Events Coordinator- UNTF Global convention at UN Women

Duties and Responsibilities

In preparation for the event and in coordination with the UNTF (HQ) and ESARO, the consultant will be responsible for, but not limited to:

• Facilitate the visa request process for the participants in coordination with UN Protocol;
• Facilitate vendor registration, travel and flight bookings - for participants and speakers (via UNON LTA with Hemingway’s Express);
• Facilitate Ground Transportation (airport ?hotel);
• Collect information to facilitate the On-site DSA payments  to participants;
• Participants’ queries: Act as focal point for questions received from the participants, potential speakers, and other before and during the meeting;
• Event materials: Assist in the production, organization and transportation of the event materials and collateral;
• The consultant is expected to periodically meet with UNTF (HQ) and the ESARO Team for event-planning purposes.

During the event:

The consultant will be responsible for ensuring the smooth running of the event. Tasks to be carried out during the week preceding the meeting and throughout the week include but are not limited to:

• On-site registration: Arrange for registration, conference badge pick-up and building passes;
• Meeting room preparation: Arrange for preparation of nameplates for invited speakers;
• Configure meeting rooms (supervise the setup of tables/chairs, corners for presenting documentation, coffee breaks, etc.);
• Printing event programmes, maps, and other key documentation as requested;
• Registering participants and distributing relevant materials;
• Work with the Event Producer to ensure that technology in the meeting rooms is set up as necessary for each session (i.e. PowerPoints are uploaded, microphones are working, etc.);
• Coordinating with the hotel/venue to ensure  event catering services are available at times indicated;
• Providing general information to participants as necessary.

After the event:

• Assist the UNTF with any other finalization tasks on the day of the event, such as collecting the collateral and materials;
• Make available a list of participants for each session the day after the event;
• In coordination with the UNTF Task Team , draft and send thank you letter/notes to the participants;
• Assist in drafting and distributing the event evaluation survey.
• The consultant shall support the UNTF in other event-related tasks that may arise during the assignment period.

Deliverables:

• Coordination and logistics support (including travel and DSA) in the run-up and post-event support for the 2nd Grantee Convention in Nairobi, Kenya;
• Liaising with all vendors to ensure and confirming reservations, set-up, and other communications;
• Arrangement of event registration for all speakers and attendees;
• Assistance in the production, organization and transportation of the event materials and collateral;Provision of weekly updates on progress made in terms of the scope of work mentioned in the TOR.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.
• Ability to produce high quality outputs and in a timely manner while understanding and anticipating the evolving client needs;
• Ability to focus on impact and results for the client, promoting and demonstrating an ethic of client service;
• Strong organizational skills;
• Ability to work independently, flexibly and under pressure utilizing initiative;
• Sound judgment, strategic thinking and the ability to manage competing priorities;
• Flexibility in responding to changing priorities in a fast-paced environment;
• Ability to write clearly and convincingly, adapting style and content to different audiences and speak clearly and convincingly, demonstrating strong presentation skills in meetings, and adapting style and content to different audiences;
• Strong analytical, research and writing skills and demonstrated ability to think strategically;
• Strong advocacy and outreach skills and ability to communicate clearly and quickly;
• Strong inter-personal, negotiation and liaison skills.

Required Skills and Experience

Education:

• Bachelor’s Degree in public relations, media relations, journalism, communications, marketing, political science, biodiversity, and/or another relevant field.

Experience:

• Minimum of 3 years of experience in organizing international meetings and conferences within the context of international organizations;
• A strong sense of client orientation and a strong drive for results;
• Knowledge of InDesign, Word, PDF, Excel and WordPress;
• Strong verbal and written communication skills required;
• Prior experience with the UN System would be an asset.

Language:

• Fluency in English is required (written and verbal);
• Working knowledge of another UN language (French and Spanish) is considered an asset.

Application Deadline: 

23-Jul-23 (Midnight New York, USA)