A.     Background

UNV ROECIS has achieved good results with regards to regional priorities and targets last two years. COVID-19 pandemic and recent crises have affected UN staff and UNV RO staff/personnel who despite the challenges faced, they were on top of their duty and contributed to achieving organizational objectives.

Covid, the War in Ukraine, and lastly the Earthquake in Turkiye have all had a significant impact on our lives, both directly and indirectly. In this regard, the UNV ROECIS has given the wellbeing of its employees and teamwork a high priority in its workplan for 2023, and it regularly holds different staff online wellbeing events to improve team relationships and team bonding.

During the last two years, UNV ROECIS has engaged new staff/personnel, and the main aim of the retreat is to strengthen team relationships and the ability to work together effectively. Furthermore, UNV ROECIS would like to focus on the continuation of the last years’ retreat, follow-up on the concrete actions and outcomes decided last year.  

Taking into consideration the above-mentioned and in line with the UNV restitching initiative, the ROECIS is planning to conduct 4 days’ workshop focusing on following areas:

1.      Teambuilding and staff wellbeing activities  

2.      Effective Communication trainings/workshops with applied activities on external communication with partners, internal communication within the organization, social media, storytelling, result based communication while reporting on the deliveries

3.      Strengthening the interaction between HQ, regional and field staff for volunteer management and administration

4.      Reviewing the regional priorities as per UNV Strategic Framework (SF 2022-25) at regional level

5.      Learning and experience sharing through practical sessions, peer-discussions and role play by tackling topics such as demand generation for onsite and online volunteers, volunteer management, talent acquisition (TA), result-based management (RBM) and communications, crises response

Workshop Objectives

1.      Foster common vision and understanding of UNV SF (2022-25) including UNVs tailored approach in positioning within the UN system.

2.      Deepen understanding of UNV’s identity in the UN landscape and deepen partnership building skills.

3.      Engage in joint learning on innovative volunteers’ integration practices.  

4.      Peer to peer exchange, mutual learning by sharing experiences and good practices on crises response and partnerships management.

5.      Teambuilding within the region and across UNV to boost effective engagement and collaboration. Enhanced effective business communication and business writing in UNV. 

To facilitate the workshop, prepare and deliver it jointly with the ROECIS personnel, ROECIS looks for an experienced contractor that will be able to support RO team with 1)designing & finalization of the agenda, 2)engage participants in relevant team building activities, 3)facilitate joined and proactive discussion, through use of innovative sessions design/ facilitation methods and creative visualisation.

The Regional Retreat will take place between 4-8 September 2023 in Turkiye. Total number of UNV related participants for the region, UNV HQ and other office is approximately 40.

Scope of Services

Against the objectives of the retreat, the contractor shall deliver the following services:

A.     Reporting

The Contractor shall provide UNDP/UNV with a brief and concise report on the delivery of the retreat, including key highlights and lessons learnt along with the decisions taken and decided action points throughout the sessions within one week of the completion of the Event.

B.     Service Standards

1.      The Contractor shall provide polite, responsive, and efficient service always to fulfil the UNV’s requirements with UN Ethics. As a service objective, telephone calls and emails should be answered promptly.

2.      Contractor shall provide the following core service hours: Tuesday, Wednesday, Thursday, Friday between 9.00 am and 5.00 pm and during event arrangement.

3.      Contractor(s) shall assign personnel/focal point for the event to facilitate and handle all event arrangements and to be in site during event period.

C.      Quality Control for the Services

The Contractor shall monitor the quality of the services provided to the UNDP/UNV on a regular and continual basis. These procedures shall include a self-inspection system covering all the services to be performed in the Contract, and shall include a method for monitoring, identifying and correcting deficiencies in the quality of service furnished to the UNV. UNDP shall be notified of any deficiencies found and corrective action taken.

          The UNDP reserves the right to conduct their own quality control surveys to ensure the adequacy of the services and to compare unit rates for services with existing in the market.

          The Contractor warrants that the personnel assigned to handle the UNV’s arrangements shall have a strong event management, design and facilitation skills and experience and shall constantly be trained to be kept up to date.

D.     Personnel Required

The contractor shall nominate an experienced team of at least 3 persons, comprising of a

·        Facilitator/ Team leader (at least 5yrs professional work experience; university degree, fluent in oral and written English) with visualization skills preferred.

·        Co-Facilitator (at least 5yrs of professional experience, university degree, fluent in oral and written English) with visualization skills preferred.

All contractor personnel should have previous experience with the facilitation of similar workshops for international clients.

The contractor shall designate a facilitator as focal point/ appointed team leader who will be present during the workshop period and lead the retreat. Equally for the pre-event communication and planning process the focal point will be directly responsible for delivering the items and services listed under section.  

E.      Requirements for the Contractor(s)

The Contractor should have:

At least 3 years of proven experience and strong track record in designing and facilitating corporate workshop and sessions for international customers/ international organization, Government, private sector and ideally the United Nations.

At least 3  years of proven experience and track record in ideation, design, and implementation of innovative workshop programs, that apply strategic review/thinking, visualisation, user centred design, co-creation, storytelling, and teambuilding.

Experience in holding at least 2 median scale events for the last three years (30-50 participants).

F.      Provision of offer by the contractor to UNDP

Based on the outline of objective and scope of services as above, the contractor shall provide UNDP with the following documents

·        Quotation Submission Form duly completed and signed

·        Technical and Financial Offer duly completed and signed and in accordance with the schedule of requirements (including a cost breakdown (hourly/ daily rates of personnel, any other cost items)

·        CVs of proposed personnel

·        Company Profile

·        List and value of projects performed for the last 2 years plus 3 clients’ contact details who may be contacted for further information on those contracts.

H. Deliverables