

• Programme information and editorial guidance to the Consultant to enable him/her to understand the Deliverables required and generate captions to embed in the videos/photographs;

• Assistance in acquiring access to specific locations in the form of a letter confirming that the consultant is on an assignment commissioned by UN Women;

• A UN Women country office staff member to accompany the Consultant to the selected project site.

Consultant’s Workplace and Official Travel

The time required for the consultancy is estimated at 450 working days within the period from 8 March 2025 to 8 March 2028. For in country or overseas assignments, UN Women will be responsible for the accommodation and travel expenses if any cost is incurred during the assigned period. The consultant will be engaged under a retainer contract, which facilitates direct engagement of the consultant depending on need and availability within the contract period for a pre-agreed fee.

Schedule of Payments

Payment in full upon final submission and satisfactory deliverables of each event

The submission package includes: 

• Personal CV or P11 (filled out online)

• Portfolio with examples of work from other UN Agencies, Development Organizations, and/or advocacy campaigns.

Candidates of all nationalities – including Thai nationals – are welcomed to apply for this assignment, and accordingly the appropriate consultancy contract (international or national) will be issued.