Speaker Management and Event Coordination Individual Contractor

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Efficient speaker management enhanced, focal point coordination and organization of WUF12 main events programming, and liaison with and other stakeholders, successful onsite execution, post event follow-up and reporting. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Work Location

Home Based

Expected duration

6 Months

Duties and Responsibilities

The United Nations Human Settlements Programme, UN-Habitat, is the United Nations agency for Human Settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. As the United Nations focal point on human settlements, UN-Habitat will lead advocacy efforts to raise awareness of sustainable urbanization issues; provide evidence-based policy advice; build capacities. develop tools, norms and standards based on best practices, work on demonstration projects and provide assistance to national Governments, local authorities and other public institutions responsible for urban issues.

The World Urban Forum (WUF) is a non-legislative technical forum convened by UN-Habitat every two years since 2002. The Forum gathers a wide range of experts from every walk of life. Participants of the Forum include, but are not limited to, national, regional, and local governments, non-governmental organizations, community-based organizations, professionals, research institutions and academia, professionals, private sector, development finance institutions, foundations, media, United Nations organizations, and other international agencies. It is recognized as the foremost global arena for interaction among policymakers, local government leaders, non-governmental organizations, and expert practitioners in the field of sustainable urban development and human settlements.

PURPOSE AND OBJECTIVES

The purpose of this request is to hire an individual contractor to support the World Urban Forum Secretariat with WUF12 speaker management, coordination with focal points, liaison with host country, related outreach and communications activities, organizing regular briefings with key stakeholders.

Under the direct supervision of the World Urban Forum Coordinator, the individual contractor will perform the following duties:

Outputs/Work Assignment

Regular speaker management, focal point coordination, event management, outreach, communications and related work in preparation for WUF12 ensuring effective implementation and execution of the WUF12 speaker management.

Duties and Responsibilities

1. Designated focal point for all speaker and moderator management related activities.
2. Liaise and coordinate with event focal points to ensure adherence to timelines and key milestones.
3. Send effective and regular communication emails to event focal points and their teams for action.
4. Coordinate the speaker invitation process including preparing speaker invitation letters, responding to speaker enquiries, requests from the host country, confirmation emails and disseminating relevant information to support the participation of speakers at the event.
5. Coordinate with the Secretariat of Governing Bodies and Office of the Executive Director for high-level invitations and special guests.
6. Review the event panel composition based on the standard operating procedure (i.e., considering gender, regional representation, stakeholder type, participation of Least Developed Countries and vulnerable communities).
7. Review requests to support travel costs for speakers based on the standard operating procedure.
8. Coordinate with the travel and administrative team to ensure travel arrangements are confirmed.
9. Coordinate with the events management team to ensure AV and other logistical requirements are confirmed (i.e., interpretation, hybrid, accessibility, capacity, registration).
10. Coordinate with the events management team and communications team to ensure speaker profiles and up-to-date event information are available on communication platforms (i.e., WUF website, social media) and outreach materials (i.e., event programme)
11. Ensure smooth onsite execution and management (including speaker lounge), troubleshooting and overcoming challenges.
12. Prepare and disseminate post event thank you letters as well as reporting on and archiving speaker related data.
13. Provide guidance on speaker performance and continue to optimize the speaker management process to improve overall experience and enhance efficiency.
14. Perform other tasks as required.

Qualifications/special skills

Advanced university degree (Master’s degree or equivalent) Communications, Journalism, International Relations, Events Management, business administration or related area is required. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. • At least 5 years of experience in event management, partnership engagement and global advocacy initiatives is required • Proven track record in speaker management and at the international level with participation from multiple stakeholders and countries is required • Experience in large-scale event coordination is desirable • Knowledge of digital media platforms and innovative communications tools is desirable. • Knowledge of sustainable urban development and related issues is desirable. • Proven track record in dealing with different constituencies and delegations, member states, civil society organizations, the private sector, etc is desirable

Languages

Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; Knowledge of another UN 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.