Event Manager at United Nations Office at Nairobi (UNON)

The required service will involve the following:

• Securing, booking, and managing venue for the event/conference Obtain quotations of conference venues via UNON/DCS suited to approximately 1000 participants & secure conference venue once approved.
• Ensure the conference room and outside area (fountain area) is arranged and ready for the event as per the agreed programme.
• Develop Event Programme: Prepare/develop awards ceremony programme/agenda, including but not limited to the following: Confirm (high level) speakers to participate and support and coordinate presentation preparations for the event, including sourcing of stories/material/pictures.
• Create visual materials and support their production, incl. powerpoint slide decks, video recording, printed materials -certificates/envelopes/posters/banners etc.
• Ensure that service maintenance/IT technicians are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms. Organize set up and audio-visual in support of ceremony, if/where required, in collaboration with assigned IT and Conference staff. Ensure catering (i.e., coffee and cake) is available for participants, including cake cutting ceremony, including sourcing of vendor(s).
• Manage the awardee registration process: Manage awardees registration list and review of eligibility of awardees, in collaboration with assigned HR staff and provide the managing team with regular updates on registration list.
• Ensure clear and kind communication with all awardees. Send out event invitation and programme information to all awardees, and where relevant, protocol arrangements.
• Certificates and tokens: Design, prepare and arrange for printing/installation of awardee exhibition/banner. Prepare and set-up a kiosk for collection of certificates and awards, in collaboration with Facilities management staff and assigned focal points. Sourcing of tokens/awards (bags/pins/certificates/coins etc.) for the awardees.
• Budget and Contract management: Maintain budget for the event, provide regular budget updates to the managing team, monitor budget vs. disbursements, keep updates on contributions received. Management of contractual and financial matters regarding the event, including the disbursements of payments to suppliers, contractors, where necessary, in collaboration with UNON Administrative and Finance staff assigned
• Stakeholder engagement: Lead all event planning and production meetings and discussions.
• Organize and lead collaboration with the UNON, UNEP, UN-Habitat focal points, managing team and other key stakeholders required for this event including UNON/DCS.
• Any other related tasks as identified by the managing team.

Qualifications/special skills

• B.A. degree from accredited university.
• 3+ years prior experience with media, communications, meetings/conferences/events or related is required.
• Good communication skills (both verbal and written) and good customer service ethic and eye for quality is an asset.
• Good time management skills and ability to accomplish projects independently is an asset.
• Budget management and negotiation skills is an added advantage. Internet research and email savvy:
• Computer skills: Word, Excel, PowerPoint is an added advantage.