Historique
Devoirs et responsabilités
- Conference content management and coordination;
- Conference Venue;
- Hotel Accommodations;
- Transportation;
- Catering;
- Protocol;
- Security;
- Visa;
- Medical Assistance;
- Promotion and Media.
- 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.
- 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.
- 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.
- 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.
- Coordinate the set-up of catering services for lunches and the related catering requests for side events.
- 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.
- Liaise with local authorities to ensure security measures are set up as planned.
- 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.
- Liaise with local authorities and ICRC to ensure that the medical assistance is available at the venue as planned.
- 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.
- Monitor, manage and operate (if designated) other tasks related to the 3RC.
Compétences
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.
Qualifications et expériences requises
- Bachelor’s degree preferred; significant work experience (10 years minimum) can substitute for the degree.
- 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.
- Fluency in English and Portuguese & national language of the duty station.