JOB DESCRIPTION

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority of the Director of UNESCO Regional Office for West Africa, and the direct supervision of the Head of Communication and Information Sector, the Senior Conference Support Assistant is responsible for providing administrative, logistical and operational support to the organization of the Regional Conference on Information Integrity in West Africa and the Sahel (3-5 September 2025).

The incumbent assist in the proper planning, operational execution, and technical follow-up of the conference, including the integrated sessions, panels, and ceremonies, in close collaboration with service providers and members of the coordination team. The position of Conference Support Assistant correspond to the grade SC06 1 of the service contract scale.

In this context, the Conference Support Assistant will be responsible for:

Pre-Conference

Planning, attending and drafting meeting minutes, and follow up change requests.
Assist with the online registration process, including data entry in the registration platform, maintain accurate and up to date registration lists, handling travel arrangements, and providing first level assistance to registrant inquiries.
Follow up with experts/speakers/presenters to confirm participation, collect presentation materials (abstracts, slides), and assist with travel and accommodation arrangements.
Assist in liaising with the organizers for conference venue setup, catering requirements, audio-visual equipment, and other logistical details.
Prepare conference materials such as name badges, programs/agendas (both print and digital), signage, attendee packets, and promotional items.
Assist with drafting and distributing email communications to attendees, speakers, and stakeholders. Support social media promotion efforts.
Assist in coordinating with interpreters, sessions/panels organizers, for the smooth planning of the conference segments.

During Conference

Manage the registration and check-in desk, coordinate volunteers, provide information, distribute materials, and address any immediate issues.
Provide on-site logistical support to ensure smooth event flow, including room monitoring, audio-visual assistance, and resolving unexpected problems.
Assist speakers with their technical needs during presentations and provide general support.
Respond to attendee inquiries and provide directions or other necessary information.

Post-Conference

Assist in preparing the conference report and other outcome documents.
Assist with drafting and sending thank you emails to speakers, partners, attendees, and volunteers.
Organize and archive conference materials (presentations, documents, photos) for future reference.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

–

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

Minimum of a two-year post-secondary diploma (equivalent to a BAC+2) in event management, communication, marketing or other related fields.

WORK EXPERIENCE

At least 8 years of professional experience in event coordination, including technical planning, production follow-up, service provider coordination, and deadline management.

SKILLS

Excellent planning and organizing skills
Ability to manage multiple tasks simultaneously in a dynamic environment
Capacity to work under pressure, especially during peak activity periods or last-minute changes
Flexibility and availability to work non-standard hours, evenings, or weekends, depending on operational needs
Strong communication and negotiation skills
Proficiency in digital tools for event tracking and planning
Strong client- and solution-oriented mindset: ability to understand needs, respond effectively
Good communication and diplomacy skills to resolve issues respectfully and tactfully
Team spirit and active collaboration with fellow team members

TECHNICAL KNOWLEDGE

Proficiency in Microsoft Office (Excel, Word, Teams)
Familiarity with event management system is an asset

LANGUAGE

Excellent knowledge of French or English and good working knowledge of Portuguese.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements