NGO JOBS

Country: United States of America
Closing date: 30 Apr 2014

Terms of Reference

Consultant to Coordinate UNICEF’s Participation at AIDS 2014-Melbourne

1. Introduction

The International Conference on HIV/AIDS will be held in Melbourne, Australia, 20-25 July 2014. The conference theme “Stepping up the Pace” recognizes that we are at a critical time and we need to capture the optimism that has recently emerged and build on it to ensure that HIV remains on top of the global agenda. The pace needs to further increase to ultimately reverse the trajectory of the epidemic. Stepping up the Pace reminds us that we have to energize and revitalize our efforts to increase investments, collaborative research and political commitment. This can be done through controlled and coordinated action, including significant programme scale-up in resource-limited settings, commitment to evidence-based interventions, and more effective and intensive interventions in “hotspots” where Key Affected Populations (KAPs) are being left behind. Crucially there is the need to involve KAPs and address the stigma and discrimination which they face, including punitive government policies.

UNICEF has a significant stake in AIDS 2014. For the first time, UNICEF is partnering with the conference organizers – the International AIDS Society (IAS) - to support youth participation at the conference through the IAS’s Youth Scholarship Programme. An important part of the advocacy that UNICEF will engage in at AIDS 2014 relates to adolescents. A series of strategic events and presentations that reflects the work on HIV/AIDS and adolescents will be conducted as part of the formal programme as well as side events. To support the preparations for AIDS 2014, UNICEF HQ and the Australian National Committee for UNICEF will employ a consultant for the duration of three (3) months. UNICEF HQ has agreed to provide funding for this purpose.

2. Objective/Justification

A consultant is needed to assist with the preparation and coordination of UNICEF’s conference participation. The primary objective of the consultancy is to facilitate the participation of UNICEF staff in pre-conference and conference activities, including, but not limited to, the Global Partner’s Forum, UNICEF-led plenary, UNICEF satellites and other similar events, UNICEF-led workshops and sessions, among others. Support will be for logistics and for documenting UNICEF’s activities at the conference. A special focus will be on the youth scholarships, including the youth program and global village activities, to which UNICEF is directly contributing.

3. Responsibilities

3.1 In close collaboration and under the guidance of the UNICEF HQ team, liaise with the conference organizers and coordinate the participation of UNICEF delegation at the main pre-Conference Meetings and the main Conference. Main responsibilities include:

• Acting as focal point for UNICEF for all logistical support, including – but not limited to keeping track of arrival and departure schedules of participants; act as liaison between the hotel and UNICEF delegation; coordinate daily UNICEF meetings; update daily schedules of VIPs, arrange for distribution of conference materials, including badges; provide delegation with necessary documentation, and supporting media events
• Acting as focal point for UNICEF on all participation of young people who receive scholarships to the conference. This includes liaising with the IAS, and supporting young people who receive scholarships generally, as well as linking them into the youth program, the global village, the formal conference program and other side events and activities to raise the profile of young people at the conference
• Support HQ with the UNAIDS joint Booth preparations and running (including - but not limited to finding volunteers to man the Booth; act as the link with UNAIDS publications focal point to stock Booth with material; prepare terms of reference (ToR) for volunteers; manage general Booth proceedings)
• Handle UNICEF HQ’s preparations of pre-conference meetings. Preparations will include - but are not limited to coordination of logistics; updating agendas; coordination of available UNICEF materials at the meeting sites
• Provide practical support to the UNICEF delegation on their activities in the Global Village (including - but not limited to updating events’ schedules; guarantee the availability of UNICEF documentation at the site; oversee UNICEF branding of the booth in the Global Village).
• Manage UNICEF participation at specific satellite events (including - but not limited to UNICEF branding and availability of UNICEF documentation at meeting rooms; escort VIPs; update and print agendas)

3.2 Perform any other duties related to conference coordination as may be assigned by UNICEF staff overseeing conference organization.

3.3.Write a report on the week’s activities outlining lessons learned and best practice on UNICEFs’ engagement at the Conference.

4. Deliverable Outcomes

1. Logistics for the UNICEF led sessions and events before and during the conference effectively implemented (venue, equipment, translation facilities, links with the media etc.)
2. Logistics for young people who receive scholarships, as well as UNICEF participants (travel, accommodation) facilitated in collaboration with the Australian National Committee for UNICEF.
3. Facilitated regular meeting of UNICEF staff during the conference (morning meetings to discuss the daily outcomes of the conference).
4. Successful pre-conference events for UNICEF.
5. Regular monthly reports to UNICEF during the preparation for AIDS 2014.
6. Final report on the outcomes of the conference including the pre-conference with respect to the organizational HIV/AIDS priorities.

