Вакансія: National East Expo Event Management Cоnsultant

UNDP document templates are available for download by following the link.

NB: Please note that online/application system does not recognise Russian/Ukrainian language, information you provide in on-line application questionnaire must be presented in English. All requested documents should be combined/merged (compressed if necessary) and uploaded into the application system by 1 document/attachment only.

TERMS OF REFERENCE FOR INDIVIDUAL CONSULTANT

1. Background Information on the Project:

The ongoing conflict in eastern Ukraine has had a direct and highly negative impact on social cohesion, resilience, livelihoods, community security, and the rule of law. Recognizing the need to urgently address reconstruction, economic recovery and peacebuilding needs in areas affected both directly and indirectly by the conflict, in late 2014 the government of Ukraine requested technical assistance and financial support from the international community to assess priority recovery needs. In late 2014, the United Nations (UN), the World Bank (WB) and the European Union (EU) conducted a Recovery and Peacebuilding Assessment, which was endorsed by the Cabinet of Ministers in mid-2015.

The United Nations Development Programme (UNDP) has been present and active in eastern Ukraine for the past decade, prior to the conflict, with a focus on community development, civil society development, and environmental protection. Work on addressing the specific, conflict-related development challenges discussed above started in 2015 through the United Nations Recovery and Peacebuilding Programme (UN RPP), building on this earlier engagement and establishing new partnerships. Today, the UN RPP is being implemented by four United Nations agencies: The United Nations Development Programme (UNDP), the UN Entity for Gender Equality and the Empowerment of Women (UN Women), the United Nations Population Fund (UNFPA) and the Food and Agriculture Organization of the United Nations (FAO).

The programme is supported by 12 international partners: the European Union, the European Investment Bank and the governments of Canada, Denmark, Japan, the Netherlands, Norway, Poland, Sweden, Switzerland, UK and USA.

The UN RPP was designed to respond to, and mitigate, the causes and effects of the conflict. It is based on the findings of the Recovery and Peacebuilding Assessment (RPA) and is aligned to the State Target Programme for Recovery, as well as to the two oblast development strategies up to 2020. It takes into account the opportunities that have arisen from the Minsk Protocol of September 2014 and the renewal of its cease-fire provisions (the latest cease-fire having been agreed in March 2018) and is also fully adjusted to the humanitarian-development nexus. It is an integral component of the UNDP Country Programme and is therefore fully aligned with the United Nations Partnership Framework (UNPF).

The programme’s interventions are grouped under the following key programme components, which reflect the region’s priority needs:

Component 1: Economic Recovery and Restoration of Critical Infrastructure

Component 2: Local Governance and Decentralisation Reform

Component 3: Community Security and Social Cohesion.

The Programme, which operates on the basis of a pooled funding arrangement, follows a multi-sectoral programme-based approach and is implemented using an area-based methodology. It is a unifying interventions framework for 12 projects funded by 12 international partners and is worth over 80 million USD.

In October 2018, four UN agencies (UNDP, UN Women, FAO and the UNFPA) countersigned a new joint project document, funded by the EU. The overall objective of the project is to restore effective governance and promote reconciliation in the crisis-affected communities of Donetsk, Luhansk and Zaporizhzhia oblasts of Ukraine, thereby enhancing the credibility and legitimacy of local authorities in the government-controlled areas (GCAs) of the oblasts. It will contribute to peace building and prevent further escalation of conflict in Ukraine through achieving effective and accountable decentralization, gender-responsive recovery planning, and equal access to services, as well as enhancing community security and social cohesion.

This will be achieved through the pursuit of the following specific objectives:

1. Enhance local capacity for gender-responsive decentralization and administrative reforms to improve governance, local development and the delivery of services.
2. Stimulate employment and economic growth by providing assistance to Micro, Small and Medium Enterprises (MSMEs) development through demand-driven business development services and professional skills training.
3. Enhance social cohesion and reconciliation through the promotion of civic initiatives.
4. Support sectoral reforms and structural adjustments in the health, education and critical public infrastructure to mitigate the direct impacts of the conflict.

One of the main objectives of UN RPP is to foster economic revitalization in Eastern Ukraine and, specifically, stimulate employment and economic growth by providing assistance to MSME development through demand-driven business development services and professional skills training as well as restoration and strengthening institutional and educational infrastructure needed for effective functioning of agriculture and non-agriculture sectors of regional economy.

The ongoing COVID-19 crisis is challenging people, households, and businesses in unprecedented ways. While containing the pandemic and protecting people is the top priority, disrupted supply chains, containment measures that are limiting economic and social interactions and falling demand put people’s jobs and income-generation opportunities at risk. Due to the current economic and financial hardships in eastern Ukraine, there is a lack of financial support to MSMEs development. Promoting employment is challenging in the best of circumstances, and far more so in post-conflict situations. While the early economic recovery response implemented now in eastern Ukraine is aimed to increase the income earning opportunities through public and temporary works, the main challenge for the post-conflict employment policy is to affect the transition from aid-supported employment generation to sustainable, unsubsidized private (and public) sector job growth.

In 2017, UNDP launched ‘East Expo’ event, an exhibition of businesses from Donetsk and Luhansk oblasts aimed to support MSMEs in the region and to develop an awareness of their business activities in Ukraine and beyond. ‘East Expo’ features a range of activities geared for business owners from all over Ukraine, as well as representatives of business support agencies, private companies, international organizations, foreign embassies, state authorities and the local population. Since 2017, six such business expos were held in Kramatorsk, Severodonetsk, Kyiv (twice), Lviv and one of them in online format in 2020. The exhibitions have been visited by over 10,000 people. Some 260 MSMEs participated with exhibitions and some 70% out of them found clients and partners at the events.

2. OBJECTIVE OF THE ASSIGNMENT

The overall objective of this assignment is to provide technical support and facilitation of a national East Expo event scheduled to be conducted in Kyiv in September 2021 with up to 150 participants in total, coordination of communication with partners/participants/stakeholders  (including but not be limited to national/regional authorities, Chambers of Commerce, national/regional NGOs, national/regional enterprises, conference services providers, educational and youth facilities), ensuring proper communications between the Expo host facilities and conference service providers responsible for technical support of the event, facilitating logistics and covering technical issues related to East Expo events organization. Based on the information provided by the Programme, the incumbent shall propose a clear concept note of the event with planned training activities, lectures, discussions and other relevant business support activities as well as develop an agenda and communication plan.

3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK

Under the supervision of the Specialist on Entrepreneurship Promotion, the East Expo Event Management Consultant will assist the event planning, coordination and management of a national event ‘East Expo 2021’ scheduled to be conducted in Kyiv in September 2021. The Consultant will carry out the following tasks:

• Assist with events’ planning, coordination and implementation;
• Develop the events’ work plans according to requirements, target audience and objectives (plan for preparation, implementation and post communication of the event, Ukrainian language at least 3 pages in word, excel or pdf);
• Draft and agree with Programme a calendar plan of preparation of the events and ensure its timely and quality implementation;
• Organize working and coordination meetings with all stakeholders involved in the preparation of the event (online and offline, upon request);
• Draft and agree with Programme the list of relevant participants, list of potential business partners/visitors and other stakeholders with contact details, the participants feedback forms, the event brief (UKR) and mapping of potential host facilities;
• In coordination with the Programme, to ensure invitation of participants, provide them with consulting support concerning participation in the event and keep the list of confirmed participants updated on a regular basis (at least once a week, or more often upon the request);
• Plan, organize and conduct B2B meetings between the expo’s participants/exponents and their potential business partners/clients/customers;
• Assist in looking of all necessary premises for the events, including exhibition space, conference rooms, hotels, parking, warehouses, etc;
• Act as a focal point for all issues arising during the preparation to the event and redirecting them to the Programme;
• Ensure close communication and collaboration with the conference service provider responsible for the support of the events;
• Collect all documentation related to the organization and conducting of the events (namely the concept note, the events briefs, the lists of participants) and transferring them to the Programme on a regular basis;
• Monitor and supervise all preparation activities and provide technical support to ensure the events are conducted according to UN standards;
• In coordination with the conference services providers and East Expo host facilities, to ensure the arrangements, logistical, administrative and preparation of the events run timely and smoothly in a high-quality manner;
• Come up with suggestions that may contribute to the events’ success;
• Perform all duties related to the events’ organization in order to ensure successful completion of the events.
• Assist in events’ budget calculation and adjust if necessary, upon confirmation with the Programme;

4. DELIVERABLES

The Consultant is expected to perform activities within the scope of work and to provide the following deliverables with the given timelines:

5. PAYMENT SCHEDULE:

The Programme will pay the negotiated amount in 3 tranches:

• upon submission and approval of Deliverable 1 – 20%;
• upon submission and approval of Deliverable 2 – 30%;
• upon submission and approval of Deliverable 3 – 50%

The payment will be paid upon the full completion and acceptance of contractual obligations whereupon the Programme Coordinator of UN Recovery and Peacebuilding Programme signs the certification of acceptance.

