Request for proposals – G7 Support Group to Ukraine Coordinator

If you have any difficulties at any stage of the contracting process, please send a message to KYIVGR@international.gc.ca.

The application due date is December 8, 2024.

Contract type: One-year contract as an independent consultant for the calendar year 2025.

Budget: The maximum budget is 30,000 USD, including all applicable VAT.

Closing date for application: December 8, 2024, at 23:59 UTC/GMT +3:00

Location: Embassy of Canada to Ukraine

Background

Canada will assume Presidency of the Group of Seven Countries (G7) in 2025. As part of this effort, the Embassy of Canada to Ukraine will assume the role of Chair of the G7 Support Group to Ukraine for 2025. The G7 Support Group to Ukraine (G7SG) is a formal grouping of the Ambassadors to Ukraine of Canada, France, Germany, Italy, Japan, the United Kingdom, the United States and the European Union. The mandate of the G7SG is to support the Government of Ukraine in its reform agenda towards full Euro-Atlantic integration. The Embassy of Canada to Ukraine seeks to expand its capacity to effectively deliver on the mandate of its role as Chair for 2025. A dedicated G7 Support Group Coordinator will be an integral part of this effort.

Summary of duties

The G7 Support Group to Ukraine Coordinator (hereafter the G7SG Coordinator) is critical to the successful delivery of Canada’s role as Chair of the G7 Support Group to Ukraine in 2025. This consultant position is an opportunity to contribute to the collective efforts of Canada, the G7 and EU to advance key issues related to Ukraine’s successful Euro-Atlantic integration at an important time.

The primary duties of the G7SG Coordinator are:

• Liaison: The G7SG Coordinator will liaise with external stakeholders on behalf of the Embassy of Canada for activities related to the G7SG, primarily G7 Embassies in Kyiv, the Government of Ukraine, international organizations and civil society representatives.
• Administration: The G7SG Coordinator will maintain the Embassy of Canada G7SG internal email inbox and calendar.
  • They will manage documents and files related to the G7SG using information management systems across the Microsoft Office Suite.
  • They will assist in managing relevant communications channels, including massaging applications such as WhatsApp and Signal.
• Meetings: The G7SG Coordinator will send and receive meeting requests and invitations to and from a broad range of stakeholders.
  • They will coordinate meetings that will include but are not limited to:
    • regular G7SG Ambassadors’ meetings
    • regular G7SG Sherpa meetings
    • G7SG external meetings with the Government of Ukraine, international organizations, civil society and other stakeholders (for example: media, public figures, etc.).
• Logistics: Coordinate all logistics related to G7SG activities, including but not limited to meeting approvals, logistics, mission transportation, and hospitality for meetings hosted by the Embassy of Canada.
• Communications: The G7SG Coordinator will receive and transmit official correspondence to and from the Embassy of Canada as the Chair of the G7SG.
  • The G7SG Coordinator may be asked to assist in managing social media activities related to the G7SG.
• Analysis and reporting: As needed, the G7SG Coordinator may be asked to gather, synthesize and analyze information related to the activities of the G7SG and associated current affairs.
  • The G7SG Coordinator may be asked to serve as note-taker and report on certain G7SG meetings.

The G7SG coordinator may be asked to fulfil duties related to, but in addition to, the above within the function of the G7SG Coordinator role.

Area of selection

This G7SG Coordinator consultant position is open to any candidates who have the right to reside and work in Ukraine, who meet all the essential requirements stated and whose applications are received by the closing date. Please note that the Embassy of Canada to Ukraine does not sponsor work authorizations directly or indirectly.

Conditions of contracting

Conditions of contracting must be met or complied with before being selected and are to be maintained throughout the duration of this contract.

• Valid work authorization in Ukraine
  • Ability to obtain and hold a valid work authorization covering the entire contract period.
• Security screening
  • Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire contract period.

How to apply

You must submit the following documents to KYIVGR@international.gc.ca before 23:59 on December 8, 2024, with the subject line: G7SG COORDINATOR APPLICATION

• Signed submission cover page
• CV / Resume
• Signed certification statement
• Financial bid form
• Technical bid form (max 3 pages + signed cover page)
• Professional reference form

You can request the above documents to submit by emailing KYIVGR@international.gc.ca with the subject line: G7SG COORDINATOR APPLICATION.

Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your CV. Please only include information relevant to the position as per the evaluation criteria.

You must clearly demonstrate in the technical bid and additional documentation how you meet the education and experience factors listed in the mandatory and technical criteria. The Embassy cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your bid.

Applications that do not include all of the requested documents or information and/or that are not received by the closing date will be considered non-responsive.

Important notes

Communication for this consultancy contract selection process will be sent via email. It is the responsibility of the candidates to check their email regularly and submit the application with an email address that accepts email from unknown users.

Reference checks may be sought for candidates who succeeded all of the assessments.

Please note that the Embassy of Canada to Ukraine does not reimburse any travel costs to and from the bidders’ conference nor does it reimburse any relocation costs. Before a consultancy contract offer can be made, the successful candidate must provide a local residence address as proof of residence in Ukraine.

We are committed to providing an inclusive and barrier-free working environment. If you need to be accommodated during any phase of the consultant evaluation process, please contact us KYIVGR@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.