- Arrange venue, including reservations for meeting rooms and catering, liaison with venue management;
- Facilitate participation of stakeholders in events, including arranging travel, accommodation, security clearance;
- Call for quotations for events and related services in a timely manner with review and comparison based on procurement rules.
- Creation of Low Value Acquisitions (LVA) PO’s in UMOJA.
- Support Procurement Unit to ensure compliance of procurement activities as per applicable rules and regulation for event related hiring of services.
- Managing relevant materials for event, including translated documents, printing and distributing agendas, training materials, folders, banners, name tags and plates;
- Distribute and collect registration, assessment and feedback forms;
- Develop and maintain a checklist of tasks and requirements for the proper management of events;
- Maintain an updated events Calendar;
- Manage financial tasks related to travel and accommodation expenses of the participants;
- Review of event related invoices and their corrections where needed
- Submission of invoice with necessary supporting to relevant section for processing of payments.
- Proper filing and record keeping of each case for future review and audit purposes
- Close collaboration with other team members to ensure delivery of services and goods that meet requirements and responsiveness to changing circumstances.
- Timely closure of event related Purchase orders for liquidation of unutilized funds.
- Identification, assessment and addition of new hotels/suppliers for events and misc. services as per UNDSS advisory.
- Excellent verbal and written communication skills in English.
- Strong technical skills in database management and desktop publishing.
- Ability to interact effectively with high level government counterparts, national and International professionals.
- Previous experience with the UN or a UN agency is an asset.
- Ability to work under pressure and to tight deadlines.
Contract Duration: 1 year