Speaker Management and Event Coordination Individual Contractor

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
  • Posted:
    2 months ago
  • Category:
    Conference and Meeting Services
  • Deadline:


Job Opening
Job Opening ID: 224450
Job Network : Public Information and Conference Management
Job Family : Conference Services
Category and Level : Consultants, CON
Duty Station : NAIROBI
Department/Office : United Nations Human Settlements Programme
Date Posted : Dec 27, 2023
Deadline : Jan 14, 2024

Result of Service
Efficient speaker management enhanced, focal point coordination and organization of WUF12 main events programming, and liaison with and other stakeholders, successful onsite execution, post event follow-up and reporting. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Work Location
Home Based
Expected duration
6 Months
Duties and Responsibilities
The United Nations Human Settlements Programme, UN-Habitat, is the United Nations agency for
Human Settlements. It is mandated by the UN General Assembly to promote socially and
environmentally sustainable towns and cities with the goal of providing adequate shelter for all. As the
United Nations focal point on human settlements, UN-Habitat will lead advocacy efforts to raise awareness of sustainable urbanization issues; provide evidence-based policy advice; build capacities.
develop tools, norms and standards based on best practices, work on demonstration projects and
provide assistance to national Governments, local authorities and other public institutions responsible for urban issues.

The World Urban Forum (WUF) is a non-legislative technical forum convened by UN-Habitat every two years since 2002. The Forum gathers a wide range of experts from every walk of life. Participants of the Forum include, but are not limited to, national, regional, and local governments, non-governmental organizations, community-based organizations, professionals, research institutions and academia, professionals, private sector, development finance institutions, foundations, media, United Nations organizations, and other international agencies. It is recognized as the foremost global arena for interaction among policymakers, local government leaders, non-governmental organizations, and expert practitioners in the field of sustainable urban development and human settlements.


The purpose of this request is to hire an individual contractor to support the World Urban Forum Secretariat with WUF12 speaker management, coordination with focal points, liaison with host country, related outreach and communications activities, organizing regular briefings with key stakeholders.

Under the direct supervision of the World Urban Forum Coordinator, the individual contractor will perform the following duties:

Outputs/Work Assignment

Regular speaker management, focal point coordination, event management, outreach, communications and related work
in preparation for WUF12 ensuring effective implementation and execution of the WUF12 speaker management.

Duties and Responsibilities

1. Designated focal point for all speaker and moderator management related activities.
2. Liaise and coordinate with event focal points to ensure adherence to timelines and key milestones.
3. Send effective and regular communication emails to event focal points and their teams for action.
4. Coordinate the speaker invitation process including preparing speaker invitation letters, responding to speaker enquiries, requests from the host country, confirmation emails and disseminating relevant information to support the participation of speakers at the event.
5. Coordinate with the Secretariat of Governing Bodies and Office of the Executive Director for high-level invitations and special guests.
6. Review the event panel composition based on the standard operating procedure (i.e., considering gender, regional representation, stakeholder type, participation of Least Developed Countries and vulnerable communities).
7. Review requests to support travel costs for speakers based on the standard operating procedure.
8. Coordinate with the travel and administrative team to ensure travel arrangements are confirmed.
9. Coordinate with the events management team to ensure AV and other logistical requirements are confirmed (i.e., interpretation, hybrid, accessibility, capacity, registration).
10. Coordinate with the events management team and communications team to ensure speaker profiles and up-to-date event information are available on communication platforms (i.e., WUF website, social media) and outreach materials (i.e., event programme)
11. Ensure smooth onsite execution and management (including speaker lounge), troubleshooting and overcoming challenges.
12. Prepare and disseminate post event thank you letters as well as reporting on and archiving speaker related data.
13. Provide guidance on speaker performance and continue to optimize the speaker management process to improve overall experience and enhance efficiency.
14. Perform other tasks as required.
Qualifications/special skills
Advanced university degree (Master’s degree or equivalent) Communications, Journalism, International Relations, Events Management, business administration or related area is required. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
• At least 5 years of experience in event management, partnership engagement and global advocacy initiatives is required
• Proven track record in speaker management and at the international level with participation from multiple stakeholders and countries is required
• Experience in large-scale event coordination is desirable
• Knowledge of digital media platforms and innovative communications tools is desirable.
• Knowledge of sustainable urban development and related issues is desirable.
• Proven track record in dealing with different constituencies and delegations, member states, civil society organizations, the private sector, etc is desirable
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; Knowledge of another UN official language is an advantage.

This job has expired.