Technical Coordinator of events

OVERVIEW

Post Number : CLD 923 & CLD 973

Grade : G-5

Parent Sector : Division for Conferences, Languages and Documents (CLD)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 17-NOV-2023

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

Two openings to be filled

Only candidates who are entitled to work in France can apply to these positions

 

 

 

OVERVIEW OF THE FUNCTIONS OF THE POST

The Events Coordination Unit is located in the Conferences and Cultural Events  Management Section, Division of Conferences, Languages and Documents in the Sector for Administration and Management.   The Events Coordination Unit’s primary concern is the stewardship and technical coordination of all UNESCO conferences, meetings and cultural events, ensuring the Organization’s reputation for managing memorable events.

 

Under the overall authority of the Director of the Division of Conferences, Languages and Documents, the general supervision of the Chief of the Conferences and Cultural Events Management Section and the direct supervision of the Head of the Events Coordination Unit, the Technical Coordinator of Events assist the Head of Unit to achieve the Unit’s goals and objectives, to carry out its workplan in line with rules and procedures governing official events; and ensure the sound and effective  materiel and technical preparations for UNESCO events (conferences, meetings, ceremonies, concerts and exhibitions) held both at and away from  UNESCO Headquarters.

Long Description

More specifically the Technical Coordinator of Events will:

 

• Prior to and in the lead-up to an event, support the Senior Technical Coordinators of Events of the team in analyzing the client's requirements, identifyng any technical issues and proposing solutions to ensure the  good functionning and swift execution of the event, including estimating the services required, resource needs and equipment.
• Develop and maintain strong relationships with clients and service providers, and act as focal point for events, ensuring that all actors  are kept regularly updated/informed.
• During the actual event, assure the coordination and good functionning of the technical teams responsible for the provision of services; and rigorusly monitor/supervise their work, addressing issues that may arise and identifying innovative solutions to resolve these, in close cooperation with Senior Technical Coordinators of Events of the team if needed.
• Train supernumerary personnel (clerks, cloak-room attendants, technical workers, on-line meeting assistants and document assistants), including on UNESCO procedures and systems.
• Ensure the computer system (g-Meets) is updated in a timely manner, both prior to and after an event, with the technical requirements based upon which  cost estimates and accurate billing may be prepared/submitted.
• Identify the techncial resources necessary and create platforms and links for virtual events, training and accompanying the organizers as necessary, and supervising the on-line meeting assistants.
• Participate to the logistical and materiel preparation for UNESCO's General Conference and side events.
• Propose innovative initiatives for improving event management at UNESCO.
• Undertake additional activities that may be required to ensure the success of the Unit and the Section.
   

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) REQUIRED QUALIFICATIONS

 

Education
 

• Completed secondary, technical, or vocational school.

 

Work Experience

• At least five (5) years of experience in conferences/meetings/events domain or related areas including three (3) years of relevant experience in the Technical Coordination of conferences/meetings/events or related areas.

 

Skills & Competencies

• Demonstrated ability to work autonomously with minimum supervision.
• Good interpersonal and communication skills and ability to maintain positive contacts with production units, Secretariat of Governing Bodies and colleagues in Programme Sectors.
• Ability to work in a multicultural team environment.
• Ability to prioritise work to meet deadlines within the framework of own responsibilities particularly during conferences and peak periods.
• Good knowledge of Information Technology in the use of computerized Documents Management, Knowledge of Excel, Access and Word.

 

Languages

• Excellent knowledge of English or French with a good knowledge of the other language.

DESIRABLE QUALIFICATIONS

 

Education

• Certified Meetings Professional (CMP), Certified Special Events Professional (CSEP), Certification in Meeting Management (CMM) or Certified Events Planning Specialist (CEPS) or other relevant professional certification.
• Digital Events Strategist (DES)

Work Experience

• Relevant work experience in the management of conferences/meetings/events in the United Nations system or in an international organization.

 

Skills & Competencies

• Knowledge of gMEETS and INDICO IT applications.
   

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, Spanish).

- For detailed information, please consult the UNESCO Competency Framework. BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 41 971 Euro €.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

 

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.