Event Manager Job UNON

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Responsibilities

The required service will involve the following:

Securing, booking, and managing venue for the event/conference Obtain quotations of conference venues via UNON/DCS suited to approximately 1000 participants & secure conference venue once approved. Ensure the conference room and outside area (fountain area) is arranged and ready for the event as per the agreed programme.

Develop Event Programme: Prepare/develop awards ceremony programme/agenda, including but not limited to the following:

• Confirm (high level) speakers to participate and support and coordinate presentation preparations for the event, including sourcing of stories/material/pictures. Create visual materials and support their production, incl. powerpoint slide decks, video recording, printed materials -certificates/envelopes/posters/banners etc.
• Ensure that service maintenance/IT technicians are promptly available as would be required for all equipment/services and facilities in and around the meeting rooms. Organize set up and audio-visual in support of ceremony, if/where required, in collaboration with assigned IT and Conference staff.
• Ensure catering (i.e., coffee and cake) is available for participants, including cake cutting ceremony, including sourcing of vendor(s).

Manage the awardee registration process:

• Manage awardees registration list and review of eligibility of awardees, in collaboration with assigned HR staff and provide the managing team with regular updates on registration list.
• Ensure clear and kind communication with all awardees. Send out event invitation and programme information to all awardees, and where relevant, protocol arrangements.

Certificates and tokens:

• Design, prepare and arrange for printing/installation of awardee exhibition/banner. Prepare and set-up a kiosk for collection of certificates and awards, in collaboration with Facilities management staff and assigned focal points.
• Sourcing of tokens/awards (bags/pins/certificates/coins etc.) for the awardees.

Budget and Contract management:

• Maintain budget for the event, provide regular budget updates to the managing team, monitor budget vs. disbursements, keep updates on contributions received.
• Management of contractual and financial matters regarding the event, including the disbursements of payments to suppliers, contractors, where necessary, in collaboration with UNON Administrative and Finance staff assigned.

Stakeholder engagement:

• Lead all event planning and production meetings and discussions. Organize and lead collaboration with the UNON, UNEP, UN-Habitat focal points, managing team and other key stakeholders required for this event including UNON/DCS.

Any other related tasks as identified by the managing team.

Qualifications

• B.A. degree from accredited university. 3+ years prior experience with media, communications, meetings/conferences/events or related is required.
• Good communication skills (both verbal and written) and good customer service ethic and eye for quality is an asset.
• Good time management skills and ability to accomplish projects independently is an asset.
• Budget management and negotiation skills is an added advantage.
• Internet research and email savvy: Computer skills: Word, Excel, PowerPoint is an added advantage.

How to Apply

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