UN Women Event and Programme Support Assistant - Communications and Advocacy, Bangkok, Thailand, National Consultant

Background

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 centre of all its efforts, 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.

A key area of concern for UN Women is Communications and Advocacy, as expressed in UN Women’s Strategic Plan 2026–2029, as well as in the targets and indicators of Sustainable Development Goal (SDG) 5 on gender equality and women’s empowerment and several other SDGs relating to inclusive growth, decent work, ending poverty, reducing inequality and revitalizing the global partnership for sustainable development.

Within this context, the Regional Communications and Advocacy Unit of the UN Women Regional Office for Asia and the Pacific (ROAP) leads strategic communications, media engagement, digital advocacy, public campaigns and regional visibility initiatives to advance gender equality and women’s empowerment across Asia and the Pacific. The Unit supports regional advocacy efforts, high-level missions, intergovernmental engagement, donor visibility, multimedia storytelling and digital outreach, while strengthening partnerships with governments, civil society, youth networks, media organizations, private sector partners and the wider United Nations system.

Against this context, UN Women ROAP is seeking an Event and Programme Support Consultant to provide comprehensive support to the Regional Communications and Advocacy Unit, including coordination and logistical support for regional events, meetings, missions and advocacy initiatives; travel booking and travel allowance preparation for meeting participants; administrative and programme support; coordination with vendors and partners; and operational assistance for communications and advocacy activities across the region.

Description of responsibilities /Scope of work

Reporting to the Regional Communications Specialist, the Consultant will work with and provide support to the members of the Regional Communications and Advocacy team. The scope of work includes the following:

1. Provide administrative support to processing and facilitating proper documentation management

• Store, manage, and track documents in a SharePoint database;
• Manage records management procedures and policies including documentation, record retention, and retrieval;
• Manage and maintain hard and electronic filing system ensuring safekeeping of confidential materials;
• Route documentations from country offices to the proper unit for processing;
• Periodically review the efficiency of administrative procedures and make proposals to eliminate communication bottlenecks and/or streamline office procedures.

2. Provide administrative support to travel arrangements and office transportation

• Collect and process information and documentation for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
• Arrange travel and hotel arrangements for staff and visitors;
• Oversee the drivers; manage their schedules;
• Track and log the use of fuel.

3. Coordinate assets management in the office and provide support to procurement

• Coordinate assets management in the office, prepare and submit periodic inventory report;
• Inspect and verify of all incoming assets (equipment, furniture, and inventory), and schedule deliveries to users;
• Collect information on shipments, customs clearance arrangements, prepare documents for UN Women shipments (received/sent);
• Maintain inventory records;
• Lead the annual physical inventory verification exercise by checking the accuracy of records and location of property;
• Prepare Purchase Orders; process invoices related to office building services (utilities and contractors);
• Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
• Process micro-purchase procurement requests;
• Provide inputs to the preparation of procurement plans for the office and monitor their implementation.

4. Provide administrative support to the organizing of the Regional Office’s meetings and panels

• Prepare presentation materials;
• Arrange the logistics of the RO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
• Finalize memoranda, list of participants; and send letters of invitation and other documents;
• Attend meetings, prepare minutes, and monitor follow up activities.

5. Provide administrative support to financial services

• Prepare materials, estimates and other documents to support budget review, planning and preparation.

6. Provide administrative support to knowledge building and knowledge sharing

• Provide administrative support in the organization of trainings for the operations/ projects staff on administrative related matters;
• Compile lessons learnt and best practices in Administration.

Expected deliverables

• Timesheet or Certificate of Payment (COP) indicating days worked in table form.
• Interim report with summary of performed activities, with reflection on tasks as per ToR and administrative support provided.

Competencies

Core Values

• Integrity;
• Professionalism;
• Respect for Diversity.