Post Number : CLD 998

Grade : P-4

Parent Sector : Division for Conferences, Languages and Documents (CLD)

Duty Station: Paris

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years with possibility of renewal

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 15-SEP-2022

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The
Events Technical Coordination Unit is located in the Conference and
Cultural Events Management Section of the Division of Conferences,
Languages and Documents (CLD), in the Sector for Administration and
Management (ADM). The Events Technical Coordination Unit is the
Organization's technical expert in the provision of conference and
events management, responsible for the management and supervision of the
Conference and Cultural Events Coordination Team and involving the
oversight and management of significant numbers/teams (temporary
employees and outsourced companies engaged to support events, as well as
the catering events suppliers).

Under
the overall supervision of the Director, Division of Conferences,
Languages and Documents and the direct supervision of the Chief of the
Conferences and Cultural Events Management Section, the Head Events
Technical Coordination Unit is responsible for the overall stewardship
of UNESCO's conferences and cultural events and dedicated to providing
consistent architecture and services to support UNESCO's events; and
shaping UNESCO's conferences and events to achieve greatest impact by
embedding cutting-edge intelligence, delivering novel interaction and
experiences and building design frameworks and tools that support
UNESCO's objectives/mandate.

The
incumbent manages and coordinates the day-to-day support in the
organization of events, coordinating with internal and external
organizers to ensure their effective and timely implementation.

Accordingly, the incumbent is expected to perform the following duties:

Long Description

• Coordinate
  and manage, in close liaison with the Strategy and Events Planning Unit
  and the Interpretation Unit, all arrangements relating to the
  organization of events (conferences, meetings, ceremonies, concerts,
  performances, exhibitions, catering events) held in UNESCO premises and
  away from Headquarters, as well as on line or in a hybridformat,
   providing technical advice and guidance to organizers (Program Sectors,
  Permanent Delegations to UNESCO and National Commissions for UNESCO,
  United Nations agencies,  Intergovernmental and Non-Governmental or
  external organizations); ensuring the highest level of service.
  Establish and maintain strong and effective work relationships with all
  UNESCO support services, as well as with all organizers to ensure that
  their event-related needs are addressed. Plan, manage and retain the
  right level of control/direction over the outsourced operations, notably
  the restaurant services.
• Continuously
  report on holistic metrics, engagement analytics and impact outcomes
  for events, collecting and analyzing data and feedback and preparing
  summaries of information to support effective business decisions and
  contribute to improvements to meeting/conference services provision,
  work methods and environment produce statistics.
• Provide
  oversight and direction to the Unit's support staff in accordance with
  UNESCO's policies and procedures and lead the team to meet the
  Organization's expectations for productivity, quality, continuous
  improvement and goal accomplishment.  Coordinate the activities of the
  Unit, ensure equitable distribution of work and monitor progress against
  deadlines, assigning and adjusting priorities as necessary.  Coordinate
  personnel and administrative matters concerning the Unit with the
  relevant administrative support services and the Interpretation Unit.

Long Description

• Oversee
  all catering activities for UNESCO events and ensure that catering
  services meet UNESCO's requirements in terms of rules and procedures for
  both the Organisation’s contractor and other, external catering
  services. Implement measurement and reporting mechanisms to track
  performance and ensure quality control.  Develop and implement robust
  verification processes in collaboration with internal and external
  organizers regarding the economic model of catering events and costs and
  ensure royalty fee control.  Develop and maintain a database of
  contracts and library for contractual documentation reference, audit
  trail and institutional memory.
• Contribute
  to the development of the Section's operational framework by, inter
  alia, remaining abreast of new/innovative approaches to/techniques in
  the sphere of conference/event management, including across the UN
  system,  to ensure that event management at UNESCO includes
  best-in-practice and cutting-edge methods.
• Regularly
  review operational processess and procedures in place and make
  recommendations for enhancement to the Chief of Section; proposing
  modifications or improvements to conference/events-related policies and
  guidelines, including the events management tools and platforms  and
  events related tarification policies.
• Explore
  options through which UNESCO may engage with external providers to
  enhance conference and events management at UNESCO, engaging with
  specialists/experts in the field to inform and provide training to the
  team and enable the development of UNESCO's conference and events
  management services.

COMPETENCIES (Core / Managerial)

-

REQUIRED QUALIFICATIONS

Education

• Advanced
  University degree (Master's degree or equivalent) in the field of
  events management, international relations, business administration,
  hospitality, marketing, or related fields.

Work Experience

• Minimum
  of seven (7) years of relevant professional experience in the field of
  events management, of which preferably three (3) years acquired at the
  international level, preferably whether with a UN agency or programme,
  or other international organization.

Long Description

Skills & Competencies

• Strong
  organizational skills with ability to establish plans and priorities
  and effectively coordinate them and ensure the follow-up.
• Demonstrated client-oriented approach with ability to develop/improve procedures to facilitate clients’ access to services.
• Ability to work effectively in a team, and motivate teams, in a mutlicultural environment and introduce/manage change.
• Excellent
  communication and interpersonal skills and ability to maintain
  effective partnerships and working relations in a multicultural
  environment with sensitivity and respect for diversity.
• Ability to work under pressure and to deadlines and effectively manage large-scale events.
• Knowledge of IT tools, including the use of Microsoft Office software/applications.

Languages

•     Excellent knowledge of French or English and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education

• Certified
  Meetings Professional (CMP), Certified Special Events Professional
  (CSEP), Certification in Meeting Management (CMM), or other relevant
  professional certification.

Skills & Competencies

• Knowledge of event related tools and platforms (Zoom, Interprefy, etc.) and planning tools.
• Sound judgement and decision-making skills.
• Familiarity with the work and general functioning of international organizations and/or the UN System.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

SELECTION AND RECRUITMENT PROCESS

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