Background

The landscape of humanitarian action has changed over the last two decades since the current capacities and structures were established to provide a framework for the coordination of international humanitarian assistance. Growth in the scope and diversity of humanitarian needs, as well as a more complex operating environment, have created new challenges. There are also new opportunities: a wider range of actors have become involved, and innovations improve service delivery in each response. This is why preparations are under way for the first World Humanitarian Summit in May 2016. The United Nations Secretary-General has requested that the Office for the Coordination of Humanitarian Affairs organize the summit to set an agenda for a changing community of humanitarian actors to work together better to serve people in need.  The summit will be the highlight in a process of change which has already begun, and this process will last well beyond the event itself. The summit will set the agenda for work beyond 2016 to make humanitarian action more effective, inclusive, and global – and overall, fit for the future. For more information on the summit, please visit www.worldhumanitariansummit.org.

As the Summit is approximately one year away, the WHS secretariat will increase its focus on the events in Istanbul and the necessary preparations. This will include increased focus on the practical aspects of the Summit, including but not limited to, detailed agreements with host-country, engagement and activation of relevant UN entities, such as conference management and security services, and other issues related to the practical planning of the event. In addition, the further focus will be on the planning, design, and coordination of the different sessions and side events, which will take place during the Summit and a careful and constructive choreography hereof, allowing roughly 5000 attendees to engage positively in Summit activities.  

Duties and Responsibilities

The position will be based in New York and managerially located in the World Humanitarian Summit (WHS) secretariat of the Office for the Coordination of Humanitarian Affairs (OCHA). The WHS secretariat is administered by the United Nations Development Programme (UNDP). The Special Event Coordinator will report to the Deputy Chief of the World Humanitarian Summit secretariat.

Under the overall supervision of the Deputy Chief of the WHSS, the Special Event Coordinator will be responsible for the following duties:  

• Develop and refine the Creative Brief for the choreography and  design of the Summit events;
• Organize and execute the logistical requirements for a successful Summit;
• Liaise with the Turkish Government and the designated Event Management company to ensure the organization of a successful Summit while maintaining the multi-stakeholder nature of the process;
• Coordinate and  convene relevant partners, preparing agendas, identifying participants and supervising the administrative and logistics tasks related to Summit preparations;
• Coordinate with other relevant UN staff to address protocol, logistical, security and other requirements for the event;
• Serve as the primary focal point for event preparations;
• Ensure appropriate mechanisms to facilitate collaboration and exchange of information both in and outside the UN system, for purposes of planning and organizing the Summit;
• Work closely with the Communications team on key messages on the expectations of the WHS for internal and external audiences;
• Work closely with other WHS secretariat units and OCHA to ensure various workstreams are well reflected in preparations for the event;
• Prepare a budget and monitor expenditures in respect of the Summit;
• Prepare detailed annexes related to the event and contribute to finalizing the Host Country Agreement between the United Nations and the Government of Turkey;
• Provide leadership and work direction to assigned work team, colleagues, and partners and supervises the work of officers/interns;
• Support the mobilization of in-kind and financial contributions from various stakeholders including, governments, private sector and non-governmental partners, in support of the event;
• Prepare for and execute a number of planning missions to Istanbul with key UN secretariat focal points to finalize preparations for the Summit;
• Be prepared to set-up base in Istanbul a number of weeks before the Summit to ensure close supervision of preparations for the Summit;
• Performs other duties as required.

Work implies frequent interaction with the following:

• Staff at all levels within the United Nations both in New York and Geneva;
• Representatives of other humanitarian agencies and other member organizations in the Inter-Agency Standing Committee;
• Government of Turkey;
• Event production and public relations firms;
• Private sector representatives.

Competencies

Professionalism:

• Demonstrated problem-solving skills and judgment in applying technical expertise to resolve a wide range of complex issues/problems;
• Strong knowledge of and experience in conference planning and management;
• Ability to negotiate and to influence others to reach agreement;
• Ability to work under extreme pressure;
• Knowledge of institutional mandates, policies and guidelines pertaining to humanitarian affairs and knowledge of the institutions of the UN system;
• Shows pride in work and in achievements;
• Demonstrates professional competence and mastery of subject matter and is conscientious and efficient in meeting commitments and in observing deadlines and achieving results;
• Motivated by professional rather than personal concerns;
• Shows persistence when faced with difficult problems or challenges;
• Remains calm in stressful situations;
• Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication:

• Excellent communication and interpersonal skills;
• Speaks and writes clearly and effectively;
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match audience;
• Demonstrates openness in sharing information and keeping people informed.

Teamwork: 

• Works collaboratively with colleagues to achieve organizational goals;
• Solicits input by genuinely valuing others’ ideas and expertise;
• Willing to learn from others;
• places team agenda before personal agenda;
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies;
• Identifies priority activities and assignments;
• Adjusts priorities as required;
• Allocates appropriate amount of time and resources for completing work;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Uses time efficiently.

Accountability:

• Takes ownership of all responsibilities and honours commitments;
• Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules;
• Supports subordinates, provides oversight and takes responsibility for delegated assignments;
• Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Creativity:

• Actively seeks to improve programmes or services;
• Offers new and different options to solve problems or meet client needs;
• Promotes and persuades others to consider new ideas;
• Takes calculated risks on new and unusual ideas;
• Thinks “outside the box”;
• Takes an interest in new ideas and new ways of doing things and is not bound by current thinking or traditional approaches.

Client Orientation:

• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view;
• Establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects;
• Meets timeline for delivery of products or services to client.

Technological Awareness:

• Keeps abreast of available technology;
• Understands applicability and limitation of technology to the work of the office;
• Actively seeks to apply technology to appropriate tasks;
• Shows willingness to learn new technology.

Required Skills and Experience

Education:

• Master’s Degree or equivalent in Event Management, Business Administration, Public Administration, Political Science, International Relations or related field.

Experience:

• 7 years of relevant experience at the national and international level including experience in organising international large scale conferences;
• Excellent managerial/organisation skills and a solution-oriented attitude;
• A strong sense of client orientation and a strong drive for results;
• Demonstrated ability to work well both independently and within a multicultural team;
• Good command of information and communication technology;
• Prior experience with the UN system would be an asset;
• Prior experience working in Turkey would be an asset;
• Previous experience in organizing international conferences and supporting the coordination of numerous stakeholder groups.

Language:

• Fluency in English (both oral and written) is required;
• Knowledge of another UN official language is an advantage;
• Turkish language skills constitute an added advantage.