Parent Sector : Field Office
Duty Station: Santiago
Job Family: Education
Type of contract : Non Staff
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Duty Station Time) : 28-JUL-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
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 logistical 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.
Main Duties and 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.
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.Education
University degree in Business Administration, Public Relations, event management, communication, marketing or other related fields.
Experience
Minimum of 3 years of relevant professional experience in event coordination, conferences and events including technical planning, production follow-up, service provider coordination, and deadline management.
Skills and Competencies
Excellent planning and organizing skills. Ability to manage multiple tasks simultaneously in a dynamic environment. Strong communication and negotiation skills. Proficiency in digital tools for event tracking and planning. Good communication and diplomacy skills to resolve issues respectfully and tactfully. Team spirit and active collaboration with fellow team members. Demonstrated ability to work autonomously with minimum supervision. Ability to prioritize work to meet deadlines and anticipate challenges within the framework of own responsibilities particularly during peak periods.
Languages
Excellent Knowledge of Spanish and English.Work Experience
Relevant professional experience in the United Nations System or other international organization(s).Languages
Knowledge of another/other official UNESCO language(s).Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as an interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Please note that UNESCO is a non-smoking Organization.