5. Qualifications

• University degree in communications, event management, marketing and public relations or related fields
• At least two years’ experience of relevant professional work in the planning and management of social development programmes, with practical experience in the adaptation and application of planning processes to specific project activities.
• Experience in working with and facilitating meetings with global audiences in HIV and AIDS related areas
• Ability to coordinate and network with partners
• Good communication and writing skills
• Relevant computer skills
• Native in English (spoken and written). Other UN languages are an advantage

6.Duration:From 15 May to 15 August. For a maximum of 40 days.

7.Work Station:UNICEF Australia, Melbourne.

8. How to Apply

Deadline for submissions: 30 April 2014

Qualified candidates are requested to send their submissions to with subject line: Consultancy to Coordinate UNICEF’s Participation at AIDS 2014-Melbourne

Applications must include:

• Cover letter

• Maximum 3-page curriculum vitae (CV);

• Signed P11 form (which can be downloaded fromhttp://www.unicef.org/about/employ/index_53129.html)

· An indication of ability, availability and a quote for daily rate to undertake the terms of reference above, (in US$). Applications submitted without a daily rate will not be considered.

NOTE: Files should not exceed 5.0MB limit. It is advised to send two emails if you exceed the limit.

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General Conditions of Contracts for the Services of Consultants / Individual Contractors

1. Legal Status

The individual engaged by UNICEF under this contract as a consultant or individual contractors (the “Contractor”) is engaged in a personal capacity and not as representatives of a Government or of any other entity external to the United Nations. The Contractor is neither a "staff member" under the Staff Regulations of the United Nations and UNICEF policies and procedures nor an "official" for the purpose of the Convention on the Privileges and Immunities of the United Nations, 1946. The Contractor may, however, be afforded the status of "Experts on Mission" in the sense of Section 22 of Article VI of the Convention and the Contractor is required by UNICEF to travel in order to fulfill the requirements of this contract, the Contractor may be issued a United Nations Certificate in accordance with Section 26 of Article VII of the Convention.

1. Obligations

The Contractor shall complete the assignment set out in the Terms of Reference for this contract with due diligence, efficiency and economy, in accordance with generally accepted professional techniques and practices.

The Contractor must respect the impartiality and independence of UNICEF and the United Nations and in connection with this contract must neither seek nor accept instructions from anyone other than UNICEF. During the term of this contract the Contractor must refrain from any conduct that would adversely reflect on UNICEF or the United Nations and must not engage in any activity that is incompatible with the administrative instructions and policies and procedures of UNICEF. The Contractor must exercise the utmost discretion in all matters relating to this contract.

In particular, but without limiting the foregoing, the Contractor (a) will conduct him- or herself in a manner consistent with the Standards of Conduct in the International Civil Service; and (b) will comply with the administrative instructions and policies and procedures of UNICE relating to fraud and corruption; information disclosure; use of electronic communication assets; harassment, sexual harassment and abuse of authority; and the requirements set forth in the Secretary General's Bulletin on Special Measures for Protection from Sexual Exploitation and Sexual Abuse.

Unless otherwise authorized by the appropriate official in the office concerned, the Contractor must not communicate at any time to the media or to any institution, person, Government or other entity external to UNICEF any information that has not been made public and which has become known to the Contractor by reason of his or her association with UNICEF or the United Nations. The Contractor may not use such information without the written authorization of UNICEF, and shall under no circumstances use such information for his or her private advantage or that of others. These obligations do not lapse upon termination of this contact.

1. Title rights

UNICEF shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material created by the Contractor which bears a direct relation to, or is made in order to perform, this contract. At the request of UNICEF, the Contractor shall assist in securing such property rights and transferring them to UNICEF in compliance with the requirements of the law governing such rights.

1. Travel

If UNICEF determines that the Contractor needs to travel in order to perform this contract, that travel shall be specified in the contract and the Contractor’s travel costs shall be set out in the contract, on the following basis:

(a) UNICEF will pay for travel in economy class via the most direct and economical route; provided however that in exceptional circumstances, such as for medical reasons, travel in business class may be approved by UNICEF on a case-by-case basis.

(b) UNICEF will reimburse the Contractor for out-of-pocket expenses associated with such travel by paying an amount equivalent to the daily subsistence allowance that would be paid to staff members undertaking similar travel for official purposes.

