Terms of Reference ( ToR)

Consultant for Showcase Conference on Gender Parity in Justice Sector Institutions (JSIs)

1. Background

Mojaz Foundation is implementing the UN Women-supported Gender Parity Project (GPP) in Islamabad, aimed at strengthening gender responsive justice systems and enhancing institutional capacities for improved access to justice for women and girls. As part of the project closure, a Showcase Conference is planned to present achievements, sharesuccess stories, and highlight lessons learned while strengthening partnerships among key stakeholders.

2. Purpose of the Assignment

The purpose of this consultancy is to plan, coordinate, and successfully implement a highquality showcase conference, ensuring effective stakeholder engagement, smooth event execution, and comprehensive documentation of outcomes.

3. Scope of Work

The consultant will be responsible for the following:

Scope of Work / Key Responsibilities

4.1 Event Planning & Coordination

• • Develop a detailed event implementation plan and timeline
  • Coordinate preparatory activities in line with the approved concept note
  • Ensure alignment with project objectives and donor requirements based on the guidance provided by Mojaz Foundation

4.2  Stakeholder Engagement

• Support to identify and engage key stakeholders, including police, judiciary, prosecution, bar, project partners, CSOs, community networks, and academia, and coordinate with Mojaz Foundation.
• Ensure timely communication, coordination, and support for participant tracking

4.3  Agenda & Concept Development

• Refine and finalize the conference agenda
• Develop a conference concept brief/paper
• Integrate project showcase, panel discussions, testimonials, and video screenings

4.4  Participant Management

• Draft invitation disseminate invites in coordination with Mojaz letters

• Coordinate participant registration and track participation
• Ensure gender-balanced and diverse participation

4.5  Panel Discussion Coordination

• Identify, propose and coordinate with the Mojaz foundation for engagement of panelists and speakers
• Develop panel themes and guiding questions
• Coordinate briefing of panelists prior to the event

4.6  Event Management & Logistics Oversight

• Coordinate with Mojaz approved and appointed vendors for event execution. The consultant will provide technical input and coordination support to ensure alignment with the event plan.
• Oversee event-day management, including registration, session flow, and coordination with facilitators and speakers
• Ensure smooth execution of all sessions

4.7  Documentation & Knowledge Management

• Compile conference materials, including agenda, participant list, and presentations shared by the team.
• Document key discussions, outcomes, and recommendations

4.8  Report Writing

• Prepare a comprehensive post-event report covering event overview, key discussions, participant analysis (gender-disaggregated), and recommendations
• Incorporate feedback from Mojaz Foundation and UN Women

4. Deliverables

4. Deliverable

 

         1.  Inception Report & Event Implementation Plan

• Detailed workplan, timeline, and stakeholder engagement approach aligned with the approved concept note

      2. Final Conference Package (Pre-Event)

• Approved agenda, concept brief, stakeholder coordination, confirmed participant list (gender-disaggregated), and panel discussion plan

       3. Event Execution & Coordination

• Successful delivery of the conference, including on-site management, vendor coordination, and session facilitation support

       4. Conference Documentation Package

• Compilation of agenda, participant list, presentations, and key discussion notes

       5. Post-Event Report

• Comprehensive report including event overview, key outcomes, gender-disaggregated participant analysis, lessons learned, and recommendations

5. Duration of Assignment

 

• Phasing of Consultancy (15 Working Days)
• Pre-Event Planning & Coordination (12 days): Workplan development, stakeholder engagement, agenda finalization, participant coordination, and vendor liaison
• Event Execution (1 day): On-site management, session coordination, and logistics oversight
• Post-Event Reporting (2 days): Documentation, key outcomes, and final report submission
• Implementation Period: 1st May – 15th June (phased engagement)
• Conference Duration: 1 Day

6. Required Qualifications and Experience

• At least a Master’s degree in social sciences, Communications, Event Management, Development Studies, or a related field
• Minimum 3–5 years of relevant experience in event management, conference coordination, or stakeholder engagement within the development sector
• Proven experience in organizing multi-stakeholder events, preferably related to governance, gender, or justice sector initiatives
• Demonstrated ability in planning, coordination, and execution of events, including vendor and logistics management
• Strong skills in stakeholder engagement and communication, including working with government institutions, civil society, and development partners
• Experience in report writing and documentation, including preparation of post-event reports
• Familiarity with gender equality, women’s empowerment, and development sector programming will be an asset
• Excellent written and verbal communication skills in English and Urdu
• Ability to work under tight deadlines and manage tasks in a phased and time-bound environment

7. Reporting & Supervision

The consultant will report to the Project Manager, Mojaz Foundation, and will work in close coordination with the project team and the designated UN Women focal person.

Any additional tasks beyond the agreed scope will require mutual agreement and may require an addendum in the contract.

8. Paymemt Terms

All payments will be processed upon:

• Submission of agreed deliverables in required quality and format
• Written approval by Mojaz Foundation
• Submission of the invoice by the consultant

Applicable taxes will be deducted as per the Government of Pakistan regulations.

9. Application Requirements Interested candidates are required to submit:

• Financial Proposal
• Updated CV with relevant experience