Job categories Administration
Vacancy code VA/2024/B5004/28541
Level ICS-9
Department/office GPO, NYPO, Development and Special Initiatives Portfolio
Duty station New York, United States of America
Contract type International ICA
Contract level IICA-1
Duration Ongoing contract (subject to good performance, availability of funds, organizational requirements and project duration)*
Application period 15-Jul-2024 to 28-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
Event management support: - Provide administrative and logistical support to the 10th UNAOC Global Forum;
- Participate in preparatory meetings of the Organizing Committee;
- Maintain databases, update and verifying the accuracy of data using online sources; update tracking files, including verifying if confirmed participants registered for the Forum or not yet;
- Draft formal letters of invitation and notes verbale, using existing templates;
- Circulate Forum-related documentation; distribute materials during plenary, breakout sessions and other events per the Forum’s programme;
- When requested, liaise with Forum participants concerning their travel arrangements, accommodation, transportation, etc;
- Assist with rooming lists’ verification process;
- Support the rehearsal processes for various segments of the Forum;
- Assist the Organizing Committee with logistical arrangements related to the plenary, breakout sessions and other special events organized in the context of the Forum (protocol, nameplates, water, decoration, etc.);
- Prepare for an official mission of the UNAOC Delegation to Portugal and provide on-site support throughout the Forum;
- Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.
Communications support:
- Perform research related to content for Forum-related materials (concept notes, background information, profiles of potential speakers, compilation of bios and photos, etc.);
- Provide support to the UNAOC communications team with collecting quotes for social media posts;
- Provide support to the UNAOC communications team with, ensuring adequate branding throughout the Forum venues;
- Act as a rapporteur during the Forum sessions, prepare summary notes and contribute to the Forum report preparation.
Education/Experience/Language requirements
*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY Education - Advanced university degree (Master’s degree or equivalent) preferably in Event Management, Business Administration, Public Administration or a related field.
- A first-level university degree with a relevant combination of academic qualifications and 2 years of work experience may be accepted in lieu of the advanced university degree.
Work Experience
Required:
- A minimum of two (2) year of relevant experience in general administrative or operations support services in national or international public or corporate organizations is required;
- Proficiency in Microsoft Office Suite;
- Excellent communication and interpersonal skills;
- Very strong attention to details;
- Ability to work collaboratively within a team;
- Wiliness to travel and work flexible hours as needed.
Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)
- Experience in the UN system organizations is desirable.
- Strong organizational and project management skills.
Language requirements
- Fluency in English is required.
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| Knowledge of French or other UN working languages is desired. |
- Portuguese language skill constitutes and added advantage.