United Nations Office at Nairobi Events Coordinator Jobs in Kenya

United Nations Office at Nairobi Events Coordinator Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the UN Human Settlements Programme (UN-HABITAT) and the Resident Coordinator System globally, as well as other UN Agencies, Funds or Programmes operating in or from Kenya, by providing administrative, operational, conferencing and information services.

This position is located in the Office of the Director, Division of Administrative Services (DAS), UNON, Under the supervision of the Special Assistant to the Director of Administration.

Responsibilities

• Organizes and coordinates preparatory meetings, retreats, workshops, hospitality and official visits for DAS.
• Assists to coordinate official mission for the Director of Administration, including logistical requirements, provision of travel itineraries and meeting planning.
• Drafts agenda, reports, official programmes, notes/minutes of meetings, retreats, workshops, official visits. Ensures smooth workflow. Prepares list of participants and relevant focal points.
• Liaises with focal points efficiently and updates all information/documentation and disseminates quickly to relevant stakeholders.
• Assists to prepare On Behalf of Travel Requests and Expense Claims as required.
• Follows up on action points and all other matters emerging from the event until resolved.
• Supports all logistical requirements, accommodation, official transport where applicable, travel itineraries, invitations, liaising/bookings of venues. Ensures distribution of documents, are done well in advance of the meeting/conference/event so as to ensure convening according to schedule.
• Prepares cost estimates based on procurement, facilities, transport, IT and human resources requirements of events.
• Sources coding blocks from clients and UNON BFMS for the event as required.
• Organizes and maintains reference material and background documents in DAS document repository.
• Maintains statistics in database of events based on requests and shares the list indicating the interpretation requirements, venue, date and other relevant information, on a quarterly basis with Budget section for purposes of cost recovery as necessary. Coordinates with Division of Conference Services as required.
• Sources event facilities, meeting rooms, equipment, both on and off the campus.
• Maintains an accurate record of speakers and/or an attendance record.
• Undertakes research and provides reference materials for preparation of briefs, notes and statements for the chairperson of the event.
• Ensures reports of events meet the UN document standards.
• Prepares floor plan of seating arrangements in accordance with meeting requirements and UN protocol if requested.
• Attends all coordination/planning meetings and follows up on agreed action items.
• Drafts correspondence and notes for signature.
• Act as back up for other staff on administrative/programmatic functions in the Office of the Director.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as required.

Competencies

Professionalism:

Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Client Orientation:

Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.

Education

Completion of High school diploma or equivalent is required.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for the Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of written assessment or interview.

Work Experience

Seven (7) years of administrative experience in a coordination function or event management role is required.

At least two (2) years of experience in events organization or related area, with proven ability to multi-task is required.

Experience working in international organizations such as the United Nations and similar multi-national organizations is desirable.

Experience working with social media tools and applications in an official capacity is desirable.

One (1) year or more of experience in data analytics or related area is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

Knowledge of another official United Nations language is desirable.


How to Apply

For more information and job application details, see; United Nations Office at Nairobi Events Coordinator Jobs in Kenya

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