Administration Specialist [Conference Management Consultant] At UNOPS

UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness, and sustainability of peacebuilding, humanitarian, and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement, and infrastructure services to a wide range of governments, donors, and United Nations organizations.

New York Portfolio Office (NYPO) supports the United Nations Secretariat, as well as other New York-based United Nations organizations, bilateral and multilateral partners in the delivery of UNOPS mandate in project management, infrastructure management, and procurement management.

Sustainable Development Cluster (SDC) supports diverse partners with peacebuilding, humanitarian, and development operations. It was formed by combining the following portfolios: Grants Management Services (GMS), UN Technology Support Services (UNTSS), Development and Special Initiatives Portfolio (DSIP). It provides Services to partners’ programmes that are designed, structured, and managed with a global perspective and primarily serving partners headquartered in New York. The SDC has a footprint of approximately 125 countries.

UNOPS has signed an agreement with the United Nations to implement the activities for the United Nations Alliance of Civilizations (UNAOC).

United Nations Alliance of Civilizations (UNAOC) is an initiative of the Secretary-General of the United Nations, which responds to a broad consensus across nations, cultures, and religions that all societies are interdependent, bound together in their development and security, and in their environmental, economic and financial well-being. The Alliance seeks to forge collective political will and mobilize concerted action at the institutional and civil society levels to overcome the prejudice, misperceptions, and polarization that militate against such a consensus. UNAOC hopes to contribute to a coalescing global movement which, reflecting the will of the vast majority of people, rejects extremism in any society.

The complex, demanding dialogue of civilizations, cultures, and religions is necessary, possible, and fruitful. It is a critical tool against isolation, mistrust, and confrontation, and it is also the most powerful incentive for understanding and tolerance. History has shown that dialogue is not a simple process. If we fail to teach and cultivate it, the situation can give way to a monologue or to mutism, which is conducive to conflict and violent extremism.

On November 25-27 2024, the UNAOC will organize the 10th Global Forum. Nearly 1,200 participants (state and non-state representatives) are expected to take part in the Forum and engage in various working sessions, plenaries and other important sessions.

An Organizing Committee for the 10th Global Forum of UNAOC has been set up to oversee all substantive and logistical preparations of the Forum. It will seek assistance from a number of short-term external experts and support consultants, who will help to ensure smooth and timely delivery of expected milestones and outcomes of the Forum.

The incumbent of this position will be personnel of UNOPS under its full administrative and financial responsibility.

Functional Responsibilities

• Serve as the primary logistical focal point for a group of up to 200 high-profile participants at the level of the former head of state and governments, United Nations officials, UN Secretary-General’s team, Presidents of the United Nations General Assembly, senior representatives of non-state entities, etc, who will be special guests and/or speakers and/or moderators to the 10th UNAOC Global Forum;
• Ensure that the Organizing Committee issues itineraries (economy and business) for each high-profile traveller in line with the organizer’s regulations and the traveller’s preferred itinerary;
• For high-profile participants who require an entry visa to Portugal, share basic entry requirements information and obtain a confirmation from the traveller that his/her visa was well received to be able to travel to Portugal;
• Ensure every high-profile participant is registered to the Forum by the deadline and receives his/her Forum accreditation while in Cascais (badge, secondary card, etc.);
• Liaise with the Host Government on all aspects related to travel and inner-city arrangements for the high-profile participants;
• Inform each high-profile participant of the local transportation arrangements provided by the Organizing Committee and, if/when requested and approved by the UNAOC Secretariat, arrange local transportation for select high-profile participants (VIP cars) from/to the airport in Lisbon and from his/her hotel to the venue of the Forum during their stay in Cascais;
• Liaise with the Host Government on all aspects related to protocol and security arrangements for high-profile participants and inform the Host Government of any special cases (security officers who accompany, dietary restrictions, etc.);
• While in Cascais, act as local liaison support for select high-profile participants (inform of any major programme changes; invitations to lunches and dinners, seating arrangements during the Opening, Plenary Sessions, etc.);
• Prepare for and execute official missions of the UNAOC delegation to Portugal;
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

Education/ Experience/ Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Education

• Advanced university degree (Master’s degree or equivalent) in Event Management, Business Administration, Public Administration, International Relations or related field.
• A first-level university degree with a relevant combination of academic qualifications and 2 years of work experience may be accepted in lieu of the advanced university degree.

Work Experience

Required:

A minimum of five (5) years of relevant at the national and international level including experience in organizing international large-scale conferences.

Desirable: (The following experience is optional. Candidates who do not have it are welcome to apply)

• At least two (2) years of experience in providing support to high-level officials (for example, Heads of State/Government; Ministers; Under-Secretary-Generals; Directors; Heads of International. Organizations or celebrities);
• A strong sense of client orientation and a strong drive for results;
• Excellent communications skills (written and verbal);
• Basic knowledge of protocol arrangements in the United Nations system;
• Experience in the UN system organizations is desirable;
• Experience in the use of enterprise systems is desirable;
• Excellent managerial/organization skills and a solution-oriented attitude.

Language requirements

• Fluency in English is required.
• Knowledge of another UN official language is an advantage.
• Portuguese language skill constitutes an added advantage.

Contract type, level and duration

Contract type: International Individual Contractor Agreement (IICA)

Contract level: IICA-2 (ICS 10)

* Contract duration: From 01 September to 10 December 2024. The contract for this position is set for a duration until 10 December 2024, with termination upon its conclusion. Any need for services beyond this initial period will be communicated to the incumbent accordingly.

Duty station: New York, USA (with the requirement to travel to Portugal)

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx