Senior Technical Coordinator of Events

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of the Division of Conferences, Languages and Documents, the general supervision of the Chief of the Conferences and Cultural Events Management Section and the direct supervision of the Head of the Unit for Technical Coordination of Events, the Senior Technical Coordinator of events is one of two Senior Conference Administrators whose roles are to assist the Head of Unit to achieve the Unit’s goals and objectives, carry out its workplan in line with rules and procedures governing official events and ensure the sound and effective materiel and technical preparations for UNESCO events (conferences, meetings, ceremonies, concerts and exhibitions) held both at and away from UNESCO Headquarters.

More specifically the Senior Technical Coordinator of events will:

• Prior to and in the lead-up to an event, analyse the client’s requirements, identify any technical issues and propose solutions to ensure the good functioning and swift execution of the event, including estimating the services required as well as needed resources and equipment.
• Develop and maintain strong relationships with clients and service providers, and act as focal point for events, ensuring that all actors are kept regularly updated/informed.
• During the actual event, ensure the coordination and good functioning of the technical teams responsible for the provision of services and rigorously monitor/supervise their work, addressing issues that may arise and identifying innovative solutions to resolve these.
• Train supernumerary personnel (clerks, cloak-room attendants, technical workers, on-line meeting assistants and document assistants), including on UNESCO’s procedures and systems.
• Ensure the computer system (gMeets) is updated in a timely manner, both prior to and after an event, with the technical requirements based upon which cost estimates and accurate billing may be prepared/submitted.
• Identify the necessary technical resources and create platforms and links for virtual events, train and accompany the organizers as necessary, and supervise the on-line meeting assistants.
• Assist the Chief of Section of the Conference and Cultural Events Management Section (ADM/CLD/C) with the logistical and materiel preparation for UNESCO’s General Conference and side events.
• Work with in-house information technology specialists to maintain and improve existing computer applications and develop new systems and/or applications and propose innovative initiatives for improving event management at UNESCO.
• Keep abreast of the evolution of best practice regarding event management, including those used for virtual events, and latest developments in event management technology.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical, or vocational school.

Work Experience

• Mininum eight (8) years of relevant experience in the management and planning of conferences/meetings/events.

Skills and Competencies

• Demonstrated ability to work autonomously with minimum supervision.
• Leading and empowering others.
• Good interpersonal and communication skills and ability to maintain positive contacts with production units, Secretariat of Governing Bodies and colleagues in Programme Sectors.
• Ability to work in a multicultural team environment.
• Ability to prioritise work to meet deadlines within the framework of own responsibilities.
• Ability to work under pressure, particularly during conferences and peak periods.
• Good knowledge of Information Technology in the use of computerized Documents Management, knowledge of Excel, Access and Word.

Languages

• Excellent knowledge of English or French and good knowledge of the other language.

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 48 526 EUR.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

Application Deadline (Midnight Paris Time) : 26-AUG-2024