Event Ceremonial Consultancy

Background

 

Consultancy Title	Event Ceremonial Consultancy
Subject Area	Governance and Participation
Specific topic	G20
Required languages	Portuguese and English are required
Contract type	Special Service Agreement (SSA) – Regular
Start date	Upon signing the contract
Contract duration	11 months
Location	Presential - Brasília
Modality	Full time
Type of Contract	National

 

I. Organizational context

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. Placing women's rights at the center of all its efforts, the UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors. 

The global four thematic areas are:

• Governance and participation in public life.
• Women's economic empowerment.
• Ending violence against women.
• Women's peace and security, humanitarian action, and disaster risk reduction.

II. Background

The UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in line with the international human rights standards and commitments on gender equality and empowerment of women, of which Brazil is signatory, including the UN Human Rights Treaties, such as CEDAW, CERD, as well as with Beijing Platform for Action, Durban Action Plan and Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security.

UN Women also coordinates and promotes the UN system’s work in advancing gender equality, and in all deliberations and agreements linked to the 2030 Agenda. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.

The Country Office is committed to support the Brazilian Government and its efforts to promote women’s rights, gender equality and gender mainstreaming in national and international normative frameworks.

The G20 was created in 1999 and brings together Finance Ministers and Central Bank Governors to discuss global economic and financial issues, with a focus on shaping and strengthening global architecture and governance. Today, Argentina, Australia, Brazil, Canada, China, France, Germany, India, Indonesia, Italy, Japan, Mexico, Republic of Korea, Republic of South Africa, Russia, Saudi Arabia, Turkey, United Kingdom and the United States of America, African Union and European Union participate in G20. Guest countries and international organizations also participate in the G20 upon invitation.

The G20 does not have a permanent secretariat or staff. Instead, the G20 Presidency rotates annually among the members and is selected from a different regional grouping of countries. Each year another country from a different group assumes the G20 Presidency. Brazil holds the current presidency from 1 December 2023 to 30 November 2024.

The G20 Presidency is responsible for bringing together the G20 agenda in consultation with other members and in response to developments in the global economy. The G20 Presidency steers the G20 agenda for one year and hosts the Summit. The G20 consists of two parallel tracks: the Finance Track and the Sherpa Track. Finance Ministers and Central Bank Governors lead the Finance Track while Sherpas lead the Sherpa Track after Finance Track.

The G20 process from the Sherpa side is coordinated by the Sherpas of member countries, who are personal emissaries of the Leaders. Finance Track is led by Finance Ministers and Central Bank Governors of the member countries. Within the two tracks, there are thematically oriented working groups in which representatives from the relevant ministries of the members as well as from invited/guest countries and various international organizations participate. The Sherpas oversee negotiations over the course of the year, discussing agenda items for the Summit and coordinating the substantive work of the G20.

In addition, there are Engagement Groups which bring together civil societies, parliamentarians, think tanks, women, youth, labour, businesses and researchers of the G20 countries.

In 2023, G20 established the , which will convene for the first time in Brazil, coordinated by the Ministry of Women.

III. Consultancy objective

The objective of the consultancy is to provide guidance to the Ministry of Women to all official G20 Working Group on the Empowerment of Women ceremonies and events, in compliance with international protocols and procedures.

The Ceremonial Events Operationalisation Manager will work closely with the Ministry of Women.

At the end of the consultancy, it is expected that the Ministry’s team have access to information, demonstrate increased capacity and have guidance materials on international protocols and procedures.

Duties and Responsibilities

IV. Scope

Under the overall guidance of the Deputy Representative and direct supervision of the Programme Analyst for Governance and Participation, and in coordination with the Ministry of Women the consultant will implement the following tasks/activities:

Task 1 “Enhance the Ministry’s team capacity to apply international protocols, procedures and etiquette for G20 Ceremonies and Events”

1. Develop and implement a one-day workshop to streamline the team’s knowledge
2. Develop and implement training workshops as requested
3. Revise the Ministry’s checklist for the development of an events and ceremonies protocols and procedures checklist
4. Prepare guidelines and manuals to support capacity development
5. Provide on-the-job coach to the Ministry’s team in preparation for events and ceremonies

Task 2 “Support planning of ceremonies, sessions, receptions and other activities hosted by the Working Group on the Empowerment of Women”:

1. Revise and provide technical advisory for the elaboration of briefings, run-of-the show and programmes to ensure standard protocols and etiquettes are observed - including the arrangement of leaders and delegations is in line with protocol and the appropriate order of precedence, arrangement of flags, national anthems, formal greetings and welcome speeches, time-keeping strategies
2. Provide technical support to the UN Women’s team, as requested

Task 3 “Manage and systematize knowledge”

1. Systematize guidelines and lessons learned and develop knowledge products, with a view to share knowledge with the Ministry of Women, the Brazil Country Office and other UN Women’s units.

