IC_UNDP-R46-00070_Knowledge Fair Manager Consultant
Procurement Process
IC - Individual contractor
Office
UNDP-R46 - BARBADOS
Deadline
12-May-23 @ 03:00 PM (New York time)
Published on
13-Apr-23 @ 12:00 AM (New York time)
Reference Number
UNDP-R46-00070,1
Contact
procurement.rblac.regionalhub@undp.org - procurement.rblac.regionalhub@undp.org
If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-R46-00070,1, following the instructions in the user guide.
Introduction
UNDP Regional Bureau for Latin America and the Caribbean (RBLAC) is looking for a qualified "Knowledge Fair Manager" Consultant to support the implementation of the Spotlight Initiative Caribbean Regional Programme.
Knowledge Fair Management tasks:
• Coordinate all the processes involved in the KF.
• Reassures the quality of the of the deliverables.
• Establish timelines for the development and execution of the KF.
• Liaise with the UNDP’s technical team and management team on the development of the event.
• Coordinates meetings and follow-up the KF Advisory Board to review important documents/actions to provide feedback and validation/approval.
o Advisory Board should include EU, UN Women, UNFPA, UNICEF and CARICOM representatives along with UNDP.
• In coordination with UNDP’s Team, maintains a close relationship with the Government of Barbados with the accompaniment of UNDP.
• In coordination with UNDP’s Team, lead high-level communications with stakeholders.
• In coordination with UNDP’s Team, lead resource mobilization (partners and/or sponsors) and stakeholders.
• Leads the organization of the cultural/social events and activities during the fair for the promotion of a peace culture without violence.
Event Logistics:
• Full oversight overt the logistical arrangements for the Knowledge Fair before and during the event.
• Maintain relations with the service providers: venue (conference center), hotels, catering, communications, video and photography services, printing and or media services, etc.
• Prepare and update the budget for the event.
• Prepare and coordinate Save the Date and other relevant information/updates to stakeholders involved.
• Ensure that the necessary protocols for inviting VIPs are in place and maintained.
Technical Support Knowledge Fair:
• In coordination with the Content & Methodology Support person and UNDP’s Team develop the concept note and agenda, in close relation with the Advisory Board and with the final approval of UNDP.
• In coordination with UNDP’s and the Regional Programme’s communication team, follow-up, and development of communication strategies with the communication company. This includes follow-up of other communication materials (videos, brochures, event web page, and registration).
• Liaise with necessary parties regarding the exhibitions.
• In coordination with the Logistic Support Consultant, review the draft logistic notes for the different participants.
• In coordination with the Logistic Support Consultant, review the list of participants, the definition of speakers/presenters, and cultural activities.
• Review and supervise the documents and actions developed by the Content & Methodology Support person and obtain approval of the content and methodological actions. Some of this will include:
o Call for proposal process (review of terms of reference, dissemination of announcement, review evaluation documents, co-lead the evaluation process, prepare announcement for chosen activities, follow up with selected experiences for their participation).
o Definition of presentations for the experiences and cultural activities.
• Troubleshoot and handle any adhoc requests/challenges related to the event.
• In charge of the results of the Fair including its evaluations, follow-up of result indicators y final deliverables.
o With Content & Methodology Support consultant prepares monitoring and evaluation methodology for the event for internal reporting purposes and measuring the out-reach/impact of the event.
o Develop final reports or other visual documentation (PPT, etc.) so showcase results.
o Prepare the Final Report highlighting good practices, lesson learnt, challenges and recommendations.
The qualified -Knowledge Fair Manager Consultant - will be the contact person of the Fair and will have the crucial role to liaison with
all stakeholders during the different stages of the event.
This specific tender is managed via the new supplier portal system of UNDP.
If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.
If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-R46-00070, following the instructions in the user guide.
In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders.
Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.
Should you require further clarifications, kindly communicate using the messaging functionality in the system/portal not later than
Friday, April 21st, 2023 - at 15:00 (UTC /GMT-5), time of the Republic of
Amendment
Updating options in multiple choices under Section 2. Evaluation, points 4. and 5.