Conference and Meeting Support

Result of Service- Participant's registration effectively managed with systematized lists and reports.

- Effective coordination, logistical support and guarantee the expected participation to the different sessions, and events of the RP23, with special focus on the Caribbean.

Work Location Home Based

Expected duration Six (6) months.

Duties and Responsibilities Background:

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries.

Led by the United Nations Special Representative of the Secretary General for Disaster Risk Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and National implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.

As such, the RP23 represents an opportunity for Member States and stakeholders to share experiences, build their capacities, transfer knowledge and show successes related to disaster risk reduction at the national and local levels. It is expected that this event will increase the degree of participation and the commitment of the parties and stakeholders interested in the implementation of the Sendai Framework as well as in the integral management of disaster risk as a key component for sustainable development. The Regional Platform, which will take place in a hybrid format, will include an intergovernmental segment, including a Ministerial Meeting and a Technical Meeting on the implementation of the Regional Action Plan (RAP).

The RP23 will have three general objectives:

1. Present and analyze progress and obstacles at the national, subregional, and regional levels in the comprehensive and inclusive application of the implementation of the Sendai Framework, its goals, and priorities, through the identification of scope and inadequacies to promote coordinated attention.

2. Review compliance with the RAP updated to 2021 and, in the light of the findings of the RAR 2021, define regional priorities for the next two years 2023-2024.

3. Considering the systemic nature of risk, recommend inclusive and sustained mechanisms and strategies for the better support, development, and use of technology in comprehensive disaster Risk management.¿

Duties and Responsibilities:

The individual contractor will support the organization of the VIII Regional Platform for the Disaster Risk Reduction in the Americas and the Caribbean (RP23) to be held hybrid from the 28th of February to the 2nd of March 2023 in Punta del Este, Uruguay. The RP23 is co organized by UNDRR and the Government of Uruguay.

The individual contractor will report to the External Relations Officer in UNDRR Regional Office for the Americas and the Caribbean in coordination with the Associate Administrative Officer. The consultant will have to work collaboratively with other UNDRR team members and other consultants as well as partners and other stakeholders involved in organizing the RP23.

The following activities are foreseen:

- Provide support in all procurement processes to be done for RP services ( such as: interpretation, translation, online platforms and software, production companies, interactive tools, among others) from the elaboration of Terms of Reference (jointly with the Hybrid event manager), support with quotations and follow-up on administrative tasks.

- Serves as focal point for administrative coordination of RP23 implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, attends meetings, prepares minutes, monitors follow-up activities, etc.

- Develop and update the participants' lists and registration process before and during the event.

- Management of the registration set up and workflow implementation in the back end of the online registration system (possibly INDICO).

- Support the invitation process to member states, partners and follow up to the Ministerial meeting confirmations. Support members states in the their participation.

- Support responses of Regional Platform’s incoming enquiries and follow-up communication with participants.

- Coordinate the official statement segment through pre recorded videos.

- Support Advisory Council meetings: organization, invitation, setting up and monitoring.

- Advise communications team on the updating of relevant information to the webpage based on incoming inquiries.

- Support the elaboration of regular newsletter and email alert to be sent out to registered participants in coordination with the communication team.

- Provide regular statistical reports on registration and attendance.

- Provide support for other logistics arrangements as requested.

Qualifications/special skills Skills: - Functional knowledge in the field of international relations, disaster risk reduction, climate change, and/or sustainable development is desirable. - Excellent analytical and reporting skills is desirable. - Excellent organization skills and a strong drive for results and conflict resolution is desirable. - Excellent command of Information and Communication Technology is desirable. - Knowledge of intergovernmental mechanisms, Disaster Risk Reduction (DRR) Platforms, tools and mechanisms related to DRR is desirable.

Academic Qualifications: - First level University degree is required. A first level degree in Event and Conference Management or Tourism is desirable.

Experience: - Three (3) years work experience in development and international organizations is required. - Experience in organization of conferences and event management is required. - Experience in administrative processes related to procurement is desirable. - Knowledgeable of the work carried out by UNDRR is desirable. - Experience with management of online registration process is an asset.

Language: - Fluency in Spanish is required. Knowledge of English and another UN language is an advantage.

Additional Information FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY. UNDRR values diversity among its staff. We welcome applications from qualified women, men, and people with disabilities.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.