Consultant for Assistance and Event Organization

OVERVIEW
**Parent Sector**: Field Office
**Duty Station**: Santiago
**Job Family**: Education
**Type of contract**: Non Staff
**Duration of contract**: From 1 to 6 months
**Application Deadline (Midnight Duty Station Time)**: 28-JUL-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
The UNESCO Institute for Statistics (UIS) is the official and trusted source of internationally comparable data in the fields of education, science, culture, and communication and information. As the statistical office of UNESCO, the UIS produces a wide range of indicators across the organization’s areas of action, in close collaboration with national statistical offices, competent ministries, and other statistical organizations.
The UNESCO Regional Office in Santiago has the mandate to work across all fields of UNESCO’s competence: education, science, culture, and communication and information — all essential for advancing equitable development in the region.
The consultant will play a key role in this effort, working closely with the UIS Regional Advisor in Santiago and the broader UNESCO Santiago team, supporting initiatives across all areas of UNESCO's mandate to enhance the impact of its work in the region.
The consultant is expected to uphold UNESCO’s standards and guidelines, ensuring the delivery of the required administrative tasks. The consultant is responsible for the logístical and technical coordination of events whether on-site, online, or in a hybrid format.
The consultant ensures proper planning, operational execution, and technical follow-up of conferences, ceremonies, and other types of events, in close collaboration with event organizers, service providers, internal technical services, and other members of the coordination team. Other administrative tasks will also be assigned as specified below. Long Description
Main

**Responsibilities**:
Support in Administrative Tasks
Monitor contracts and payments for UIS LAC activities in cooperation with the UIS Regional Advisor in Santiago and the Administrative Officer.
Manage budgets and track activity costs.
Request vendor information from potential suppliers for vendor creation.
Prepare administrative reports and expense justifications.
Coordinate invoicing and payments to suppliers.
Support additional administrative tasks as required by the supervisor.
Event Planning and Organization (On-site, Online, and Hybrid)
Coordinate with suppliers, clients, and internal teams for event planning.
Manage the event agenda and timeline, ensuring deadlines and schedules are met.
Develops and maintains a checklist for organizing events to assist both internal and external stakeholders.
Ensure that all required services are available, including document distribution, personnel, and technical resources.
Handle event logistics, including venue reservations, catering, technical equipment, flight bookings, transportation, and hotel accommodations.
Liaising with hotel, ensuring and confirming all meeting rooms, including rooms for parallel session, are arranged according to specifications and ready for the event as required and as per the specified schedule.
Coordinate with the communications team for promotional materials, programs, and accreditations.
Sets up and maintains contact lists, files, and records.
Long Description
Coordinates the procurement of goods and services necessary for meetings and events.
Organize pre-event meetings with involved teams to align on event details.
Manage meeting and event-related documentation, including participant lists and reports.
Attends planning meetings and updates files accordingly to reflect any changes in organizational arrangements.
Maintains a database of events, including key details such as venue, date, and expected support.
Organizes meeting platforms and coordinates with IT for online events.
Participant and Attendee Management
Manage attendee registration and accreditation processes, including liaising with participants and ensuring timely communication.
Respond to participant inquiries and provide information before, during, and after the event.
Coordinate the logistics for special guests, keynote speakers, and panelists.
Oversee the distribution of informational material and welcome kits.
Implement participant registration and access control systems during the event.
During and Post Event
Ensure proper setup of event infrastructure.
Manage the accreditation and access of attendees and exhibitors.
Monitor compliance with safety and health protocols.
Oversee program execution and address unforeseen issues in real time.
Coordinate assistance for speakers, presenters, and VIP participants.
Manage the distribution of certificates and acknowledgments, if applicable.
Assist in preparing the event/conference report and other outcome documents.
COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge shari