UN Coordination Support Officer (Event Organizer)

Result of Service The following is a summary of deliverables: 1. Research conducted as per specific deliverables agreed before each event 2. Procurement support provided as per specific deliverables agreed before each event 3. Participant management conducted as per specific deliverables agreed before each event 4. Logistics support provided as per specific deliverables agreed before each event 5. Communications support provided as per specific deliverables agreed before each event

Work Location Gaborone

Expected duration 3 months

Duties and Responsibilities ORGANIZATIONAL SETTING

The United Nations (UN) in Botswana consists of 22 separate entities which are coordinated by the Resident Coordinator’s Office (RCO). The Resident Coordinator (RC) and the RCO team, lead, supports and coordinate the UN entities in the country, to ensure collaboration, coherence and impact in the UN’s collective support to the people and Government of Botswana.

The RCO has a range of full time professional and administration experts to help achieve its work but wishes to enhance it’s work through additional short term consultancy support.

The UN is recruiting a national individual contractor to support their events’ management, in particular supporting the Global VNR workshop, organization of a Development Partner conference, several international days and preparation of staff/ volunteers/ others for International UN led conferences (including 2020 Youth Forum, COP). The role is also envisaged as a capacity building role for Botswana based graduates to gain work experience in an established office and in the multilateral system.

TASKS

With supervision from the Communications and Advocacy Officer, the individual contractor will deliver the following: 1. Research: identification of suitable venues, catering companies, conferencing equipment suppliers, speakers, entertainment, among others 2. Procurement: Supporting regular admin staff with various elements of procurement, including preparing TORs/ adverts, supporting selection committees, orientation of suppliers. (note that procurement process are led by designated staff.) 3. Participants management: Supporting various aspects related to participants, including preparing pre-event guidance for participants, responding to queries, supporting protocol. 4. Logistics: liaison with suppliers to ensure smooth implementation of contracted agreements 5. Communications: Supporting with various aspects of event communications, including media organization, preparation of communications (adverts, social media posts etc). 6. Organizing the event in the location - Ensuring the facility for event and /or accommodations are well prepared, including administrative support during the event. 7. Preparation of settlements after the event is conducted - Preparing supporting documents for payment process i.e. boarding pass, tickets, ITA, attendance record, and receipt form of DSA, invoices

INSTITUTIONAL ARRANGEMENTS

1. The National Individual contractor will be supervised directly by the Communications and Advocacy Officer of the RCO, to whom he/she will be directly reporting to 2. The Individual contractor is expected to liaise and meet regularly as needed with relevant RCO staff, for the substantive approach of each service in the course of performing the work; 3. It is required that the individual contractor commits to uphold the values of the UN throughout the assignment, 4. The assignment be through a hybrid of in -person and through teleworking. For all remote engagements, the individual contractor will agree to use one of the validated platforms used by the UN staff. (e.g. Teams, Zoom)

Qualifications/special skills A bachelor's degree in any field is required. At least 2 years of experience in either of (or combination of) communications, administration, logistics, event management or related fields is required Previous experience in UN or another multilateral entity or NGO is desirable

Languages English and French are the working languages of the UN Secretariat. For this position, fluency in oral and written English is required.

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.