OBJECTIVES AND KEY TASKS

Under the overall authority of the Director of the UNESCO Office in Addis Ababa, the direct supervision of the Programme Specialist for Education, and in collaboration with the co-organizing team at UNESCO Headquarters as well as the African Union counterparts, the consultant shall perform the following tasks:

•    Venue. Reserve the required rooms and spaces for holding workshops and networking side-events at the Africa Union premises. Ensure the provision of services (e.g. interpretation, reduced mobility access, sound and projection, remote participation as required) and supplies in the meeting rooms and spaces.

•    Accommodations and transfer from hotel for participants. Identify and reserve a room block at one or more hotels for the forum participants and assure their transfer from the airport to the hotel as well as to the meeting venue (if needed).

•    Travel and daily subsistence allowance. Work closely with UNESCO administrative assistants to book airfare tickets for meeting participants (approx. 60 persons) and the required clearances to obtain visas. Ensure per diem is paid out to the participants as per UNESCO’s rules and regulations.

•    Registration. Support the development of a registration system, confirm and register participants in a database. Prepare the list of participants. The on-site registration procedures are also to be developed.

•    High-level segment. Coordinate the logistical organization and protocol services for a high-level segment, including space for the “meet and greet” of the high-level segment participants.

•    Arrangement of catering and refreshment service. Ensure provision of catering and refreshment service for the duration of the conference as per the agreed programme.

•    Security measures. Liaise with the African Union and UNESCO security teams to ensure access to the premises for the participants and their safety during the forum.

•    Documentation. Prepare and distribute an information note for participants for their on-site participation.

•    Recording and videography. Organize the video and audio recording as well as a photographer for the duration of the forum, and in collaboration with the African Union conference services.

•    Follow-up. Ensure that all participants have received payments, finalize billing with the relevant services, and send any other communications as requested by the co-organizing teams.

•    Other. Participate in regular team meetings. Support in the preparation and monitoring of a checklist. Take notes and follow-up with co-organizing teams as relevant. Support in the preparation of contracts for services/external providers (as required).

COMPETENCIES (Core / Managerial)

For detailed information, please consult the 

REQUIRED QUALIFICATIONS

Education

– Advanced university degree (Masters or equivalent) in business administration, communication, social sciences, marketing, public policy and/or other relevant fields

Work experience

–    A minimum of 2 years of progressively responsible and relevant professional experience, with at least one year in a regional or international environment;
–    Proven experience in event planning

Skills and competencies 

–    Excellent organization and planning skills, including the ability to organize own work priorities and deadlines;
–    Familiarity with administrative and financial aspects related to catering or event management.
–    Planning and organizing work schedule with respecting deadlines.
–    High level of reliability with a responsive and service minded attitude and behaviour.
–    Tact and ability to work harmoniously with participants and staff members of different nationalities and cultural backgrounds
–    Autonomous, hands-on, and creative

Languages

–    Excellent knowledge (written and oral) of English and French.