JOB DESCRIPTION

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority and supervision of the Head of the Event Coordination Unit, the General Event Coordinator is responsible for the logistical and technical coordination of events organized at UNESCO Headquarters, whether on-site, online, or in a hybrid format.

The incumbent ensures proper planning, operational execution, and technical follow-up of conferences, exhibitions, ceremonies, and other types of events, in close collaboration with event organizers, service providers, internal technical services, and other members of the coordination team.

In this context, the General Event Coordinator will be responsible for:
– Coordinating events while considering the needs of organizers and proposing appropriate solutions
– Documenting coordination processes, drafting meeting minutes, and formalizing change requests
– Meeting internal deadlines by submitting technical forms and reserving temporary resources in a timely manner, and complying with service-specific timelines
– Preparing, supervising, and monitoring on-site operations: setup, rehearsals, and dismantling
– Being present on-site before, during, and after events to ensure optimal follow-up and responsiveness to unforeseen circumstances
– Using internal digital tools and producing reports on activities
– Managing relationships with organizers and service providers, maintaining constructive communication, and offering tailored solutions
– Proactively monitoring deadlines and deliverables with organizers to ensure timelines are met
– Handling unexpected issues and resolving problems promptly
– Supervising temporary staff: conveying best practices, monitoring task execution, and providing operational support
– Ensuring compliance with safety regulations and space integrity in coordination with relevant services
– Continuously improving practices to optimize coordination processes
– Working as a team and ensuring transparent and fluid communication with other team members, sharing relevant information, and contributing to the collective coordination of activities

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education:
– Minimum of a two-year post-secondary diploma (equivalent to a BAC+2) in project management, event management, or other related fields

Professional Experience:
– At least 3 years of professional experience in project management or event coordination, including technical planning, production follow-up, service provider coordination, and deadline management

Skills and Competencies:
– Excellent organizational and problem-solving skills
– Ability to plan, prioritize, and structure work efficiently, meet deadlines, and anticipate challenges
– Ability to manage multiple events simultaneously in a dynamic environment
– Capacity to work under pressure, especially during peak activity periods or last-minute changes
– Flexibility and availability to work non-standard hours, evenings, or weekends, depending on operational needs
– Strong communication and negotiation skills for coordination with multiple stakeholders
– Proficiency in digital tools for event tracking and planning
– Strong client- and solution-oriented mindset: ability to understand needs, respond effectively, and build trust with organizers
– Good communication and diplomacy skills to resolve issues respectfully and tactfully
– Team spirit and active collaboration with fellow team members

Technical Knowledge:
– Familiarity with safety and accessibility standards for event spaces
– Proficiency in Microsoft Office (Excel, Word, Teams)

Specific Working Conditions:
– Must be available to work flexible hours (evenings, weekends, public holidays) depending on event schedules

Languages:
– Excellent command of French and good working knowledge of English

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements