OVERVIEW

Parent Sector : Education

Duty Station: Addis Ababa, Ethiopia

Type of contract : Consultancy

Duration of contract : 6 months (15 May -15 October 2024)

Application Deadline (Midnight Paris Time) : 22-MAR-2024

Estimated Salary:3500 USD /Month

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

OVERVIEW OF THE FUNCTIONS OF THE POST

I. BACKGROUND AND CONTEXT
UNESCO, in collaboration with the African Union, and under the patronage of H.E. President Sahle-Work Zewde, President of the Republic of Ethiopia, is organizing a forum on transforming knowledge and the futures of research in Africa. The forum will be held from 25-27 September in Addis Ababa, Ethiopia.

Planned within the framework of the African Union (AU) Year of Education 2024, the forum is being organized in the follow-up to the 2022 UN Transforming Education Summit (TES), the lead-up to the 2024 UN Summit of the Future, and ahead of the 2025 World Social Summit.

The forum is an in-person event expected to convene up to 500 participants with a high-level segment, plenary sessions, parallel sessions, and workshops. Some sessions may be held in hybrid format. More information about the event is available here: UNESCO Chairs and Partners Forum: Transforming knowledge for Africa’s future tendersglobal.net UNESCO

UNESCO is seeking to recruit a Logistics Coordinator to support the organization of the forum. The selected person will be based in the UNESCO Addis Ababa Office.

Long Description

II. OBJECTIVES AND KEY TASKS

Under the overall authority of the Director of the UNESCO Office in Addis Ababa, the direct supervision of the Programme Specialist for Education, and in collaboration with the co-organizing team at UNESCO Headquarters as well as the African Union counterparts, the consultant shall perform the following tasks:

• Venue. Reserve the required rooms and spaces for holding workshops and networking side-events at the Africa Union premises. Ensure the provision of services (e.g. interpretation, reduced mobility access, sound and projection, remote participation as required) and supplies in the meeting rooms and spaces.

• Accommodations and transfer from hotel for participants. Identify and reserve a room block at one or more hotels for the forum participants and assure their transfer from the airport to the hotel as well as to the meeting venue (if needed).

• Travel and daily subsistence allowance. Work closely with UNESCO administrative assistants to book airfare tickets for meeting participants (approx. 60 persons) and the required clearances to obtain visas. Ensure per diem is paid out to the participants as per UNESCO’s rules and regulations.

• Registration. Support the development of a registration system, confirm and register participants in a database. Prepare the list of participants. The on-site registration procedures are also to be developed.

• High-level segment. Coordinate the logistical organization and protocol services for a high-level segment, including space for the “meet and greet” of the high-level segment participants.

• Arrangement of catering and refreshment service. Ensure provision of catering and refreshment service for the duration of the conference as per the agreed programme.

• Security measures. Liaise with the African Union and UNESCO security teams to ensure access to the premises for the participants and their safety during the forum.

• Documentation. Prepare and distribute an information note for participants for their on-site participation.

• Recording and videography. Organize the video and audio recording as well as a photographer for the duration of the forum, and in collaboration with the African Union conference services.

• Follow-up. Ensure that all participants have received payments, finalize billing with the relevant services, and send any other communications as requested by the co-organizing teams.

• Other. Participate in regular team meetings. Support in the preparation and monitoring of a checklist. Take notes and follow-up with co-organizing teams as relevant. Support in the preparation of contracts for services/external providers (as required).

Long Description

Long Description

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

– Advanced university degree (Masters or equivalent) in business administration, communication, social sciences, marketing, public policy and/or other relevant fields

Work experience

– A minimum of 2 years of progressively responsible and relevant professional experience, with at least one year in a regional or international environment;
– Proven experience in event planning

Skills and competencies

– Excellent organization and planning skills, including the ability to organize own work priorities and deadlines;
– Familiarity with administrative and financial aspects related to catering or event management.
– Planning and organizing work schedule with respecting deadlines.
– High level of reliability with a responsive and service minded attitude and behaviour.
– Tact and ability to work harmoniously with participants and staff members of different nationalities and cultural backgrounds
– Autonomous, hands-on, and creative

Languages

– Excellent knowledge (written and oral) of English and French.

SELECTION AND RECRUITMENT PROCESS

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