Event Management & Project Admin Assistant

Volunteering Admin Communications & PR Logistics & Procurement

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UNDP and its partners believe that youth can make a real and positive difference and create their own opportunities by engaging with these challenges head on through social entrepreneurship and innovation, exploring dynamic approaches to mobilizing their peers and communities and creating adaptive solutions to addressing youth economic marginalization. Against this backdrop, UNDP Bangkok Regional Hub together with its partners developed a regional project on Youth Economic Empowerment and Social Innovation. With the great majority of Asia’s peak-era workforce still in their early years, now is the time to invest in interventions that will harness their potential. In not doing enough to ride this wave, we risk losing the most potent inter-generational opportunity we have had in ensuring the well-being of one-half of humanity.

The Youth Empowerment Project in Asia and the Pacific (YEP-AP) aims to invest in and empower young people across the region, to accelerate the implementation of SDGs. YEP-AP believes that youth can be leaders who create inclusive and equitable societies free of discrimination. They can make a positive difference by taking on the challenges through social innovation, mobilizing their peers and communities, and creating adaptive and innovative solutions.

YEP-AP focuses on youth political, social and economic empowerment by building the capacities of young people and key stakeholders creating safe spaces and enabling environments for increased advocacy and civic engagement to ensure equitable inclusion of youth, including women and those from marginalized groups.

The project will promote and advance youth empowerment in the following focus areas (referred to as pillars): (1) Youth Entrepreneurship (Youth Co:Lab), (2) Youth and Climate Action (YECAP), (3) 21st Century and Digital Skills (YDEEP), (4) Youth Civic Engagement and Political Participation.

The project will incorporate the principle of ‘Leaving No One Behind’ (LNOB) - a central transformative promise of the UN’s 2030 Agenda for Sustainable Development. It is a commitment to eradicate poverty, discrimination and exclusion, and reduce inequalities that undermine the potential of individuals and communities. The project will integrate diversity, equity, inclusion and gender equality across all youth empowerment initiatives, using the LNOB principle as a cross-cutting approach across the four above-mentioned focus areas. The project will also include specific interventions targeting marginalized youth groups and national stakeholders to ensure no youth is left behind.

YEP-AP will strengthen youth empowerment at all levels: promoting youth-friendly policy and regulatory environments at upstream level, strengthening the capacities and connections between key stakeholders at midstream level and directly supporting young people at downstream level, for maximum, collective impact across the region. Covering all these bases through interventions that reinforce each other will collectively result in greater and more sustainable impact.

Under the supervision of the Regional Youth Project Manager and Project Associate, the National UN Volunteer Specialist will:

1. Provide Effective Support in Event Planning and Coordination • Contribute to and assist in developing a comprehensive event strategy and action plan, aligning with key objectives and target outcomes. • Assist in sourcing and managing event materials and supplies, including venue selection, catering, accommodation, audio-visual setup, and on-site coordination. • Facilitate the preparation of invitation letters, logistics notes, and other travel documents according to the participants list and speakers list. • Support the creation and updating of an event checklist for event materials such as invitation letters, travel documents, flight information, inventory equipment, etc. • Support the distribution of event materials, such as invitations, agendas, and travel itineraries.

2. Provide Effective Administrative and Logistics Support for Events • Coordinate proactively with the Youth team and organizing team to ensure the smooth execution of events. • Facilitate communications with participants regarding transportation, flights, accommodations, dietary restrictions, and other inquiries. • Process Mission Travel Requests and Travel claims including timely follow-up actions on security clearance, claims, travel authorizations, and signatures, ensuring the preparation of necessary documents in ERP Quantum. • Maintain and update event databases and files. • Assist in budget tracking and expense management. • Facilitate participant registration, handle inquiries, and manage communications to ensure a positive and engaging experience for all attendees. • Provide support to event participants to ensure that all event activities run smoothly and on schedule. • Handle event-related correspondence and inquiries as required. • Assist in the collection and analysis of event feedback. • Assist the Youth team in preparing post-event activities, including drafting event reports, conducting feedback surveys, and registering event details for future improvement.

3. Ensure Effective Administrative and Procurement Support of the Programme Portfolio • Support project implementation activities according to UNDP workflows (ERP Quantum, UNDP Service Request Portal, Service Centre on Demand, UNall Portal). • Prepare documentation for requests for payments, and procurement processes, to ensure smooth operation of project activities. • Process requests for visas, identity cards, and other documents for the field visits and missions of the project team. • Review and maintain up-to-date supplier profiles in Quantum, including updating bank accounts and registration completion with all required details. • Coordinate with visitors and the project team, arrange appointments, gate passes, and meetings, and take minutes.

Results/expected outputs:

As an active UNDP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including:

• Ability to plan, organize, prioritize, and control resources, procedures, and protocols to achieve specific goals. • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. • Ability to effectively plan, organize and oversee the Organization’s business processes to convert its assets into the best rules in the most efficient manner. • Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations. • Ability to process and approve Travel Requests, logistics planning and Expense Report, • Knowledge of policy and procedures.

• Accountability • Adaptability and flexibility • Judgement and decision-making • Teamwork and respect for diversity • Planning and organising • Professionalism • Self-management • Commitment to continuous learning

administrative or programme at the national and/or international level is required. • At least 2 years in event and/or conference management, preferably in organizing onsite and online events or conferences. • Experience in procurement processes is an asset. • Proficiency in IT software packages (MS Word, Excel, etc.) • Experience with ERP systems is highly desirable (i.e., Oracle Cloud, SAP, Atlas, Quantum, or others). • Experience working with UNDP, UN Agencies or other international organizations is desired.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Benefits and Entitlements: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service.

Monthly living Allowance (per month) is around 47,500 Thai Baht Entry Lump Sum (one-time payment) USD 400 Exit Allowance (for each month served paid on completion of assignment) THB 3958.92 Medical and Life Insurance Coverage

Leave entitlements:

Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified Sick Leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days

Apply now

Added 4 hours ago - Updated 4 hours ago - Source: unv.org