Event Management Services for the Job Fair and Handicrafts Exhibition in Halabja, Kurdistan Region of Iraq

Country: Iraq Organization: International Labour Organization Closing date: 2 Nov 2026 Event Management Services for the Job Fair and Handicrafts Exhibition in Halabja, Kurdistan Region of Iraq 12 November 2026 (TBC)1 Background andContext: The Ministry of Labour and Social Affairs (MoLSA) of the Kurdistan Region of Iraq and the International Labour Organization (ILO) are organizing a job fair in Halabja Governorate, with an exhibition of local handicraft producers, under the EU-UN Joint Programme on Social Protection in Iraq, funded by the European Union. The ILO seeks a qualified event management company to provide the logistical, technical and administrative services for the job fair, as set out in these terms of reference. Objective/Purpose: The objective of the assignment is to deliver a well-organized, safe and accessible job fair, so that employers, job seekers and public services can meet and register efficiently. Specific Objectives • Prepare and run a venue in Halabja with employers’ booths, a handicrafts exhibition, platform registration stations, a social security information desk and an area for the opening and the information sessions. • Manage registration, participant flow, refreshments, transport and on-site support on the event day, with attendance recorded by participant category, sex and age. • Produce branding and visibility materials to the visibility requirements of the Kurdistan Regional Government, the ILO and the European Union, and document the event in photographs and video. Location: Halabja, Kurdistan Region of Iraq. The job fair is held indoors, at Rwanga Hall or another indoor venue in Halabja agreed in writing with the ILO and MoLSA. Venues are booked with ILO security clearance. 3 Number of Participants: The job fair expects between 300 and 400 participants in total, indicatively as follows: • Job seekers: about 300 to 400, with at least 20 per cent women and 50 per cent young people aged 15 to 29. • Employers and private companies: about 25, one at each employers’ booth. • Handicraft producers: about 20, in the handicrafts exhibition. • Government representatives (MoLSA, the Directorate of Social Security and the Career Development Centre) and representatives of employers’ and workers’ organizations: about 40. • Guests, including representatives of the European Union, the ILO and ministries of the Kurdistan Regional Government: up to 15. Up to 15 guests travel from Erbil and other governorates and stay one night in Sulaymaniyah. Participant numbers are indicative, and the ILO pays for the actual number of participants and services delivered. Participation is free of charge for job seekers. No fee may be charged to a job seeker by the service provider or its personnel. Conditions that must be met at the venues: • Indoor, on the ground floor, with enough space for the booths, circulation, the session area and a registration point at the entrance. • Accessible for persons with disabilities, including step-free access. • Separate toilets for women and men within easy reach. • Good lighting, ventilation and heating suitable for November. • Reliable power with back-up, and Wi-Fi as specified above. • Cleared by the ILO for security before booking. • Hygine materials to be provided per venue requirement Deliverables • Event plan and confirmed bill of quantities, with confirmation of the venue, within five working days of the purchase order. • Designs of all branding and visibility materials for ILO approval, at least seven days before the job fair. • Venue fully set up and tested by the evening of 11 November 2026, with a walk-through with the ILO and MoLSA. • Job fair delivered on 12 November 2026, and the venue dismantled and cleared. • On the event day, at least 10 edited photographs and short video clips for the ILO social media, shared during the event. 9 • Full set of edited photographs and the highlight video, and the signed attendance and receipt lists, within 10 working days of the job fair. • Completion report within 20 working days of the job fair, with the services delivered, attendance records by participant category, sex and age, signed receipt lists for any allowances paid, and supporting invoices. Requirements and evaluation Ǫuotations are checked on a pass or fail basis against the requirements below. Only quotations that meet every requirement are compared on price, and the purchase order is awarded to the lowest-priced technically compliant quotation. • Legally registered company in Iraq, able to operate in the Kurdistan Region of Iraq (registration certificate). Experience in organizing public events, such as job fairs, exhibitions or conferences (list of recent events with client references and photographs). Capacity to deliver in Halabja (proposed venue with photographs). Ability to pre-finance the services until payment after the event (company bank account details and a signed confirmation). A named event coordinator with relevant experience. Adherence to the United Nations Supplier Code of Conduct, including protection from sexual exploitation and abuse; no listing on any United Nations ineligibility or debarment list; no European Union restrictive measures; and no conflict of interest with the ILO or the Programme (signed declaration; registration on the United Nations Global Marketplace may be completed before award). Ǫuotations include the priced bill of quantities in USD, inclusive of all taxes and fees, and the supporting documents listed above. Ǫuotations are submitted through the channel and by the deadline stated in the request for quotation, and remain valid for 30 days. Ǫuestions on these terms of reference are sent to iraq-procurement@ilo.org no later than three days before the submission deadline; answers are shared with all bidders. Personal data and conduct Participant information is collected with the consent of each person, used only for event registration and reporting, handed over to the ILO with the completion report, and not retained by the company afterwards. The company treats all programme information and event materials as confidential, and does not use the name or emblem of the ILO, the European Union or the Kurdistan Regional Government without prior written authorization. The company’s personnel treat all participants with respect and do not request or accept any payment from job seekers. The company keeps the records of the event, including invoices, receipts, attendance sheets and signed receipt lists, for at least ten years after the end of the purchase order, and makes them available to the ILO and, on request, to the European Commission, the European Anti-Fraud Office and the European Court of Auditors, including for desk reviews and on-the-spot checks. Contract terms The purchase order incorporates the ILO Terms and Conditions applicable to Contracts for Services and the ILO Terms and Conditions for European Union funded contracts. The company includes the provisions on European Union restrictive measures and on the prevention of support to terrorism in its sub-contracts with 10 the venue, transport, interpretation and other suppliers. Bidders confirm acceptance of both sets of terms in their quotation. Postponement and cancellation The ILO may postpone, reschedule or cancel the event for any reason, including the security situation, by written instruction. Such a change attracts no additional cost, fee, penalty or rebooking charge where notified at least five days before the start of the event. Where notified later, the ILO pays the costs that the company has already incurred and cannot recover, against supporting documents. Where the venue’s own terms do not allow this, the company states so in its quotation, with the lines affected and the maximum charge; a cancellation charge not disclosed in advance is not payable. Coordination The company will liaise and report to the designated ILO technical focal point on event content and day-to-day coordination, and to the designated ILO official on contractual and administrative matters. Their contact details are given in the purchase order. Payment According to the ILO policy, payments for services are made 30 days after receipt of the service. Payment is made in one instalment after the job fair, upon receipt of the completion report, the invoice and the required supporting documents, and in line with the ILO’s satisfaction with the services. Means of payment: the payment will be paid via wire transfer to the designated bank account of the supplier. Important Notes: The supplier will bill the ILO for the actual number of participants and services delivered. Ǫuantities, dates and locations are indicative and may be adjusted by written agreement within the purchase order value and period. Air travel, and the travel and accommodation of ILO staff, are not part of this assignment. How to apply To apply for the job, please click on the provided link and follow the instructions on the website. Make sure to read the job description carefully before submitting your application. You may be asked to create an account. UNGM Link: https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.ungm.org%2FPublic%2FNotice%2F319848&data=05%7C02%7Cal-hashamat%40ilo.org%7C38ee6a726caf428f1ab108df340b3940%7Cd49b07ca23024e7cb2cbe12127852850%7C0%7C0%7C639286895255740829%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=9UebfNub7tyUnwnEiL9idGm1c3VPYP6ou0DhepSFFBc%3D&reserved=0