Conference and Meeting Support

Job Posting Organization:
The United Nations Office for Disaster Risk Reduction (UNDRR) was established in December 1999 and serves as the designated focal point within the United Nations system for coordinating efforts to reduce disaster risks. With a mission to ensure synergies among disaster reduction activities across the United Nations and regional organizations, UNDRR operates with a workforce of over 150 staff members located at its headquarters in Geneva, Switzerland, and in various regional offices. The organization plays a crucial role in guiding, monitoring, analyzing, and reporting on the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, which aims to support both regional and national efforts in disaster risk reduction. UNDRR collaborates with U.N. Member States and a wide range of partners, including civil society, the private sector, and the scientific community, to enhance global awareness and action towards reducing disaster risks. The IX Regional Platform for Disaster Risk Reduction (RP27) is a significant event organized by UNDRR, providing a platform for member states and stakeholders to share experiences and build capacities related to disaster risk reduction, thereby contributing to sustainable development goals.

Job Overview:
The individual contractor will provide comprehensive administrative and operational support for the IX Regional Platform for Disaster Risk Reduction (RP27), which is scheduled to take place in March 2027 in Nassau, The Bahamas. This role involves ensuring that all aspects of the event planning and implementation are executed efficiently and on time, including procurement, registration, participant coordination, official statement management, and event communications. The contractor will work from a home-based location and will report to the External Relations Officer of the UNDRR Regional Office for the Americas and the Caribbean (UNDRR ROAC). The position requires collaboration with other UNDRR team members, consultants, and stakeholders involved in organizing the RP27, ensuring that the event meets its objectives of fostering knowledge-sharing, promoting resilient recovery, and enhancing political commitment to disaster risk reduction.

Duties and Responsibilities:
The individual contractor will undertake a variety of duties to support the organization of RP27, including:

• Assisting in all procurement processes for RP services, such as interpretation, translation, online platforms, and production companies.
• Serving as the focal point for administrative coordination of RP27 activities, which involves liaising with various organizational units to initiate requests and process administrative actions.
• Developing and updating participant lists and managing the registration process before and during the event.
• Overseeing the registration setup and workflow in the online registration system (potentially INDICO).
• Supporting the invitation process for member states and partners, ensuring confirmations for the Ministerial meeting.
• Managing the general mailbox for inquiries related to the Regional Platform and following up with participants.
• Coordinating the official statement segment by organizing pre-recorded videos and liaising with member states on audiovisual guidelines.
• Supporting the organization of Advisory Council meetings, including invitations and logistics.
• Assisting in the logistics note preparation, covering security" style="border-bottom: 1px dotted #007bff !important;">security, health, migration, accommodation, and field visits. 1
• Advising the communications team on webpage updates based on inquiries. 1
• Supporting the creation of newsletters and email alerts for registered participants. 1
• Providing regular statistical reports on registration and attendance. 1
• Offering support for other logistics arrangements as needed.

Required Qualifications:
Candidates must possess a first-level university degree in Social Sciences, Event and Conference Management, Tourism, Business Administration, or a related field. Additionally, a minimum of three years of work experience in organizing conferences, workshops, and events is required. Experience in administrative processes related to procurement is desirable, as is familiarity with the mandate and activities of the United Nations or other international organizations. Experience in managing online registration processes for events is also a plus.

Educational Background:
A first-level university degree in relevant fields such as Social Sciences, Event and Conference Management, Tourism, Business Administration, or other related disciplines is essential for this position. This educational background provides the necessary foundation for understanding the complexities of event management and administrative coordination within an international context.

Experience:
The position requires candidates to have at least three years of work experience in organizing conferences, workshops, and other events. This experience should ideally include familiarity with administrative processes related to procurement, as well as an understanding of the workings of the United Nations or similar international organizations. Experience in managing online registration processes for events is also highly desirable, as it is crucial for the successful execution of the RP27.

Languages:
Fluency in both Spanish and English is required for this position, as these are the primary languages used in communication within the context of the United Nations. While English and French are the two working languages of the United Nations Secretariat, proficiency in Spanish is essential for effective communication with participants and stakeholders involved in the RP27.

Additional Notes:
The position is home-based and is expected to last from October 1, 2026, to March 31, 202

• Due to the high volume of applications, only successful candidates will be contacted. The United Nations encourages female candidates to apply and values diversity among its staff, welcoming applications from qualified individuals regardless of gender or disability status. Importantly, the United Nations does not charge any fees at any stage of the recruitment process, ensuring a fair and transparent hiring process.