UNDP Jobs - 42647- Conference Coordinator

Conference Coordinator

Location :

Maputo, MOZAMBIQUE

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

20-Jan-14 (Midnight New York, USA)

Post Level :

SB-4

Duration of Initial Contract :

7 Months

Languages Required :

English Portuguese

Expected Duration of Assignment :

7 Months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The Convention on the Prohibition of the Use, Stockpiling, Production and Transfer of Anti-Personnel Mines and on Their Destruction (APMBC) was adopted on 18 September 1997 and entered into force on 1 March 1999. As of today, the Convention has 161 States parties.

A Review Conference is commanded by the Convention under Article 12 and should be convened five years after the Convention’s entry into force and thereafter every five years. As such it has been agreed among States parties that the 3^rd Review Conference will be held in 2014 and Mozambique has offered to host and preside over this conference. The decision is yet to be formalized, at the 13^th Meeting of States Parties to the APMBC scheduled 2-5 December 2013 but arrangements are already being made to that effect.

In December 2012 during the 12^th Meeting of States Parties to the APMBC, the Government of Mozambique proposed to be the host of the 3^rd Review Conference (3RC). The 3RC will take place in Maputo from 22 to 27 June 2014 at the Indy Village Girassol Congress Hotel (TBC). The expected participation is around 1,000 delegates including States parties, observer States, UN Agencies, International Organizations, NGOs and civil society organisations. The conference aims to keep up the momentum in this area; therefore, the attendance is foreseen at a politically high level to ensure continuous political commitment to this cause. The Government of Mozambique has requested the UNDP Country Office in Maputo to support the organization of the conference.

In line with this request and with the support of relevant partners, including UNODA, the Implementation Support Unit (ISU) to the APMBC, NGOs, civil society organizations and other organizations, UNDP will work with the Mozambican government to ensure successful implementation of the 3RC and provide technical, logistical, and administrative support to the Government of Mozambique and the MFA in particular as the President-Designate of the APMBC through existing UNDP projects and other means.

Duties and Responsibilities

The aim of this consultancy is to ensure timely execution of all activities around the 3RC that are scheduled to take place in Maputo and to provide suitable coordination of all logistics and the organization leading up to and during the 3RC. This will involve working effectively with all stakeholders involved in the organization of the conference.

Under the supervision of the UNDP Mozambique DCD (O), and in close coordination with the UNDP taskforce –chaired by the DCD/O and DCD/P - for organisation of the conference the Conference Coordinator will be expected to provide high-quality coordination support while serving efficiently as liaison amongst the involved parties - UNDP Mozambique, UNDP/BCPR, MFA and the Local Organizing Committee (LOC) on the conference-related matters. The collaboration with Procurement and Financial Unit in UNDP CO in Maputo will be absolutely necessary in follow up on the relevant activities:

Conference content management and coordination;
Conference Venue;
Hotel Accommodations;
Transportation;
Catering;
Protocol;
Security;
Visa;
Medical Assistance;
Promotion and Media.

Provide coordination services as per the following deliverables:

Conference content management and coordination

Attend regularly Local Organizing Committee meetings;
Assist in addressing general logistic issues and problems raised by the organizing committee and other UN staff and/or the participants (i.e. offices set-up, transportation, telephone lines, catering services, etc.);
Execute and monitor events according to plan – Local Coordination Committee meetings, prepare agenda and minutes from the meeting, follow up on assigned tasks and coordinate reporting for the next meeting from the responsible parties;
Coordinate appointments and visits with stakeholders;
Follow up and update regularly the conference work plan and schedule in close collaboration with the Procurement and Financial Unit in UNDP CO in Maputo;
Ensuring, in coordination with the service providers and in close collaboration with the UNDP Country Office procurement unit and/or BCPR, that the requested technical equipment, furniture and offices are available for official meetings, side events, parallel meetings and meetings of interest and regional groups and taking action on such matters;
Preparation of conference welcome package and identification badges; including delegates instructions on weather, safety, accommodation, local transport, excursions, dress code and cultural awareness;
Coordinate the production and design of badges;
Coordinate the production including the printing of invitation cards for special conference events if needed;
Supervise adherence of accessibility measures for people with disabilities at all related venues;
Set up the conference site registration and the information systems;
Coordination of volunteers (ushers);
Receive requests for side events and keep side-events schedule with assigned rooms and times.

Conference Venue:

Liaising with the conference venue manager on organization, set-up and allocation of the venue, meeting rooms, side events rooms, exhibition space, offices and the related furniture and all IT equipment in accordance of the rooms/ equipment allocation list;
Coordinate the set up the plenary with interpretation equipment and booths and other facilities as required;
Ensure the set-up of documentation distribution and reproduction area as per details provided by UNODA.

Hotel Accommodations:

Set up, facilitate and coordinate the logistics with the hotels for meeting participants ensuring pre-bookings are made, monitoring of the rooming lists with the hotels and other activities as required.

Transportation:

Coordinate all transport and logistical arrangements – airport/hotels/venue/opening ceremony/cultural event;
Facilitate transport arrangements - airport/hotels/venue/opening ceremony/cultural event - for disabled delegates in coordination with the ICBL.

Catering:

Coordinate the set-up of catering services for lunches and the related catering requests for side events.

Protocol:

Collaborate with Protocol Directorate at the Ministry of Foreign Affairs team and the UNDP Country Office on the elaboration of concepts for the opening event of the 3RC and other side events;
Support the MFA team with the finalization of invitation list for local invitees;
Facilitate the assistance to meeting participants upon arrival at the airport with welcome desk.

Security:

Liaise with local authorities to ensure security measures are set up as planned.

Visa:

Liaise with the Immigration authorities to ensure visas are delivered upon arrival;
Liaise with the Immigration authorities and the registration focal points (MFA and UNODA) to ensure that visa confirmation letters (visa upon arrival and facilitation of transit visa) are delivered to participants in time for their travel.

Medical Assistance:

Liaise with local authorities and ICRC to ensure that the medical assistance is available at the venue as planned.

Promotion and Media:

Liaise with ISU of the APMBC on relevant aspects of the conference;
Collaborate with media company, Protocol Directorate at the Ministry of Foreign Affairs team, the Mozambique Mine Action Centre and UNDP Country Office on the elaboration of the concept and script of the documentary film;
Supervise the production of the documentary film;
Provide design for approval to LOC and coordinate the production of consumable and designed items for the conference and the delegates (bags, brochure, banners, posters, etc. for the conference room and hotels);
Liaise with the local authority and the media to ensure media coverage.

Other:

Monitor, manage and operate (if designated) other tasks related to the 3RC.

Competencies

Functional Competencies:

Excellent communication skills, including writing, proof reading skills, and speaking;
Ability to manage multiple projects and work assignments from a variety of staff and volunteers;
Excellent interpersonal skills both in person and by phone, with high professionalism;
Ability to accomplish projects with little supervision;
Fantastic customer service ethic and high expectations for quality;
Client oriented;
Good time management and organisational skills.

Required Skills and Experience

Education:

Bachelor’s degree preferred; significant work experience (10 years minimum) can substitute for the degree.

Experience:

At least 3 years’ experience with office administrative management;
At least 3years’ experience in coordinating special, international, events;
Familiarity with UNDP and/or other UN international organisations, multilateral and other academic and international institutions working on conflict/violence rated issues;
Proficient using of Microsoft Word, Excel, PowerPoint.

Language:

Fluency in English and Portuguese & national language of the duty station.