Speaker Management and Event Coordination Individual Contractor at UN-Habitat

Duties and Responsibilities

• Designated focal point for all speaker and moderator management related activities.
• Liaise and coordinate with event focal points to ensure adherence to timelines and key milestones.
• Send effective and regular communication emails to event focal points and their teams for action.
• Coordinate the speaker invitation process including preparing speaker invitation letters, responding to speaker enquiries, requests from the host country, confirmation emails and disseminating relevant information to support the participation of speakers at the event.
• Coordinate with the Secretariat of Governing Bodies and Office of the Executive Director for high-level invitations and special guests.
• Review the event panel composition based on the standard operating procedure (i.e., considering gender, regional representation, stakeholder type, participation of Least Developed Countries and vulnerable communities).
• Review requests to support travel costs for speakers based on the standard operating procedure.
• Coordinate with the travel and administrative team to ensure travel arrangements are confirmed.
• Coordinate with the events management team to ensure AV and other logistical requirements are confirmed (i.e., interpretation, hybrid, accessibility, capacity, registration).
• Coordinate with the events management team and communications team to ensure speaker profiles and up-to-date event information are available on communication platforms (i.e., WUF website, social media) and outreach materials (i.e., event programme)
• Ensure smooth onsite execution and management (including speaker lounge), troubleshooting and overcoming challenges.
• Prepare and disseminate post event thank you letters as well as reporting on and archiving speaker related data.
• Provide guidance on speaker performance and continue to optimize the speaker management process to improve overall experience and enhance efficiency.
• Perform other tasks as required.

Qualifications/special skills

• Advanced university degree (Master’s degree or equivalent) Communications, Journalism, International Relations, Events Management, business administration or related area is required. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
• At least 5 years of experience in event management, partnership engagement and global advocacy initiatives is required
• Proven track record in speaker management and at the international level with participation from multiple stakeholders and countries is required
• Experience in large-scale event coordination is desirable
• Knowledge of digital media platforms and innovative communications tools is desirable.
• Knowledge of sustainable urban development and related issues is desirable.
• Proven track record in dealing with different constituencies and delegations, member states, civil society organizations, the private sector, etc is desirable

Languages

• Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; Knowledge of another UN official language is an advantage.