Administrative-Logistics Coordinator - UNWomen (Apply by: 5 April 2014)

UN WOMEN

JOB DESCRIPTION

VACANCY ANNOUNCEMENT NO. UN WOMEN/SC/2014/005

Job Code Title                 :        Administrative-Logistics Coordinator*

Organization                      :       United Nations Entity for Gender Equality and the Empowerment of Women (UN Women)

Direct supervisor              :       Programme Specialist, Women’s Economic Empowerment

Duty Station                       :       New Delhi, India

Type of Contract              :       Service Contract

Duration                              :       One Year (Renewable subject to availability of project funds)  

Context UN Women is the UN’s global entity for gender equality and women’s empowerment. It is an inter-governmental body that provides financial and technical assistance to innovative approaches aimed at fostering women\'s empowerment and gender equality at global, national, regional and sub-national levels. The UN Women Multi Country Office (MCO) works for countries including India, Bhutan, Maldives and Sri Lanka.

Engendering Economic Policies: From Formal to Substantive Equality

The current project has been has been designed to address the challenges faced by most excluded women in realizing their right to sustainable livelihoods, decent work and social protection, with a focus on working with government, service providers, and frontline functionaries, and strengthening platforms and opportunities for gender mainstreaming that are being provided by women’s machineries. This is being done as part of a one-year project in partnership with the Asian Development Bank (ADB) and the National Mission for Empowerment of Women (NMEW) of the Ministry of Women and Child Development (MWCD), along with its National Resource Centre for Women (NRCW) and State Resource Centres for Women (SRCWs), for ensuring ‘gender mainstreaming’ through convergence. The focus of the project is to undertake capacity development workshops, national and regional conferences, and documentation of the processes, with the aim of increasing awareness, knowledge and skills of the NMEW/NRCW/SRCWs and of relevant line Ministries on gender equality and women’s empowerment issues across policies and programmes.

The Administrative-Logistics Coordinator will work under the direct supervision of Programme Specialist, Women’s Economic Empowerment (WEE) and under the overall guidance of the MCO Deputy Representative, so as to achieve the results of the project and strategic plan of the India MCO. At the MCO level, significant policy and programme spaces provide UN Women the opportunity to deepen its work in engendering national policies and strategies to ensure that their conceptual frameworks, design, implementation as well as monitoring mechanisms are gender responsive and in line with global normative frameworks such as CEDAW and the Beijing Platform for Action. The Administrative-Logistics Coordinator will provide support in this regard as well.

Functions:

Organise, execute and co-ordinate the logistical requirements by drawing up an event time-line, programme schedule and checklist for the successful holding of the events

Prepare detailed estimated cost of the events, and checklist of actions for completing the assignment.

Provide support for procurement of services by drawing up Terms of Reference (TOR), processing of documents and securing approvals for contracting hotel, rapporteurs, photographer etc.

Ensure that all required administrative tasks and logistics required for holding of the workshop such as selection and confirmation of meeting venue, booking arrangements for necessary equipment and materials for all the sessions of the workshop are carried out successfully and in line with UN Women rules and policies on procurement.

Ensure that inputs and materials required for the workshop are in line with the approved Concept Note.

Draft invitations and follow-up for timely issuance of invitations by liaising with UN Women teams.

Liaise with implementing partners NMEW and ADB, government, UN agencies and the civil society technical experts to confirm their participation.

Prepare participants’ list and confirmation of participants and resource persons.

Make arrangements for accommodation, food and travel arrangements of invited participants.

Prepare a finalised budget based on the estimated budget and make arrangements for timely payments to hotel and other logistics, reimbursements of travel expenditures, per diem etc as applicable to the participants. Finalise budget, list of participants, event timeline and programme schedule, with support from programme teams.

Handle all technical requirements with outside vendors and the UN Women team; coordinate with security and building services all requirements for internal UN Women support to ensure co-ordination of all event related elements.

Provide regular updates on developments leading up to the workshop.

Procure good and services by consultants, vendors, contractors including paper work for payment pertaining to the events

Obtain quotations from hotels and cost estimates from institutes and negotiate for terms and conditions.

Prepare contracts with hotels/institutes.

Prepare logistics note and liaise with hospitality facility, for the smooth management of the events, such as booking rooms, ensuring transportation for transfer of participants to and from the airport support in drawing up the contract, coordinate for lunch and refreshment breaks during the conference, ensure delegates airport transfer.

Print and photocopy relevant documents needed for the side meetings, breakout sessions procure the UN Women stationary and ensure availability.

Prepare and distribute participants’ kits to include stationary, pen, folder, as well as resource material.

Prepare tent cards.

Print and set-up banners/signages at the venue.

Take charge of on-site administrative and logistics coordination with the hotel/institutes during the conferences and trainings that will include, among others: food service, set-up and management of audio, video equipment and paraphernalia, addressing specific administrative and logistics concerns of participants during the conferences/workshops including travel and stay arrangements.

Close all bill payments including return of delegates and F10, vendor checklist payment, process SSA clearance for all consultants, resource person services of whom would have supported the consultation through background papers, desk research, literature review and situational assessment.

Provide guidance and mentoring support to junior colleagues in administrative-logistical functions.

Any other task assigned by the Representative, Deputy Representative or direct supervisor  

Education and Qualification

Bachelor’s Degree in Administration, Management or any related field.

5 years of progressively responsible experience in administrative and logistical support functions. Experience on the usage of computers and MS Office software (MS Word, Excel, etc.) is preferred.  

To Apply

Interested applicants should apply for the vacancy, using the “Personal History Form - P 11” and the latest CV.

Application to this vacancy should be sent to jobs.india@unwomen.org.  Please insert Vacancy Announcement Number in the Subject of the E-mail.  Applications without the Vacancy Number or with the incorrect Vacancy Number will not be accepted. Applications received after the closing date will not be accepted.

Apply by: 5 April 2014

NOTE: Only short-listed candidates will be contacted.