Consultant for Event Support (Retainer)

The consultant will provide timely and high-quality event support services for UN Women Indonesia Office, focusing on the preparation and successful execution of events including invitations, hotel and ticket reservations, administrative support, and compliance with payment processes.

Responsibilities

• Sending out invitations, checking confirmations of attendance from participants and invitees.
• Preparing hotel reservations (both accommodation and meeting room) for the event and arranging ticket reservations for meeting participants.
• Assisting the Project team in organizing the event at the location.
• Ensuring that all supporting documents for the payment process are complete and compliant with the regulations applicable to the settlement report.
• Assisting with the preparation of the settlement report after the event is conducted.
• Filing both hard copies and soft copies of the supporting documents.

Requirements

• Completion of secondary education required.
• Bachelor’s degree in communication studies or related field is an asset.
• At least 6 years of progressively responsible work experience in event organizing and meeting arrangement is required.
• Experience in budget management for event and meeting arrangement is required.
• Experience working with multi-stakeholders, including managing large volumes of meeting participants, is required.
• Experience in developing event reports for both narrative and financial reports is an asset.
• Previous working experience with UN system is an asset.
• Fluency in English is an asset.
• Fluency in Bahasa Indonesia is required.

Skills

• Event Organization
• Meeting Arrangement
• Budget Management
• Stakeholder Coordination
• Participant Management
• Event Reporting
• Narrative Reporting
• Financial Reporting
• Administrative Support
• Payment Process Compliance

Languages

English, Bahasa Indonesia