Conferences and Events Coordinator



Advertised on behalf of :

Location : Home-based with possible travel
Application Deadline :05-Apr-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
29-Mar-2019
Duration of Initial Contract :60 days
Expected Duration of Assignment :12 months

Background

The United Nations Secretary-General’s Task Force on Digital Financing of the Sustainable Development Goals (the “Task Force”) is a new initiative involving approximately 20 global leaders from multiple sectors. Those sectors include multilaterals (the World Bank and various agencies from within the United Nations system), telecommunications, technology, central bank supervision, corporate banking, and capital markets. The mission of the Task Force is to identify priority strategies by which the ongoing digital revolution that is transforming global financial systems might be shaped in such a way as to minimize potential harms and maximize advancement of the Sustainable Development Goals.

The Task Force is supported by a small team of UN employees and consultants known as the Secretariat. To amplify the Task Force’s messages and news about its progress, the Secretariat seeks, among other strategies, to (a) convene two meetings of its own membership between 1 March 2019 and 1 February 2020; (b) to organize one meeting of those members’ appointed experts; (c) to equip Task Force members, their senior staff, and Secretariat members with the necessary materials and preparations to represent the Task Force effectively on panels at 3 to 4 conferences organized by others; and (d) to host one event each during or adjacent to the following major events: the United Nations General Assembly week in New York in September 2019 and the World Economic Forum Annual Meeting in Davos, Switzerland in January 2020.

To the extent possible, all events should be sponsored or co-sponsored by one or more of the Task Force members.


Duties and Responsibilities

The Task Force Secretariat seeks a part-time Conferences and Events Coordinator to support the team on an on-call basis.  When called to engage, the primary responsibility of the Conferences and Events Coordinator will be to take ownership of the events-planning function. He or she will work to ensure that all necessary elements for each event are in place, all critical path milestones are met, and the event is successfully organized in a smooth and efficient manner.  The Events Coordinator will work under the supervision and overall guidance of the Director, Task Force Secretariat, UNCDF.

Responsibilities:

  • Create a master plan for all events.
  • Create an event plan for each individual event, identifying sponsor, assigning responsibilities and deadlines, and ensuring adherence.
  • Work with Task Force members’ own teams for co-sponsored meetings and events.
  • Create a budget for each event and monitor burn rate.
  • Act as primary point of contact, for event-planning purposes, for Task Force members’ and venues’ administrative teams.
  • Manage on-site logistics for meetings and events, as needed and supported by the Secretariat,
  • Assign responsibilities to Secretariat staffers and monitor their work.
    •  Communications consultant—to ensure speeches, briefings, talking points, PowerPoint presentations, leave-behinds, press kits, or other materials are prepared as needed, and/or that media outreach is conducted effectively as applicable.
    • Administrative assistant—to ensure that meeting space is secured, contractual and procurement issues are handled properly, travel arrangements are made, invitations are issued, RSVPs are tracked, and follow-up is undertaken as necessary.
    • Task Force Secretariat director and Inclusive Finance specialist—to ensure that meeting agendas and substantive subject-matter reflects and advances the objectives for the meeting in question and for the Task Force strategy as a whole.

Deliverables

  • Conferences and Events Master Plan.
  • Individual plan for each conference and event, with clearly stated objectives, key functions, roles & responsibilities, major milestones, critical path milestones, and budget for each.
  • Master budget.
  • Budget for each individual event.
  • Weekly or biweekly budget variance reports and event progress reports (frequency TBD).
  • Short (2- to 3-page) close-out report for each event, with lessons learned from event-management perspective (note that minute-taking/rapporteur function for the meetings’ substantive discussions will be the responsibility of others on the Secretariat team).


Competencies

  • Strong ability to communicate and function effectively in local/international/multicultural environment.
  • Strong skills with MS Office suite, especially MS Word, Excel, and PowerPoint.


Required Skills and Experience

Education

  • Successful completion of secondary education (US high school diploma, French baccalaureat, UK A-levels, or equivalent).

Experience 

  • At least 5 years directly relevant experience coordinating medium-sized complex, multi-stakeholder events in logistically challenging environments;
  • 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;
  • Familiarity with the UN or similar environment a plus;
  • Work with high level participants for events (i.e. CEO, Ministerial level).

Language requirements

  • Written and spoken fluency in English
  • Other languages, particularly French, is strongly desirable.

Timeline, duration of assignment, duty station and expected places of travel:

  • Timeline: April 2019 – April 2020
  • The Conferences and Events Coordinator will be based from his or her own office location. It is expected that he or she will travel to New York for the Task Force meetings to be held in that city, and to Switzerland for the close-out meeting tentatively scheduled for January 2020. Other travel may be required as needed or requested by the Director, Task Force Secretariat depending on the complexity of the event and the intensity of the Task Force’s involvement.
  • Total Number of Working Days for Assignment: Maximum of 60 days spread over 12 months.
  • The project has a finite timeline and there is no expectation of extension of the contract.

Payments shall be disbursed only upon acceptance of the above deliverables and authorization to release payment by the Director, Task Force Secretariat.

Application procedures:

Interested individuals must submit the following as proposals in order to demonstrate their qualifications: (NOTE: the system does not allow multiple uploads of document. Applicants must make sure to upload all documents in one PDF file).

All applications must contain the following information:

  • Cover letter with a summary statement of competencies in relation to the TOR.
  • Earliest availability and proposed schedule for consultancy.
  • Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP.
  • Personal CV or P11, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references.
  • Financial Proposal that indicates the all-inclusive daily fee, supported by a breakdown of costs, as per template provided.

Incomplete applications will not be considered. Please make sure you have provided all requested materials.

Individual consultants will be evaluated based on the following methodology:

  • Technical Evaluation Weight - 70%
  • Financial Evaluation Weight - 30%


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.


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