6. MONITORING/REPORTING REQUIREMENTS

The Consultant will work under the direct coordination the Specialist on Entrepreneurship Promotion. The Consultant will directly report to the Specialist on a fortnightly basis through in-person meetings/ by phone or Skype/Zoom or sending electronic materials. The consultant will duly inform UN RPP of any problems, issues or delays arising in the course of the implementation of the assignment and take the necessary steps to address them.

All documents/files shall be transmitted electronically (Formats of: * .docx, * .xlsx, * .pptx, * .pdf) on electronic source or in the form of electronic communication. 

7. EXPERIENCE AND QUALIFICATION REQUIREMENTS

• At least Bachelor’s Degree in Event Management, Public Administration, Finance, Law, Marketing, Economics or another relevant field;
• At least 3 years of experience in the field of coordination of events and/or their components in public, non-governmental or international organizations (at least 3 events conducted);
• Proven experience in facilitation of B2B meetings for at least 30 Micro, Small and Medium Enterprises (MSMEs) – B2B report with a list of MSMEs participated in the negotiations to be provided;
• Fluency in Ukrainian/Russian; working knowledge of English is required.

Functional Competencies:

Ethics & Values:

• Demonstrating and promoting the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness:

• Ability to lead formulation, design, oversight of implementation, monitoring and evaluation of development projects.
• Ability to lead strategic planning, change processes, RBM and reporting.

Developing & Empowering People/Coaching and Mentoring:

• Self-development, initiative-taking.

Working in Teams:

• Acting as a team player and facilitating teamwork.

Communicating Information and Ideas:

• Facilitating and encouraging open communication in the team, communicating effectively
• Delivering verbal/written information in a timely, clear, organized and easily understood manner
• Informed and transparent decision making
• Accepting responsibility and accountability for the quality of the outcome of his/her decisions.

Language skills: Excellent Ukrainian/Russian writing and presentation skills are essential. Knowledge of English is required.

8. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS

Applicants shall submit the following documents:

9. FINANCIAL PROPOSAL

Lump sum contract

The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in instalments or upon completion of the entire contract). Payments are based upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount.

The Consultant will be responsible for all personal administrative expenses associated with undertaking this assignment including office accommodation, printing, stationery, telephone and electronic communications, and report copies incurred in this assignment.

Travel costs

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

          10. EVALUATION CRITERIA

• Higher education in Event Management, Public Administration, Finance, Law, Marketing, Economics or another relevant field – 10 pts max;

{5 pts. – Bachelor’s degree in public administration, Journalism, Economics, Social Science or other related fields; 10pts. – Master’s/Specialist degree or higher in one of the relevant areas};

• Proven experience in the field of coordination of events in public, non-governmental or international organizations – at least 3 events conducted – 25 pts max;

{20 pts. – 3 events; 25pts. –more than 3 events};

• Proven experience in facilitation of organization of B2B meetings for MSMEs with potential partners – minimum 30 MSMEs – 25 pts max;

{20 pts. – 30-50 MSMEs; 25pts. – more than 50 MSMEs};

• Fluency in Ukrainian and Russian and working knowledge of English are required – 10 pts max;

{4 pts. – Fluency in Ukrainian and Russian and working knowledge of English; 10 pts. – Fluency in Ukrainian and Russian and advanced level of English}.

              11.EVALUATION METHOD:

Cumulative analysis

Contract award shall be made to the incumbent whose offer has been evaluated and determined as:

1. responsive/compliant/acceptable, and
2. having received the cumulative highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight: 70%

* Financial Criteria weight: 30%

Only candidates obtaining a minimum 70% from the maximum available technical score (49 points) would be considered for the Financial Evaluation

The maximum number of points assigned to the financial proposal is allocated to the lowest price proposal and will equal to 30. All other price proposals will be evaluated and assigned points, as per below formula:

30 points [max points available for financial part] x [lowest of all evaluated offered prices among responsive offers] / [evaluated price].

The proposal obtaining the overall cumulatively highest score after adding the score of the technical proposal and the financial proposal will be considered as the most compliant offer and will be awarded a contract.

https://jobs.undp.org/cj_view_job.cfm?cur_job_id=100362