Local hire: Coordinator (2016 WSSCC Action Summit)

Mumbai, , IN

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale. 

Europe and Central Asia Region

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries. 

Background information -WSSCC

The Water Supply and Sanitation Collaborative Council (WSSCC) is a global, multi-stakeholder membership and partnership organization that works with poor people, their organizations, governments and small-scale entrepreneurs to improve sanitation and hygiene at scale.
Founded in 1990, the Council maintains a membership of over 4,000 water, sanitation and hygiene (WASH) professionals from over 80 countries.
The United Nations Office for Project Services (UNOPS) is the legal and administrative host of WSSCC.
The mission of the Council is to ensure sustainable sanitation, better hygiene and safe drinking water for all people, with focus on the poorest and most marginalized members of society in developing countries. In order to achieve its mission, WSSCC facilitates sector coordination at national, regional and global levels, supports national sanitation and hygiene programmes through its Global Sanitation Fund (GSF), coordinates knowledge platforms, and advocates on behalf of the 2.5 billion people without a clean and safe toilet to use.

More information on WSSCC can be found at: www.wsscc.org.

 
Functional Responsibilities

Periodically, WSSCC arranges an international conferences and workshops for its members, other sanitation, hygiene and water practitioners, and leading development experts. The last large event was the WSSCC Global Forum on Sanitation and Hygiene and was held in October 2011 in Mumbai, India (http://wsscc-global-forum.org/). This year, WSSCC will host an “Action Summit” in Mumbai, India, 17-18 November 2016 and seeks a coordinator for the event. The event will include plenary sessions, break-out sessions, VIP events, sponsoring or supporting organizations, closed meetings and dinners.

Objectives of the meeting include: facilitate learning and sharing between members, sector practitioners and policymakers; energize professional communities by focusing exclusively on sanitation and hygiene; showcase knowledge, investment, communications, advocacy, partnership and networking approaches; strengthen national, regional, South-South, and global dialogue and collaboration.

Up to 250 WSSCC members, sector professionals, country agency representatives and individuals from civil society, business and WSSCC partner organizations will attend. This event aims to have a balanced representation from developing and developed countries, with a special focus towards on-the-ground practitioners, voices from marginalized groups in sanitation-needy areas, and government officials. This event will largely be comprised of South Asian participants, with a smaller percentage of international stakeholders.

The Coordinator will work under the direct supervision of the Executive Director and in close collaboration staff in other departments and in particular with a dedicated interdepartmental staff Task Team. The individual should have a strong track record of having organized large Forums and meetings and have an in-depth understanding of all logistics and protocols needed to ensure smooth event management and implementation, especially in the Indian context The consultant should retain excellent event and project management skills, with experience in coordinating across units and institutions, in-depth understanding of event and project management tools and software, and strong procurement-supplier relationship management skills.

The selected consultant will be based in Mumbai, and will liaise regularly with the Secretariat in Geneva, the WSSCC India team in New Delhi, and UNOPS (Geneva and Copenhagen)..Specific tasks will include, amongst others:

1.      Preparation and management of the Summit:

•          Review of the Summit concept note to recommend improvements on the format of the Summit;

•          Budgeting for the Summit;

•          Ensure that all contacts and actions taken with suppliers are noted and communicated to WSSCC, UNOPS or other partners for approval;

•          Organize regular coordination meetings of the organizing team via tele- and/or video

•          Prepare the agenda of the meetings and draft and circulate the minutes with key decisions taken and roles and responsibilities defined;

•          Prepare and manage a task/project management plan that outlines all milestones with respective roles and responsibilities and delivery dates.

•          Serve as the central focal point for any external event management agencies or related vendors, suppliers or partners;

•          Monitor budget vs. disbursements;

•          Coordinate with the A&C department on the development of an event website that includes all information for participants planning to attend the event;

•          Develop and maintain an invitation list;

•          Develop and maintain a participant list/database with all contact information, travel dates and accommodation.

•          Support the organizing team with any tasks related to speaker invitations and session design.

