Individual Contractor – Project Logistics Assistant

Area of Specialization/Thematic Areas:

Administration and Logistics

Background:

The United Nations Institute for Training and Research (UNITAR) was established in 1963 as a training arm of the United Nations system and is now headquartered in Geneva. In 2021, UNITAR reached over 370,000 learners globally through innovative learning solutions. We seek to empower individuals, organizations and institutions, enhance global decision-making and support country-level action towards a better future. Our alumni include diplomats and other government officials, non-governmental representatives, private-sector actors and local authorities.

The Division for Prosperity is one of the nine divisions of UNITAR and consists of the Hiroshima Office and the Geneva-based Public Finance and Trade Programme Unit. To “leave no one behind”, we promote inclusive and sustainable economic growth and strive to reach society’s most vulnerable in least developed countries, small island developing states and conflict and post-conflict countries.

The Division for Prosperity runs training programmes in six thematic areas:

1. Social Innovation and Entrepreneurship
2. Leadership and Inclusion
3. Finance and Trade
4. Digital Futures
5. Anti-corruption and Combating Financial Crime
6. Hiroshima and Peace

Within the Hiroshima and Peace Programme, UNITAR implements the Nuclear Disarmament and Non-Proliferation Training Project, which aims to give participants a deep understanding of the latest nuclear-arms-control debate and increase their communication and negotiation skills at international conferences, such as the Review Conference of the Parties to the Treaty on the Non-Proliferation of Nuclear Weapons (NPT). Since 2015, UNITAR has provided Nuclear Disarmament and Non-Proliferation Training opportunities with 155 government officials from Asian countries.

Expanding this endeavour, UNITAR has committed to supporting the capacity-building of changemakers in nuclear disarmament and advocacy through coordination with the United Nations Office for Disarmament Affairs (UNODA). The project will bring diverse youth groups, such as policymakers, campaigners, educators, or journalists, to Hiroshima and Nagasaki and provide a tailor-made training programme to enhance the youth’s capabilities and knowledge of nuclear disarmament and non-proliferation.

General Objectives of the Contract:

The incumbent will support administration and logistics within the above-mentioned training programme.  

Responsibilities:

1. The incumbent will undertake activities associated with all the programmes such as:

• Supporting the logistics and procurement for the programmes, including communication with vendors, participants, and focal points in the Division for Prosperity;
• Ensuring all logistical arrangements, such as travel arrangements of the participants, local transportation, and meals, are effectively undertaken for the training and conference;
• Managing the registration and enrolment of participants for all the programmes;
• Supporting the identification of the specific needs of programme beneficiaries;
• Readying training materials for distribution for the training and conference;
• Supporting the preparations of programmes’ materials such as participants’ bio, participants’ handbooks, referral guides, and agenda for the training and conference;
• Supporting the participants in day-to-day learning activities by tracking their course progress and assignment submissions;
• Compiling and analysing data for project completion and evaluation reports in close coordination with the Specialist;
• Assisting the preparation of project completion reports in close coordination with the Specialist;
• Preparations of the budget sheets for the programmes, including tracking expenses and regularly updating budget tables and reports;
• Backstopping of ongoing and future projects and initiatives if needed; and
• Undertake any other initiatives as per the request of the supervisor or Division’s Director.

2. Conduct daily communication in a prompt manner through:

• E-mail, phone calls, Teams, and Social Media Platforms with the staff in the Division for Prosperity;
• Regular and timely updates on assigned tasks regarding the preparations of programmes’ activities especially matters related to logistics, participants and media;

Measurable Outputs/Deliverables/Schedule of Deliverables:

• Procurement, such as travel arrangement for the participants, local transportation, meal plan, insurance, and DSA, are completed;
• The programmes’ materials, including participants bio, logistics notes, information notes, and agenda for the training and conference are efficiently and timely delivered;
• The administrative materials, including drafting letters, e-mails, flyers, and social media posts in close coordination with the team are efficiently and timely delivered;
• Robust communications and support to the programmes’ participants, coaching teams, mentors, resource persons, and UNITAR staff are carried out;
• The budget sheets for the programmes, including tracking expenses and regularly updating budget tables and reports are submitted.

Performance Indicators for Evaluation of Results:

• Delivered above-mentioned tasks in timely matter;
• Smooth communication within the Division and relevant focal points and participants
• Compiled quality programmes’ materials for the programmes;
• Provided regular and timely updates to the Specialist or Focal Point on assigned tasks regarding the preparations of the programme’s activities, especially matters related to the launch, implementation, and evaluation of all the programmes.

Reporting Structure:

The incumbent will report to the Specialist, Hiroshima Office, Division for Prosperity.

Minimum requirements

Education: A first-level university degree in business administration, social science, international relations, or related area.

Experience: A minimum of 2 years of experience in administration, logistics, finance, or related field is required. Experience in supporting project implementation or event organization in international organizations will be a strong asset.

Language: Working language proficiency in English and Japanese is required. Knowledge of other UN language is an asset.

Remarks:

General conditions of contracts for the service of individual contractors apply. Incumbents are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with the local laws. UNITAR does not reimburse for any taxes, duty, or other contribution payable by the Contractors on payments made under the contract.

The Institute does not provide or arrange life or health insurance coverage for Contractors, and Contractors are not eligible to participate in the life and health insurance schemes provided by the UN for its staff members.

This is a locally recruited post and no relocation allowances apply. The successful candidate will be employed under a local contract and will not hold international civil servant status nor is he/she a “staff member” as defined in the United Nations Staff Rules and Regulations.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8).