Individual Contractor (Conference Coordination and Event Management)
Deliver key conference coordination and event management outputs.
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Overview
Deliver key conference coordination and event management outputs.
You have:
- High school diploma or equivalent is required.
- At least two(2) years of relevant professional experience in International conference or event coordination; and/or Programme support within the United Nations or international organisations is required.
- Demonstrated experience managing complex, multi-stakeholder events is required.
- Experience coordinating high-level speakers and international participants is required.
- Familiarity with UN procedures, protocols and working methods is desirable.
- Strong organisational and project management skills are desirable.
- Excellent communication and coordination abilities are desirable.
- Proficiency with digital collaboration and event management tools is desirable.
- Ability to work independently in a multicultural environment is desirable.
- Fluency in English, i.e. oral and written proficiency, is required.
- Knowledge of another United Nations official language is an advantage.
Contract
This is a Consultancy contract. More about Consultancy contracts.
Result of Service
The consultant is expected to deliver the following outputs: 1. Conference coordination workspace fully set up and maintained 2. Detailed conference workplan, timeline and tracking tools 3. Draft and final conference agenda and session structure 4. Official invitation letters and speaker coordination records 5. Updated participant and speaker databases 6. Conference communication materials and registration support 7. Logistical coordination inputs and checklists 8. Post-conference summary inputs and documentation
Work Location
Home based, with travel to Beijing, China, as required
Expected duration
1 February to 30 October 2026
Duties and Responsibilities
Under the supervision of the Head of the UN-SPIDER Beijing Office, the consultant will undertake the following tasks, including but not limited to: A. Conference Planning and Coordination • Establish and maintain a structured conference workspace (e.g. Notion or equivalent) to manage timelines, tasks, documents, contacts and approvals. • Develop and regularly update a detailed conference workplan and milestones. • Support the development and refinement of the conference concept note, objectives and thematic structure, in close coordination with UNOOSA and partners. • Assist in drafting and finalising the conference agenda and session formats, including plenary sessions, panels, technical sessions and side events. B. Speaker, Expert and Stakeholder Coordination • Prepare and manage official invitation letters for speakers, panellists and dignitaries, in coordination with UNOOSA. • Maintain a comprehensive speaker and participant tracking database, including confirmations, bios, photos and presentation titles. • Serve as the primary coordination point with invited experts regarding participation modalities, logistical needs and deadlines. • Support the coordination with co-organisers, partner organisations, UN entities and sponsors. C. Conference Communications and Registration • Support the setup and management of the conference webpage and online registration system. • Draft and disseminate conference communications, including save-the-date notices, invitations, confirmations and logistical notes. • Coordinate with UN-SPIDER communications colleagues to ensure consistency with UN branding and messaging. • Support the management of abstract submissions, where applicable. D. Travel and Logistics Coordination • Support the coordination of participant travel and accommodation, including funded participants, in line with UN rules and procedures. • Liaise with host country counterparts, hotels and venues on logistical arrangements. • Assist with coordination of interpretation, meeting rooms, audio-visual requirements and conference materials. • Support visa facilitation processes for invited participants, where required. E. Conference Delivery and On-site Support • Support the day-to-day coordination of the conference, including session flow, speaker support and troubleshooting. • Assist with coordination between organisers, venue staff, interpretation teams and technical support providers. • Support the management of side events, exhibitions and networking activities, where applicable. F. Post-Conference Follow-up and Reporting • Support the preparation of conference outputs, including summary notes, participant lists and key outcomes. • Assist in compiling inputs for the conference report and knowledge products. • Support post-event communication with speakers, partners and participants. • Contribute to internal lessons-learned documentation to inform future UN-SPIDER events.
Qualifications/special skills
High school diploma or equivalent is required. • At least two(2) years of relevant professional experience in International conference or event coordination; and/or Programme support within the United Nations or international organisations is required. • Demonstrated experience managing complex, multi-stakeholder events is required • Experience coordinating high-level speakers and international participants is required. • Familiarity with UN procedures, protocols and working methods is desirable. • Skills are desirable in -Strong organisational and project management skills -Excellent communication and coordination abilities -Proficiency with digital collaboration and event management tools -Ability to work independently in a multicultural environment
Languages
English and French are the working languages of the United Nations Secretariat. Fluency in English, i.e. oral and written proficiency, is required. Knowledge of another United Nations official language is an advantage.
Additional Information
Not available.
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.
Potential interview questions
| Can you describe your experience in managing complex, multi-stakeholder events? | This question assesses your ability to handle challenging event planning tasks. | Provide specific examples of events you've managed, highlighting your role and the outcomes. |
| How do you prioritize tasks when coordinating a major conference? | This question evaluates your organizational skills and ability to handle pressure. | Pro members can see the explanation. |
| Describe a time when you had to coordinate with multiple stakeholders. What was your approach? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure effective communication during a conference? | Pro members can see the explanation. | Pro members can see the explanation. |
| What digital tools do you use for event management? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle unexpected challenges that arise before or during a conference? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies would you use to engage high-level speakers and dignitaries? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you contributed to post-conference documentation? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 4 months ago
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Updated 4 months ago
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Source:
careers.un.org