2.      Participants’ management:

•          Manage the registration process and compile confirmed registration list of participants, speakers, support staff, event management team, etc;

•          Identify and secure accommodation block booking for self-paying participants at alternate hotels and manage travel bookings/reservations for speakers;

•          Send out information note to all participants (arrival details, hotels, visa requirements, general city info; etc.);

•          Facilitate arrangements for visas for participants, as needed; and

•          Protocol arrangements for VIPs, including arrival and departure at airport with the relevant Ministries.

3.      Summit Venue arrangements:

•          Arrange and ensure all meeting rooms (for plenary and break-out sessions) are organized and ready for the meetings as required (as per specified meetings’ schedule);

•          Ensure all required audio-visual equipment is available in all the rooms as required;

•          Ensure catering as well as service maintenance are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms;

•          Manage participants’ registration on site or related suppliers/vendors through support team;

•          Design and make up name tags/badges for all participants, speakers, Media, VIPs, etc.;

•          Support the preparation, production and efficient distribution of materials that will be used at the Summit, in close coordination with the Advocacy and Communications department;

•          Coordinate rapporteuring to ensure notes/minutes of all Summit sessions for use in final Summit report; and

•          During the event, work with all partners, vendors, suppliers or individuals to ensure smooth implementation of all aspects of the event, including protocols, participant travel (international and local), accommodation, official dinners and lunches, and sessions

4.      Communication & PR:

•          Prepare and set- up a one-stop general information support service/information kiosk for participants;

•          Arrange simultaneous interpretation for all sessions as required (e.g. English- -Hindi, Bengali);

5.      Other general logistical arrangements and event management:

•          Arrange and manage VIP transport;

•          Set up a secretariat room – incl. adequate staff;

•          Planning and organization of all the meals, cocktails and other social events during the Summit;

Competencies

·        Professionalism

·        Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

·        Communicates effectively with staff at all levels of the organization.

·        Demonstrated ability to coordinate and work productively in team environment.

·        Initiative, hard-working and sound judgment, with a dedication to UN principles.

·        Ability and willingness to undertake additional program dimensions not outlined here.

·        Strong computer skills.

·       Experience in the UN system is desirable.

Education

Master’s degree in in a relevant field (e.g., event management, project management, business administration) and at least 10 years of relevant work experience. A Bachelor’s degree in a relevant field plus two additional years of relevant work experience may be accepted in lieu of the Master’s degree.

Experience
  • A minimum of 10 (12 years for a bachelor’s degree) of progressively responsible experience in event management, project management, business administration.
  • Strong track record of having organized large Summits and meetings, with an in-depth  understanding of all logistics and protocols needed to ensure smooth event management and implementation;
  • Excellent event and project management skills, with experience in the coordinating across units and institutions;
  • In-depth understanding of event and project management tools and software; Experience with and up-to-date knowledge of web-based tools and products that support knowledge sharing and collaboration;
  • Demonstrated ability to work effectively with an authorizing environment that involves a multitude of stakeholders.
  • Effective interpersonal skills; demonstrated ability to work effectively as an integral part of multi-disciplinary, multi-cultural and multi-agency teams;
  • High level of energy and initiative, and ability to deal with rapidly shifting priorities and work demands;
Languages

Proven spoken, written and oral fluency in English required.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: Local Specialist Level 12
Contract duration: Mid July to 31 December 2016

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

 
Additional Considerations
  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.

  • PLEASE NOTE THAT ONLY THOSE APPLICANTS WHO POSSESS THE RIGHT TO LIVE AND WORK IN INDIA WILL BE CONSIDERED FOR THIS POSITION.

    APPLICANTS MUST SUBMIT A COVER LETTER WITH THEIR APPLICATION FOR THIS POSITION.

    APPLICANTS MAY ALSO UPLOAD RECENT CERTIFICATES/REFERENCES OF SIMILAR WORK DONE FOR OTHER INTERNATIONAL ORGANIZATIONS (maximum 3).

POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL

DEGREE REQUIRED