Administrative & Logistics Consultant Jobs

Administrative & Logistics Consultant

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Generation Equality is the world’s leading effort to unlock political will and accelerate investment and implementation on gender equality. It recognizes that a bold, whole of society approach is needed to disrupt entrenched and rising global gender inequality, underscored by intensified ambition, investment and accountability. The initiative brings together organizations from every part of society to catalyze progress, advocate for change and take bold actions together.
Generation Equality was initiated to disrupt decades of under-investment and lack of progress on gender equality implementation. The initiative intends to support the achievement of the SDGs and the realization of the 1995 Beijing Platform for Action on women’s rights. With the intersecting challenges to gender inequality of COVID-19, the climate crisis, growing conflicts and intensified economic and political instability, the initiative aims both to stop reversals in women’s and girls’ rights as well as accelerate concrete progress.
Generation Equality was launched in 2021 at events in Mexico and France, and in the presence of Heads of State, VIPs, CEOs and civil society and youth leaders and activists. Initially conceived as a five-year initiative, work will continue through and beyond 2026 to enroll new commitment makers, press for collective action on gender equality and ensure accountability.

As part of the continued growth and expansion of Generation Equality initiative, UN Women will convene a high-level Generation Equality Midpoint event in New York and virtually, held from 17-18 September 2023. The first day of the event will be a hybrid event with in-person attendance for approximately 350 people at Head of State/ CEO level drawn from all sectors: member states; the private sector; youth; civil society; philanthropy; and UN and International organizations. The event is intended to ensure accountability for commitments already made, report on progress, galvanize and announce new commitments, and energize the public conversation about the need for intensified investment in gender equality. The Government of Tanzania is a confirmed co-host of the Midpoint event, and it is expected that an additional member state co-host will be announced shortly.

Duties and Responsibilities

Support Speaker Outreach and Engagement for the Midpoint:

• Implement administrative support for the effective management of invitations, RSVPs, and attendee lists – for the in person and virtual events
• Compile speaker bios and edit/ package for colleagues developing digital event program
• Be present at the event if needed to support all aspects of event logistics with a focus on speaker support
• Maintain effective channels of communication with Action Coalition and Compact colleagues to ensure speaker outreach and confirmations are tracked
• Maintain trackers of all speaker confirmations, bios, materials, needs and actions
• Engage in and support outreach to speakers for all facets of the event and ensure that all speaker confirmations are tracked
• Capture special needs of key speakers and VIPs (e.g. pre-recorded video messages, security, or photography needs) and make sure that they are transmitted to relevant internal teams and actioned
• Orchestrate run-through and pre-briefing sessions for all speakers and moderators, for both Day 1 and Day 2 of the event
• Send agreed briefing materials and content to speakers

Support overall administration of the Midpoint event through activities that may include:

• Supporting the origination of agendas and timelines for event sessions
• Coordination, writing and editing of materials such as event session descriptions or moderation guides
• Supporting enforcement of online community guidelines for the event, and ensure plans are in place to identify and immediately mitigate online infiltration by hostile actors to gender equality
• Writing briefings for external vendors such as photographers
• Production of PowerPoints for event sessions in line with agreed branded templates, provision of guidance to speakers to do the same
• Ensuring appropriate content and branding for the online event platform
• Ensure online accessibility in line with UN Women/ Generation Equality guidelines
• Ensuring robust documentation of the event (recordings, photographs etc.)

Other activities

• Seek quotes from external vendors
• Facilitate access to data and information
• Contribute to evaluation and Outcomes report for the event
• Take notes at relevant internal and external meetings
• Track expenditures
• Maintain a repository of relevant documentation

Other tasks as assigned by the supervisor.

Competencies

Core Values:

Respect for Diversity
Integrity
Professionalism

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues (including Global South/ Global North dynamics, and the role of feminist movements, youth, and civil society)
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

FUNCTIONAL COMPETENCIES:

Previous experience events support
Administration, project management and time management skills
Fluency in PowerPoint and (ideally) graphic design
Ability to maintain a calm and professional demeanor during periods of high pressure and demands
Ability to effectively communicate and work with a variety of partners
Strong communication and writing skills.
Knowledge of the UN system and related procurement, financial and other systems.

Required Skills and Experience

Education and certification:

Diploma in social sciences, international relations, international development, or similar fields.

Experience:

• Experience in project management
• At least 2 years of relevant previous experience
• Ability to manage effectively in a deadline driven and sometimes high-pressure environment

Language Requirements:

• Written and oral fluency in English is required.
• Knowledge of French and/or Spanish is an asset.