Conference and Meeting Support

Organizational Context

The United Nations Office for Disaster Risk Reduction (UNDRR) is the UN system's focal point for coordinating disaster reduction efforts and ensuring synergies among related activities. It guides, monitors, and reports on the Sendai Framework for Disaster Risk Reduction 2015-2030, supporting its implementation and raising global awareness. The IX Regional Platform for Disaster Risk Reduction (RP27) is a key event for member states and stakeholders to share experiences and build capacity.

Job Purpose

This role provides comprehensive administrative and operational support for the planning and implementation of the IX Regional Platform for Disaster Risk Reduction (RP27). The purpose is to ensure efficient and timely delivery of critical event components, including procurement, participant registration and coordination, management of official statements, and event communications. The role contributes to the overall success of RP27, a multi-stakeholder event aimed at fostering knowledge sharing, building capacity, and promoting commitment to disaster risk reduction and sustainable development. The support is crucial for the smooth execution of this hybrid event, facilitating intergovernmental and multi-stakeholder dialogue.

Responsibilities

Provide comprehensive administrative and operational support throughout all phases of RP27 planning and implementation. Manage and support procurement processes for event services, including drafting Terms of Reference and following up on administrative tasks. Serve as a focal point for administrative coordination, liaising with diverse units to process requests, obtain clearances, and manage actions such as travel arrangements and payments. Develop and update participant lists and manage the registration process, including the online system backend. Coordinate the official statement segment by collecting and organizing videos and liaising with member states. Support Advisory Council meetings and assist with logistics notes covering security, health, and accommodation. Advise the communications team on webpage updates and support the creation of newsletters and email alerts. Provide regular statistical reports on registration and attendance, and assist with other logistical arrangements as needed.

Work Experience

Three years of work experience in organizing conferences, workshops, and other events is required. Experience in administrative processes related to procurement is desirable. Experience with the UN or other international organizations is desirable, as is experience managing online event registration processes.

Skills

Event planning and management, administrative support, procurement processes, participant coordination, communication, online registration systems, report generation, liaison, logistics support.

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