Consultant for Assistance and Event Organization

Parent Sector : Field Office

Duty Station: Santiago

Job Family: Education

Type of contract : Non Staff

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Duty Station Time) : 28-JUL-2025

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

The UNESCO Institute for Statistics (UIS) is the official and trusted source of internationally comparable data in the fields of education, science, culture, and communication and information. As the statistical office of UNESCO, the UIS produces a wide range of indicators across the organization’s areas of action, in close collaboration with national statistical offices, competent ministries, and other statistical organizations.

The UNESCO Regional Office in Santiago has the mandate to work across all fields of UNESCO’s competence: education, science, culture, and communication and information — all essential for advancing equitable development in the region.

The consultant will play a key role in this effort, working closely with the UIS Regional Advisor in Santiago and the broader UNESCO Santiago team, supporting initiatives across all areas of UNESCO”s mandate to enhance the impact of its work in the region.

The consultant is expected to uphold UNESCO’s standards and guidelines, ensuring the delivery of the required administrative tasks. The consultant is responsible for the logistical and technical coordination of events whether on-site, online, or in a hybrid format.

The consultant ensures proper planning, operational execution, and technical follow-up of conferences, ceremonies, and other types of events, in close collaboration with event organizers, service providers, internal technical services, and other members of the coordination team. Other administrative tasks will also be assigned as specified below.

Main Duties and Responsibilities

Support in Administrative Tasks

• Monitor contracts and payments for UIS LAC activities in cooperation with the UIS Regional Advisor in Santiago and the Administrative Officer.
• Manage budgets and track activity costs.
• Request vendor information from potential suppliers for vendor creation.
• Prepare administrative reports and expense justifications.
• Coordinate invoicing and payments to suppliers.
• Support additional administrative tasks as required by the supervisor.

Event Planning and Organization (On-site, Online, and Hybrid)

• Coordinate with suppliers, clients, and internal teams for event planning.
• Manage the event agenda and timeline, ensuring deadlines and schedules are met.

• Develops and maintains a checklist for organizing events to assist both internal and external stakeholders.
• Ensure that all required services are available, including document distribution, personnel, and technical resources.

• Handle event logistics, including venue reservations, catering, technical equipment, flight bookings, transportation, and hotel accommodations.

• Liaising with hotel, ensuring and confirming all meeting rooms, including rooms for parallel session, are arranged according to specifications and ready for the event as required and as per the specified schedule.

• Coordinate with the communications team for promotional materials, programs, and accreditations.

• Sets up and maintains contact lists, files, and records.

• Coordinates the procurement of goods and services necessary for meetings and events.

• Organize pre-event meetings with involved teams to align on event details.

• Manage meeting and event-related documentation, including participant lists and reports.
• Attends planning meetings and updates files accordingly to reflect any changes in organizational arrangements.
• Maintains a database of events, including key details such as venue, date, and expected support.
• Organizes meeting platforms and coordinates with IT for online events.

Participant and Attendee Management

• Manage attendee registration and accreditation processes, including liaising with participants and ensuring timely communication.
• Respond to participant inquiries and provide information before, during, and after the event.
• Coordinate the logistics for special guests, keynote speakers, and panelists.
• Oversee the distribution of informational material and welcome kits.

• Implement participant registration and access control systems during the event.

During and Post Event

• Ensure proper setup of event infrastructure.
• Manage the accreditation and access of attendees and exhibitors.
• Monitor compliance with safety and health protocols.
• Oversee program execution and address unforeseen issues in real time.
• Coordinate assistance for speakers, presenters, and VIP participants.
• Manage the distribution of certificates and acknowledgments, if applicable.
• Assist in preparing the event/conference report and other outcome documents.

Education

• University degree in Business Administration, Public Relations, event management, communication, marketing or other related fields.

Experience

• Minimum of 3 years of relevant professional experience in event coordination, conferences and events including technical planning, production follow-up, service provider coordination, and deadline management.

Skills and Competencies

• Excellent planning and organizing skills.
• Ability to manage multiple tasks simultaneously in a dynamic environment.
• Strong communication and negotiation skills.
• Proficiency in digital tools for event tracking and planning.

• Good communication and diplomacy skills to resolve issues respectfully and tactfully.

• Team spirit and active collaboration with fellow team members.
• Demonstrated ability to work autonomously with minimum supervision.
• Ability to prioritize work to meet deadlines and anticipate challenges within the framework of own responsibilities particularly during peak periods.

Languages

• Excellent Knowledge of Spanish and English.

Work Experience

• Relevant professional experience in the United Nations System or other international organization(s).

Languages

• Knowledge of another/other official UNESCO language(s).