Service Contract

Job Tile: ICFP Coordinator

29 December 2017


Job Title: ICFP Coordinator
Grade (Classified) SB-4
Contract Type: Service Contract
Duty Station: Kigali, NSC in RBC
Nationality: Rwandan
Full/Part Time: Full Time
Application Close: 11th January 2018
Duration January to December 2018 (Without possibility of extension)
I. Background
The Ministry of Health (MOH) of Rwanda and the Bill & Melinda Gates Institute for Population and
Reproductive Health at the Johns Hopkins Bloomberg School of Public Health along with many
international and national partners will organize the fifth International Conference on Family Planning
(ICFP) in Kigali, Rwanda. The conference will be held from December 12th – 15th, 2018 at Kigali
Convention Centre (KCC).
Rwanda is the second East African country selected to host the ICFP. The selection of Rwanda was based
on the long, positive history the country has in supporting and implementing Family Planning programmes.
During the London Summit on Family Planning that occurred in July 2012, Rwanda made a huge
commitment to increase investment and support for family planning and pledged to work towards the
Family Planning 2020 (FP2020) goal. The FP2020 goal is to reach 120 million new users of contraception
globally by 2020. Approximately 3,500 delegates from the family planning field from over 110 countries
will attend the 2018 ICFP, to share research, lessons learnt and best practices.
The success of this conference will depend on high commitment from the Rwandan Government. This needs
strong support and intensive collaboration from the international community and donors in supporting the
preparation and implementation of the conference. To ensure that the preparation for and ultimate execution
of the conference is smooth, efficient and successful, technical assistance is needed on the ground in Rwanda
to keep all National Steering Committee (NSC) and subcommittees on task; conference planning activities
on schedule; and 2018 ICFP National and International Steering Committees updated on the progress and
needs. The United States Agency for International Development (USAID) and the United Nations
Population Funds will provide financial support for two Coordinators, to work full time from January
through December 2018 at the Rwanda Biomedical Center to help the MoH/RBC organize and execute all
NSC plans to ensure that Rwanda achieves the goals of each NSC subcommittee (Logistics, Fundraising,
Scientific, Communications, Youth, Faith, and Demographic Dividend) and is well represented at the
conference. He/She will be based at MoH/RBC under the secretariat of the NSC in RBC
II. Objectives
The purpose of the coordinator is to support the coordination of activities of the National Steering
Committee and its sub-committees and manage the day to day activities that are related to the ICFP
preparations and organizations under the guidance of the International and National Steering Committees.
III. Criteria for the ICFP Coordinator
a. National of Rwanda
b. Masters in Public health/communication or other related fields
c. Wide national and international networking capabilities
d. 3 years of experience in organizing conferences
e. Superb communication (oral and writing) skills in English/French and Kinyarwanda
f. Tact and sensitivity to a wide range of cultural environments across international settings required.
g. Experience in Microsoft Office (Word, Excel and PowerPoint), Dropbox and online conference tools
(GoToMeeting, Skype, etc.).
IV. Scope of Work
Under the overall supervision of the Lead Coordinator of ICFP and direct supervision of MCCH Division
Manager, the ICFP Coordinator is responsible for supporting the Lead Coordinator of the National Steering
Committee’s efforts to ensure effective communication with the International Steering Committee and
facilitate the national sub committees meetings.
Specific duties are described below:
1. Follow up and coordinate the tasks undertaken by the NSC ICFP subcommittees as a focal point
between the different NSC and ISC stakeholders
2. Play the focal point role between the different NSC and ISC stakeholders.
3. Participate with the lead coordinator on behalf of the NSC on all ISC calls.
4. Coordinate and plan meetings for the NSC and all NSC subcommittees.
5. Monitor and follow up on the execution of local contracts related to the tasks assigned to the NSC
and make sure all the terms are fulfilled. Prepare ToRs for service providers that will be in direct
contract with the Ministry.
6. Serve as the secretary of the NSC, write and disseminate minutes for all NSC meetings; and
following up on the progress of subcommittees.
7. Set up a system of communication between the NSC and ISC partners, including members of all
subcommittees, and all other interested stakeholders that can add value to the success of the ICFP.
8. Assist the scientific subcommittee in following up with researchers to make sure abstracts are
submitted and presentations are finalized and uploaded to the online conference system.
9. Ensuring that all email related to the conference is received and answered by the lead coordinator
and MOH.
10. Manage and track participants that the MoH and GoR is supporting. Make sure they are registered
online and arrange for their travel and hotel in conjunction with the Logistics Subcommittee.
11. Monitor registration in order to guarantee proper performance and assist Rwandan participants if
they have questions regarding to registration or the conference in general.
12. Assist with synthesizing and compiling work plans of the subcommittees.
13. Produce NSC end-of-conference activity report and financial reports.
14. Implement decisions and recommendations of the ICFP subcommittees.
15. Coordinate with the event management company (PCO) hired by Gates Institute and Rwanda
Convention Bureau, working directly with Gates Institute
16. Ensure translation of all conference documents from/to English, French and local language, as
17. Undertake other 2018 ICFP related tasks and any other assignments by the lead coordinator
V. How to Apply:
 Submit applications;
o a) cover letter (not more than one page specifying the motivation for application,
o (b) updated CV and Personal History Form (P11) available
o (c) copies of degrees and other academic credentials.
 Only short listed candidates will be contacted.
 Please address your application to; UNFPA Representative, P.O Box: 6119, Kigali, Aurore Building,
Umuganda avenue, Kacyiru. The deadline for submission is January 11th, 2018 by 17h00 Kigali
 Details of the TORs can be found on UNFPA Rwanda Website; under
the “vacancies” tab.
UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for
diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced
gender distribution and therefore encourage women to apply
There is no application, processing or other fee at any stage of the application process. UNFPA does not
solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of
HIV/AIDS status.