Event Planning Administrative Assistant

Job Posting Organization:
The United Nations Educational, Scientific and Cultural Organization (UNESCO) is a specialized agency of the United Nations aimed at promoting world peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. Established in 1945, UNESCO has a mission to contribute to the building of peace, the eradication of poverty, sustainable development, and intercultural dialogue. The organization operates in over 190 countries and has a diverse workforce dedicated to fostering collaboration among nations. With a commitment to the principles of respect for human rights and fundamental freedoms, UNESCO strives to ensure that everyone has access to quality education and cultural heritage. The organization is known for its core values of commitment, integrity, respect for diversity, and professionalism, which guide its operations and interactions.

Job Overview:
The Event Planning Unit at UNESCO is seeking a dedicated and motivated Event Planning Administrative Assistant to join its dynamic team. This full-time position is crucial for supporting the organization of various events at UNESCO Headquarters, which includes managing over 1,000 requests annually for meetings, conferences, cultural activities, and catered functions. The successful candidate will play a key role in ensuring the efficient execution of these events by providing comprehensive administrative and operational support. Responsibilities include managing space reservations, conducting feasibility assessments, preparing cost estimates, and handling official correspondence. The role requires a strong customer orientation and commercial awareness to enhance income generation through venue hire. The ideal candidate will possess advanced IT skills, particularly in Word and Excel, and have experience in event management. This position offers an exceptional opportunity for professional growth in the field of event management, allowing the individual to develop a wide range of skills while contributing to UNESCO's mission.

Duties and Responsibilities:
The Event Planning Administrative Assistant will be responsible for a variety of tasks that ensure the smooth execution of events at UNESCO. Key responsibilities include: responding to event-related inquiries via phone and email, providing accurate information about organizing events at UNESCO Headquarters, including rates, rules, procedures, deadlines, and terms and conditions; welcoming prospective clients and organizing site visits for the spaces offered by UNESCO; identifying and recommending event packages and preparing preliminary cost estimates using UNESCO’s pricing tool; contributing to the creation of marketing materials such as brochures, flyers, and internal communications; ensuring that application files are complete for review by internal services; managing approval procedures to ensure compliance with UNESCO’s mandate; monitoring the status of requests and overseeing the annual event list; handling official correspondence and drafting responses in both French and English; and maintaining exemplary standards of client service throughout the event planning process.

Required Qualifications:
Candidates must possess a university degree and at least two years of experience in event management. A working knowledge of MS Word, Excel, Outlook, Teams, and the Internet is essential. The ideal candidate should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Excellent communication skills, both written and verbal, are required to effectively interact with clients and internal stakeholders. A proactive attitude and the ability to work under pressure are also crucial for success in this role.

Educational Background:
A university degree in a relevant field such as event management, hospitality, business administration, or a related discipline is required for this position. The educational background should provide a solid foundation in the principles of event planning and management, as well as an understanding of organizational operations.

Experience:
Candidates should have a minimum of two years of experience in event management or a related field. This experience should include hands-on involvement in organizing and executing events, as well as familiarity with the administrative processes associated with event planning. Experience in a multicultural environment and working with international organizations is highly desirable.

Languages:
Fluency in both French and English is mandatory for this position, as the role involves handling official correspondence and communications in both languages. Additional language skills would be considered an asset, particularly in the context of working with diverse international clients and stakeholders.

Additional Notes:
This position is a non-staff contract with a duration of 1 to 6 months, offering a monthly remuneration of €2,830, subject to applicable social security contributions in France. The role is full-time and open to external candidates. UNESCO emphasizes the importance of diversity and encourages applications from individuals of various backgrounds, including those from under-represented Member States, minority groups, indigenous groups, and persons with disabilities. The organization is committed to maintaining a non-smoking environment and does not charge any fees during the recruitment process.