Administrative and Event Support

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Description

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Administrative and Event Planning Support to the Sanitation and Water for All Secretariat.

Scope of Work:

Under the direct supervision and guidance of the Executive Officer to the CEO the consultant will perform a variety of logistical, information gathering, technical and administrative services, in support of the SWA Secretariat.

The consultant will perform the following tasks:

• Provide event and travel support;
• Contract services needed for various events and meetings;
• Provide General Administrative Support to various SWA teams including the office of the CEO;
• Liaise with a variety of stakeholders while maintaining high levels of professionalism and attention to detail;
• Assist with translations to Spanish and French;
• Support administratively on various projects and tasks as needed.
• Work Assignment Overview

Support preparations for Steering Committee, High-Level Meetings and other Meetings:

• In charge of preparing and disseminating a large volume of invitation letters and mass communications.
• Support logistical preparations for meetings (organizing information, drafting individualized correspondence, maintaining databases, etc.).
• Liaise with participants to ensure their travel, visa and other logistical needs are met.
• Liaise with budget focal point to ensure vendor forms and invoices are submitted in a timely manner.
• In charge of registration and participant information management.
• Draft and send a large quantity of personalized emails to participating agencies/governments, etc.
• Support post meeting closures (travel claims, TA closures, contracts, invoice submissions to budget focal point, etc.)

Support administratively the office of the CEO as needed:

• Support with calendar Management and scheduling when needed.
• Send mass communications from CEO inbox.
• Draft Meeting minutes when needed.
• Translate documents/emails to Spanish and French.
• Book travel for CEO.
• Support the Executive Officer to the CEO with projects related to the CEO office as well as Events.

Support preparations for Steering Committee, High-Level Meetings and other Meetings:

• In charge of preparing and disseminating a large volume of invitation letters and mass communications.
• Support logistical preparations for meetings (organizing information, drafting individualized correspondence, maintaining databases, etc).
• Liaise with participants to ensure their travel, visa and other logistical needs are met.
• Liaise with budget focal point to ensure vendor forms and invoices are submitted in a timely manner.
• In charge of registration and participant information management.
• Draft and send a large quantity of personalized emails to participating agencies/governments, etc.
• Support post meeting closures (travel claims, TA closures, contracts, invoice submissions to budget focal point, etc.).

To qualify as an advocate for every child you will have… 

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of six years of relevant administrative or clerical work experience is required.
• Knowledge of UNICEF/UN System rules, regulations, procedures and systems is an asset.
• Must be able to work in a high-volume, fast-paced changing environment on tight deadlines.
• Excellent command of English.
• Spanish and French highly desired.

Source: https://jobs.unicef.org/cw/en-us/job/558463

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