Logistics Assistant

Result of Service Successful organization of the Technical workshop: validation of the prototype for the new losses and damages tracking system; and support for the CRM workshop planning and preparation.

Work Location Bonn

Expected duration 25 March–27 May 2023

Duties and Responsibilities Organisational Setting and Reporting

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 120 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 UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.”

The consultant would have the following duties and responsibilities: 1. Assist on following up on participants confirmations with lead programme officers based on an initial participants list to keep updated based on email exchanges, ccontact participants to fill any missing information, register through proper forms and update/ correct their data 2. Assist in obtaining pparticipants information related to their travel, bank details and any other information related to travel support 3. Draft invitation and visa support letters as required, share with participants and manage exchanges with request and responses as required 4. Serve as focal point for meeting general enquiries via responding to emails 5. Support updating administrative information and participants logistics note 6. Support procurement exercises related to the meeting by gathering proforma invoices, confirming specifications on services and supplies required and follow up on confirmation of services, delivery, and final invoices gathering. 7. Liaise with catering services as required for provision of hospitality as per latest schedules and participants planned. 8. Check on room layout and assist in any other logistical arrangements, registration, distribution badges, signage, and room assignments 9. Prepare participants documentation package, and sheets for registration of participants 10. Assist secretariat services during the meeting: ensure collection of speakers/presenters’ presentations ( in-situ); responding to general and logistics queries by participants and speakers, supporting team-keeping as required. 11. Support technical requests and liaise with interpreters, presenters and facilitators as required 12. Assist in post event follow-ups as required with participants and vendors, including on compiling presentations, travel documentation ( boarding passes, ticket receipts, etc.) and recording of sessions

Qualifications/special skills- A high school diploma is required - 2 years of experience in meetings management, project management, or conference management is required - Experience in data management and data analysis is highly desired - Experience in Microsoft office package is desired - Organizing online meetings using Zoom, M.S.Teams, etc. is desired - Previous working with international organizations is desired

Languages- Fluency in English is required - Fluency in German and any other UN language is desired

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.