Conference Services And Event Coordination Assistant [open To Internal And External Applicants]

Organizational Context

UN City Copenhagen hosts multiple UN organizations supporting global development and humanitarian operations. Resident agencies provide crucial operational support through procurement, supply chain management, partnerships, and technical expertise. This role, under the Head of Communications, supports event coordination within UN City, contributing to the visibility and understanding of UN operations and the 2030 Agenda.

Job Purpose

The Conference Services and Event Coordination Assistant supports the coordination of events and conference services within UN City Copenhagen. This role is integral to ensuring the smooth execution of meetings and institutional events, contributing to the visibility and stakeholder engagement of UN organizations. The assistant will manage logistical arrangements, liaise with service providers, and support the development of communication materials to enhance event impact and align with UN communication standards. The position also involves supporting knowledge sharing and stakeholder outreach activities, including briefings and tours, to strengthen awareness of Copenhagen as a UN operational hub.

Responsibilities

Coordinate meeting and conference arrangements, including bookings and setup of rooms and public spaces. Liaise with conference organizers and service providers to ensure smooth execution of services and logistical support. Organize and coordinate visits by external groups to UN City. Develop and produce communication materials for events, ensuring visibility across UN platforms and capturing key messages. Produce or coordinate multimedia content related to events and support alignment with UN communication standards. Contribute to knowledge sharing and stakeholder outreach by supporting the organization of briefings and engaging with stakeholders, including conducting tours and delivering briefings for newcomers. Perform other duties as required for efficient office functioning.

Work Experience

A minimum of 5 years of relevant experience is required with secondary education, or 2 years with a Bachelor's degree. Experience should include administrative support, communications support, or events coordination. Proficiency in computer and office software packages (e.g., MS Word, Excel) is necessary. Experience in coordinating activities, services, or events is desired. Experience with multimedia production tools, technical conference AV equipment, and within an international organization are considered assets.

Skills

Events management, event planning and coordination, communication (written and verbal), customer satisfaction/client management, ability to manage internal and external communications, ability to plan and execute events to amplify initiatives and brand mandate, ability to communicate clearly and tailor messages to the audience, ability to respond with urgency and provide timely solutions, ability to anticipate client needs.

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