Consultant (Conference Panellist Coordination)

Organizational Context

The UN Secretariat, specifically the United Nations Office at Vienna, is seeking a Consultant for Conference Panellist Coordination. This role will support the UN-SPIDER Beijing Office, with a focus on coordinating panellists and speakers for an upcoming conference. The position is home-based with travel to Beijing.

Job Purpose

The purpose of this consultancy is to provide comprehensive coordination and administrative support for panellists and speakers participating in a UN conference. The role involves serving as the primary point of contact, managing databases, facilitating communication, and ensuring all logistical and administrative requirements are met. This includes handling invitations, confirmations, collecting materials, supporting registration, coordinating travel and accommodation, and providing on-site assistance. The ultimate goal is to ensure a smooth and successful experience for all speakers and panellists, contributing to the overall effectiveness of the conference and its objectives. The role also involves post-conference follow-up communications.

Responsibilities

Key responsibilities include serving as the main point of contact for invited panellists and speakers, managing and updating a database of participants, and handling all invitation, confirmation, and reminder correspondence. The role requires collecting, compiling, and following up on speaker materials such as biographies and presentations. Administrative duties involve drafting routine communications, supporting the online registration process, and maintaining organized records and contact lists. Logistical support includes assisting with travel, accommodation, and visa facilitation for speakers in line with UN procedures. On-site support during the conference involves assisting with session readiness, speaker liaison, and troubleshooting. Post-conference duties include follow-up communications with speakers.

Work Experience

A minimum of two years of relevant professional experience in conference or event administration, programme support, or coordination roles is required, preferably within the United Nations or international organizations. Experience liaising with speakers, experts, or external stakeholders is desirable, as is familiarity with UN procedures and working methods.

Skills

Panellist and speaker coordination, database management, administrative and communications support, event registration support, record keeping, travel and logistics coordination, visa facilitation, on-site event support, liaison with stakeholders, familiarity with UN procedures.

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