1. Statement of good health

Before commencing work, the Contractor must deliver to UNICEF a certified self-statement of good health and to take full responsibility for the accuracy of that statement. In addition, the Contractor must include in this statement of good health (a) confirmation that he or she has been informed regarding inoculations required for him or her to receive, at his or her own cost and from his or her own medical practitioner or other party, for travel to the country or countries to which travel is authorized; and (b) a statement he or she is covered by medical/health insurance and that, if required to travel beyond commuting distance from his or her usual place or residence to UNICEF (other than to duty station(s) with hardship ratings “H” and “A”, a list of which has been provided to the Contractor) the Contractor’s medical/health insurance covers medical evacuations. The Contractor will be responsible for assuming all costs that may be occurred in relation to the statement of good health.

1. Insurance

The Contractor is fully responsible for arranging, at his or her own expense, such life, health and other forms of insurance covering the term of this contract as he or she considers appropriate taking into account, among other things, the requirements of paragraph 5 above. The Contractor is not eligible to participate in the life or health insurance schemes available to UNICEF and United Nations staff members. The responsibility of UNICEF and the United Nations is limited solely to the payment of compensation under the conditions described in paragraph 7 below.

1. Service incurred death, injury or illness

If the Contractor is travelling with UNICEF’s prior approval and at UNICEF's expense in order to perform his or her obligations under this contract, or is performing his or her obligations under this contract in a UNICEF or United Nations office with UNICEF’s approval, the Contractor (or his or her dependents as appropriate), shall be entitled to compensation from UNICEF in the event of death, injury or illness attributable to the fact that the Contractor was travelling with UNICEF’s prior approval and at UNICEF's expense in order to perform his or her obligations under this contractor, or was performing his or her obligations under this contract in a UNICEF or United Nations office with UNICEF’s approval. Such compensation will be paid through a third party insurance provider retained by UNICEF and shall be capped at the amounts set out in the Administrative Instruction on Individual Consultants and Contractors. Under no circumstances will UNICEF be liable for any other or greater payments to the Contractor (or his or her dependents as appropriate).

1. Arbitration

(a) Any dispute arising out of or, in connection with, this contract shall be resolved through amicable negotiation between the parties.

(b) If the parties are not able to reach agreement after attempting amicable negotiation for a period of thirty (30) days after one party has notified the other of such a dispute, either party may submit the matter to arbitration in accordance with the UNCITRAL procedures within fifteen (15) days thereafter. If neither party submits the matter for arbitration within the specified time the dispute will be deemed resolved to the full satisfaction of both parties. Such arbitration shall take place in New York before a single arbitrator agreed to by both parties; provided however that should the parties be unable to agree on a single arbitrator within thirty days of the request for arbitration, the arbitrator shall be designated by the United Nations Legal Counsel. The decision rendered in the arbitration shall constitute final adjudication of the dispute.

1. Penalties for Underperformance

Payment of fees to the Contractor under this contractor, including each installment or periodic payment (if any), is subject to the Contractor’s full and complete performance of his or her obligations under this contract with regard to such payment to UNICEF’s satisfaction, and UNICEF’s certification to that effect.

1. Termination of Contract

This contract may be terminated by either party before its specified termination date by giving notice in writing to the other party. The period of notice shall be five (5) business days (in the UNICEF office engaging the Contractor) in the case of contracts for a total period of less than two (2) months and ten (10) business days (in the UNICEF office engaging the Contractor) in the case of contracts for a longer period; provided however that in the event of termination on the grounds of impropriety or other misconduct by the Contractor (including but not limited to breach by the Contractor of relevant UNICEF policies, procedures, and administrative instructions), UNICEF shall be entitled to terminate the contract without notice. If this contract is terminated in accordance with this paragraph 10, the Contractor shall be paid on a pro rata basis determined by UNICEF for the actual amount of work performed to UNICEF’s satisfaction at the time of termination. UNICEF will also pay any outstanding reimbursement claims related to travel by the Contractor. Any additional costs incurred by UNICEF resulting from the termination of the contract by either party may be withheld from any amount otherwise due to the Contractor under this paragraph 10.

1. Taxation

UNICEF and the United Nations accept no liability for any taxes, duty or other contribution payable by the consultant and individual contractor on payments made under this contract. Neither UNICEF nor the United Nations will issue a statement of earnings to the consultant and individual contractor

How to apply:

Deadline for submissions: 30 April 2014

Qualified candidates are requested to send their submissions to with subject line: Consultancy to Coordinate UNICEF’s Participation at AIDS 2014-Melbourne

Applications must include:

• Cover letter

• Maximum 3-page curriculum vitae (CV);

• Signed P11 form (which can be downloaded fromhttp://www.unicef.org/about/employ/index_53129.html)

· An indication of ability, availability and a quote for daily rate to undertake the terms of reference above, (in US$). Applications submitted without a daily rate will not be considered.

NOTE: Files should not exceed 5.0MB limit. It is advised to send two emails if you exceed the limit.