Consultant - Event Organization Services Long-Term Agreement

The consultant will provide professional support for the organization and logistical coordination of high-level meetings such as seminars, workshops, and events. Responsibilities include venue selection, coordination of catering and materials, participant support, and event follow-up reporting.

Responsibilities

• Select event location based on requirements.
• Coordinate logistics including room setup, catering, sound equipment, simultaneous interpretation, photography, and video recording.
• Organize final list of guests and participants.
• Send invitations and follow up on confirmations.
• Review detailed event program and prepare step-by-step guide defining responsibilities.
• Ensure availability of materials and resources for the event.
• Organize and facilitate participation of adolescents if applicable.
• Request resumes of authorities, presenters, commentators as needed.
• Prepare badges for presenters, commentators, authorities as necessary.
• Organize folders and materials for participants.
• Coordinate participation of speakers, authorities and guests.
• Organize travel logistics for participants from other locations in coordination with UNICEF support areas.
• Coordinate with communications for event backdrops, banners, and media interviews.
• Participate in meetings called by the event organizing area.
• Prepare registration lists for event days.
• Coordinate with hotel on sound tests, presentation projections, recording, and transmission.
• Coordinate placement of materials, publications and digital banners at the hotel.
• Ensure placement of badges on main table and seating arrangements for authorities and special guests.
• Coordinate arrival and seating of guests and availability of rooms for brief interviews.
• Ensure registration of all guests and distribution of folders and badges.
• Coordinate placement of institutional backdrops and banners with UNICEF communications team.
• Identify area for communications and press if needed.
• Act as focal point between event area and hotel for additional or unforeseen requirements.
• Coordinate collection of all necessary materials after the event.
• Ensure return flights are coordinated for international and national guests.
• Digitalize registration forms and create digital database for future meetings.
• Prepare brief event report.

Requirements

• Technical studies in administration, secretariat, administration sciences, communication or related fields.
• Specialization in planning, organizing and/or coordinating events, courses in planning and organization, basic cost and budget management.
• Experience in organizing activities, meetings, visits, workshops and events in general.
• Experience working with the public sector, international organizations and/or UN agencies is desirable.
• Experience working with adolescents is desirable.
• Must provide three references from three clients.
• Ability to coordinate logistics including venue selection, catering, equipment, interpretation, photography, and participant support.
• Ability to coordinate travel logistics for participants from other locations in coordination with UNICEF support areas.
• Ability to coordinate with communications for event materials and media interviews.
• Ability to prepare event reports and digitalize registration data.

Skills

• Event Planning
• Event Coordination
• Budget Management
• Logistics Coordination
• Venue Selection
• Catering Services Coordination
• Travel Logistics Management
• Participant Support
• Communication Coordination
• Media Interview Coordination
• Event Reporting
• Data Digitalization
• Workshop Organization
• Meeting Organization
• Client Reference Management

Languages

Spanish, English