Event Logistics Coordinator

Select how often (in days) to receive an alert:
Parent Sector: Division for Conferences, Languages and Documents (CLD)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract: Non Staff (renewable)

Gross Annual Remuneration**: Between €33,000 and €37,000

Duration of contract: From 7 to 11 months

Application Deadline (Midnight Duty Station Time): 02/05/2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Under the authority and supervision of the Head of the Event Coordination Unit, the General Event Coordinator is responsible for the logístical and technical coordination of events organized at UNESCO Headquarters, whether on-site, online, or in a hybrid format.

The incumbent ensures proper planning, operational execution, and technical follow-up of conferences, exhibitions, ceremonies, and other types of events, in close collaboration with event organizers, service providers, internal technical services, and other members of the coordination team.

In this context, the General Event Coordinator will be responsible for:

- Coordinating events while considering the needs of organizers and proposing appropriate solutions
- Documenting coordination processes, drafting meeting minutes, and formalizing change requests
- Meeting internal deadlines by submitting technical forms and reserving temporary resources in a timely manner, and complying with service-specific timelines
- Preparing, supervising, and monitoring on-site operations: setup, rehearsals, and dismantling
- Being present on-site before, during, and after events to ensure optimal follow-up and responsiveness to unforeseen circumstances
- Using internal digital tools and producing reports on activities
- Managing relationships with organizers and service providers, maintaining constructive communication, and offering tailored solutions
- Proactively monitoring deadlines and deliverables with organizers to ensure timelines are met
- Handling unexpected issues and resolving problems promptly
- Supervising temporary staff: conveying best practices, monitoring task execution, and providing operational support
- Ensuring compliance with safety regulations and space integrity in coordination with relevant services
- Continuously improving practices to optimize coordination processes
- Working as a team and ensuring transparent and fluid communication with other team members, sharing relevant information, and contributing to the collective coordination of activities

**COMPETENCIES (Core / Managerial)**:
Accountability (C)

Communication (C)

Knowledge sharing and continuous improvement (C)

**Education**:

- Minimum of a two-year post-secondary diploma (equivalent to a BAC+2) in project management, event management, or other related fields

**Professional Experience**:

- At least 3 years of professional experience in project management or event coordination, including technical planning, production follow-up, service provider coordination, and deadline management

**Skills and Competencies**:

- Excellent organizational and problem-solving skills
- Ability to plan, prioritize, and structure work efficiently, meet deadlines, and anticipate challenges
- Ability to manage multiple events simultaneously in a dynamic environment
- Capacity to work under pressure, especially during peak activity periods or last-minute changes
- Flexibility and availability to work non-standard hours, evenings, or weekends, depending on operational needs
- Strong communication and negotiation skills for coordination with multiple stakeholders
- Proficiency in digital tools for event tracking and planning
- Strong client
- and solution-oriented mindset: ability to understand needs, respond effectively, and build trust with organizers
- Good communication and diplomacy skills to resolve issues respectfully and tactfully
- Team spirit and active collaboration with fellow team members

**Technical Knowledge**:

- Familiarity with safety and accessibility standards for event spaces
- Proficiency in Microsoft Office (Excel, Word, Teams)

**Specific Working Conditions**:

- Must be available to work flexible hours (evenings, weekends, public holidays) depending on event schedules

**Languages**:

- Excellent command of French and good working knowledge of English

**SELECTION AND RECRUITMENT PROCESS**:
J-18808-Ljbffr