Africa Forum Logistics Coordinator

Contract

This is a Consultancy contract. More about Consultancy contracts.

**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 | UNESCO](https://www.unesco.org/en/articles/unesco-chairs-and-partners-forum-transforming-knowledge-africas-future) 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)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **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** ------------------------------------- UNESCO is inviting **written proposals** from Individuals for the work assignment described below. Your written proposal should comprise: A technical proposal consisting of: • an updated **curriculum vitae** • a **letter of motivation** explaining how your profile and experience meet the mandatory requirements. **Please submit your supporting documents in English**. Your proposal should be submitted in **one single PDF file by e‐mail** **(Please do not apply through the "Apply Now" button on this page)** no later than **18:00 Paris Time on 22 March 2024**. **E‐mail proposals should not exceed 5MB.** The e‐mail should be addressed to [email protected], and SUBJECT: Africa Forum Application -FIRST NAME & FAMILY NAME It is the individual’s responsibility to ensure that his/her proposal is received by the deadline. **Footer** ---------- UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.