V. Deliverable products:

#	Deliverable products	Deadline	Payment
	Detailed work plan	2 weeks after signature of contract	30%
	Results-based report	6 months after signature of contract	35%
	Results-based report	10 months after signature of contract	35%
		100%

*All reports should be submitted in English or Portuguese language and include the full set of supporting documents, such as training agendas and methodologies, handouts, lists of participants, etc. The supporting documents can be submitted in Portuguese.

UN Women will review and provide feedback/approval within 5 working days. In case feedback is provided, UN Women will approve deliverables after feedback is incorporated and deliverable is considered final.

VI.  Contract execution arrangements

Payments for the services will be made after the delivery of each product established in the table above upon certification of a satisfactory performance by UN Women in accordance with the established schedule.

Payments will be processed within 10 working days after the final approval of the deliverable and submission of the signed Certification of Payment form.

When processing the last payment, it must be accompanied by the consultant Performance Evaluation.

The SSA establishes that the remuneration for this contract type is an all-inclusive fee, the organization will not be liable for additional cost or benefits. Hence, it is the responsibility of the consultant to take out adequate medical insurance for the duration of the contract and it is recommendable that the policy includes coverage for COVID-19 related illness. The medical coverage should be international when the contract requires missions or international assignment.

If selected for this post, proof of medical coverage should be presented within the first two months of the contract.

No travel is expected for the development of the present consultancy.

The consultant will be responsible for the travel and per diem (accommodation, meals, transfers/transportation, communication, and other related costs). Such costs will be later reimbursed, subject to presentation and approval of supporting documents (quotation, invoices and vouchers). The per diems must be included in the fees, in the financial proposal, and expenses with accommodation, meals, transfers/transportation, communication, and other related costs will not be reimbursed separately.

Air travel will be the most direct and economical route: The default route will be the most direct route between the traveller’s service location and the travel location. However, the most economical route will apply when:

(a) the cost of the most direct route is 25% or more higher compared to the most economical route; and

(b) the travel time for the most economical route does not exceed the most direct route by four (4) hours or more.

For all air travel, the traveller will receive the most economical (lowest) fare in the applicable class of service, including restrictive, non-refundable airfares.

Travel arrangements and reimbursement requests will follow the UN Women Travel Policy, which will be shared by the supervisor at the start of the contract.

The consultant on official travel, regardless of the destination, must obtain authorization through the UNDSS/TRIP prior to travel in accordance with the UN security policy.

Prior to going on mission consultants/individual contractors should provide a signed “Statement of good health” to confirm their insurance coverage and inoculations.

VII. Inputs

The consultant is expected to work remotely during the assignment on an intermittent basis, as required by her/his supervisor. The consultant is expected to work using her/his own computer remotely and be available for the presential and virtual meetings with UN Women and the Ministry of Women when required. The consultant may access UN Women Office to use printer or scanner upon agreement with the supervisor.

UN Women will provide the consultant with background materials related to the assignment, logistical and coordination support for the organization of meetings with key stakeholders and partners.

VIII. Performance monitoring and evaluation

The work and performance of a consultant will be evaluated and monitored by the Supervisor on a regular basis to ensure the contractual obligations have been fully met. The consultant will maintain permanent coordination with her/his supervisor to execute and develop the products requested by this consultancy effectively. S/he will also provide information as requested within the framework of the terms of reference. 

Performance indicators

Consultant’s performance will be evaluated against such criteria as: timeliness, responsibility, initiative, communication, accuracy, and quality of the products delivered. The evaluation will be carried out and cleared by the supervisor which will also be the basis for payment on a delivery-by-delivery basis to the consultant.

Competencies

IX. Values and competencies

Organizational Values and Principles  

• Respect for Diversity: Demonstrate recognition of the organization's multicultural nature and its staff's variety. Demonstrates international perspective, appreciation of difference in values and learning from cultural diversity.
• Integrity: Demonstrate consistency in upholding and promoting UN Women's values in actions and decisions, following the United Nations Code of Conduct.
• Professionalism: Demonstrate professional competence and experience in the knowledge of their substantive areas of work.

Core competencies

• Awareness and Sensitivity Regarding Gender Issues 
• Accountability 
• Creative Problem Solving 
• Effective Communication 
• Inclusive Collaboration 
• Stakeholder Engagement 
• Leading by Example 

Functional competencies:

• Excellent partnership skills.
• Good teamwork skills. 
• Understanding of the gender equality agenda

Please visit this link for more information on UN Women’s Core Values and Competencies:

Required Skills and Experience

X. Requirements

For the applicant to be considered, applicants must meet the following qualifications and requirements:

Mandatory:

Education

• University Graduate Diploma (university bachelor's degree) in International Relations, Public Relations, Administration, Social Communication or other related fields

Professional Experience

• At least two years of demonstrable experience in the field of protocol and ceremonial of international events, including event planning, protocol and etiquette at international events
• At least 2 years of experience in working with government bodies

Languages and other skills

• Proficiency in MS Office
• Fluency in Portuguese and English is mandatory

Desirable:

Professional Experience

• Experience working with Gender Equality and Women's and Girls' Empowerment issues.
• Experience in developing and conducting training is an asset
• Previous experience with United Nations Agencies and/or International Organizations desirable

Languages and other skills

• Fluency in Spanish is desirable

XI. Evaluation of Applicants

For the selection process, the evaluation committee will carry out a technical evaluation of qualifications (70%) and the evaluation of financial proposals (30%) based on established requirements and criteria.

The award of the contract should be made to the individuals whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable.
• Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

The total number of points allocated for the technical qualification component is 70. The technical qualification of the individual is evaluated based on desk review and following technical qualification evaluation criteria (mandatory and desirable): 

 

Technical Evaluation Criteria	Maximum Obtainable Points: 70
Criteria A – Relevant Education	10 including
University Graduate Diploma (university bachelor's degree) in International Relations, Public Relations, Administration, Social Communication or other related fields (mandatory)	10
Criteria B - Relevant Professional Experience	55 including
At least two years of demonstrable experience in the field of protocol and ceremonial of international events, including event planning, protocol and etiquette at international events (mandatory)	20
At least 2 years of experience in working with government bodies (mandatory)	10
Experience working with Gender Equality and Women's and Girls' Empowerment issues (desirable) desirable	10
Experience in developing and conducting training (desirable)	10
Previous experience with United Nations Agencies and/or International Organizations (desirable)	5
Criteria C - Language and other skills	5 including
Fluency in Portuguese (mandatory)	0
Fluency in English (mandatory)	0
Fluency in Spanish (desirable)	5
Financial/Price Proposal evaluation	30
Total	100

Evaluation process

 

Phase 1: longlisting, based on minimum requirements and completion of documentation;

Phase 2: shortlisting based on desk review of application documents based on evaluation criteria;

Phase 3: technical evaluation of the shortlisted candidates;

Phase 4 (optional): based on shortlisting - written test;

Phase 5 (optional): based on shortlisting/results of the written test – interview.

XII. Recruitment Process

Application and submission package:

In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation and, therefore, will be discarded from the process. 

All applications must include in their application:

1 Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from 

2 Financial proposal (sample is provided in Annex I): The financial proposal shall specify a total lump sum amount with a breakdown per deliverables, and travel costs (if applicable) and other related costs (e.g., tele-communication).

Interested candidates are requested to apply no later than 24 January 2024 by submitting applications THROUGH ONLY to UNDP Jobs Platform (https://jobs.undp.org/cj_view_jobs.cfm)

Applications WITHOUT SIGNED P11 and SIGNED FINANCIAL PROPOSAL will be treated as incomplete and will not be considered for further assessment.

IMPORTANT NOTES

• Making the application, UN Women HR strongly suggests that only one (1) file must be uploaded in PDF format. A guide is attached for you to perform this step. https://www.wikihow.com/Merge-PDF-Files. UN Women assumes no responsibility and only describes one of the many ways to compress documents related to the application. You may use whichever one you deem appropriate.  
• Only those applications that fit on the shortlist will be contacted for an interview (if applicable). 
• Consultants who have an employment relationship with public institutions can only be hired if they present proof of a work permit (license) and/or evidence of unpaid leave without expiration and a letter of no objection to the consultancy's performance, issued by the employing institution. If the candidates are linked to a research institution, academic center, or university, presenting a letter of no objection issued by the employing institution is sufficient.  
• The selected consultants must have medical coverage and present proof of their coverage within two months of signing their contract. For national consultants, SUS coverage is also accepted as a proof of medical coverage. Selected candidates must present SUS identification card when required (prior to the contract signature). For more information on how to print SUS identification card, please refer to the following website:
• If travel is required, medical coverage, required vaccines according to the destination, travel insurance and statement of good health must be confirmed. 

Annex I - Sample Financial Proposal  

The format shown on the following tables is suggested for use as a guide in preparing the Financial Proposal.  

A. Cost Breakdown per Deliverables*

 

	Deliverables	Percentage of Total Price (Weight for payment)	Price, BRL   (Lump Sum, All Inclusive)
1
2
3
4
	Total		BRL

 

• Diversity and Inclusion  

  At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.  

  If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.  

  UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.  All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)