Consultancy:

Under the direct supervision of the Partnership Manager in coordination with GenU Chief Marketing officer, the consultant will plan and execute key events, coordinate management and logistics for priority GenU events, including biannual Global Leadership council meetings, global conferences, and partner events, and provide support on GenU planning, operations and management activities.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. 

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. 

And we never give up. 

For every child, hope.

Consultancy Title: Events Project Management Consultant

Section/Division/Duty Station: Generation Unlimited (YPA) Secretariat, Programme Group - NYHQ

Duration: 1 August 2024 to September 30, 2025

Home/ Office Based: NYHQ - REMOTE 

About UNICEF

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you. For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND

Purpose of Activity/ Assignment:

Under the direct supervision of the Partnership Manager in coordination with GenU Chief Marketing officer, the consultant will plan and execute key events, coordinate management and logistics for priority GenU events, including biannual Global Leadership council meetings, global conferences, and partner events, and provide support on GenU planning, operations and management activities. 

Scope of Work:

The consultant will:

- Coordinate planning and execution of September GLC Meeting during UNGA (September, 2024), Virtual GLC Meeting (April, 2025), and September GLC Meeting during UNGA (September 2025), including:

Draft and maintain project trackers and coordinating to execute deliverables

Liaise on agenda, partner announcements and materials

Collaborate on materials development, including talking points, pre-read, agenda

Execute logistics, including liaison with event venue/planning team, catering, A/V, room, invitations, registration, security, team roles and responsibilities and speaker contact sheet

Draft and maintain detailed event run-of-shows, coordinating with team on roles and responsibilities and facilitating rehearsals

Draft and send meeting communications and updates, invites and thank you notes

Oversee registration list, including managing RSVPs, responding to inquiries, facilitating follow ups and navigating participation changes 

Liaise on printing / designing to execute collaterals including name badges, tent cards and marketing materials

Draft meeting slides and collaborating on banners, videos and other audio visual needs

Technical preparations and rehearsals for virtual meeting

Travel to New York (if not based in New York) to facilitate final event preparations and manage show flow for the in-person GLC events.

- Support planning and execution of Board Meetings during UNGA (September 2024), Virtual Board Meeting (December 2024), Virtual Board Meeting (April 2025), and Board Meeting during UNGA (September 2025), including:

Coordinate and project management to execute deliverables

Liaise with GenU teams on materials development, including agenda, talking points, pre-read materials

Execute event logistics for the in-person meetings, including liaison with event venue/planning team and coordinating catering, A/V, room configuration, security needs, etc.

Travel to New York in September (if not based in New York) to facilitate final event preparations.

- Co-ordinate GenU’s participation at COP29 including:

Draft and maintain project trackers and timelines and coordinating with team to execute deliverables on time

Coordinate with COP29 organizers and GenU partner planning teams on event format, invitations and registrations, setup, branding and logistical needs

Maintain overall calendar of GenU, UNICEF and partner participation at COP29

- Other Priority Events: Project and logistical coordination for other key events, including liaising with broader GenU team and partners on event planning and execution for:

Events on the margins of UNGA and Summit of the Future (September 2024)

Key donor event (October 2024)

World Economic Forum (January 2024)

2-3 other partner events (TBC in 2024 and 2025)

- GLC Partner Support: Support on management of GLC members and partners, particularly time-bound 2024 (Q4) and 2025 (Q1 and Q3) GLC refreshes, in line with 2024-2025 planned refresh:

Conducting refreshes of GLC members three times, including extending invites to new members and sourcing bios, headshots, participating in introductory conversations and off-boarding non-active members

Overseeing management of relevant distribution lists and contact sheets

Terms of Reference / Key Deliverables:

- Communication with partner event planning team is established and initial timelines, trackers and invitation list are drafted        .

August 15, 2024

-  UNGA 2024 events are planned/supported and executed.    

September 15, 2024

- GenU GLC Meeting with approximately 100 participants and Board meeting is planned and executed.           

October 1, 2024

- Donor event is planned and executed.

October 25, 2024

- GenU participation in COP29 is planned and executed.       

November 29, 2024   

- GenU Board meeting is executed.     

December 15, 2024

- GenU participation in World Economic Forum is planned and executed.   

January 27, 2025

- Contract with Zoom is established and initial timelines and trackers are drafted.

February 21, 2025      

- GenU participation in partner event (TBD) is planned and executed            .

March 10, 2025

- Virtual GLC meeting planned and executed.

May 1, 2025

- GenU participation in partner event (TBD) is planned and executed.

June 30, 2025

- GLC members, distribution lists and contact sheet refreshers are completed.         

July 30, 2025

- Communication with partner event planning team is established and initial timelines and trackers are drafted.          

August 15, 2025

- Events are planned/supported and executed (TBD). 

September 15, 2025

- 2025 GenU GLC Meeting, with approximately 100 participants and Board Meeting is planned and executed.

September 30, 2025

Travel: Two trips to New York City for UNGA and GLC/Board Meetings 

Qualifications

Education:

A Masters degree Event Management, International or External Relations, Business Development, Communication, Marketing or a related field.

Language Proficiency:

Fluency in English is required, strong written and verbal competency is necessary

Working knowledge of another UN language an asset

Work experience: 

Knowledge/Expertise/Skills required *:

At least five years of experience in event planning and coordination, including strategic planning, cross-functional team coordination, event logistics, partner communications, design and comms

Creative thinking to both generate and implement ideas in order to leverage existing or build new partnerships within the events, media and entertainment space.

Strong communications skills, verbal and written.

Familiarity with media, arts, and entertainment.

Ability to work in a multicultural environment, across geographies and establish harmonious working relationships, both within and outside the organisation.

Experience managing client or partner relationships, including strategic planning, resource mobilization and stewardship

Experience in the UN system organizing events and liaising with partners

Proven planning and M&E experience

Requirements: 

Completed profile in UNICEF's e-Recruitment system and

- Upload copy of academic credentials

- Financial proposal that will include/ reflect :

the costs per each deliverable and the total lump-sum for the whole assignment (in US$) to undertake the terms of reference.

travel costs and daily subsistence allowance, if internationally recruited or travel is required as per TOR.

any other estimated costs: visa, health insurance, and living costs as applicable.

indicate your availability

- Any emergent / unforeseen duty travel and related expenses will be covered by UNICEF.

- At the time the contract is awarded, the selected candidate must have in place current health insurance coverage.

-  Payment of professional fees will be based on submission of agreed satisfactory deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

U.S. Visa information:

With the exception of the US Citizens, G4 Visa and Green Card holders, should the selected candidate and his/her household members reside in the United States under a different visa, the consultant and his/her household members are required to change their visa status to G4, and the consultant’s household members (spouse) will require an Employment Authorization Card (EAD) to be able to work, even if he/she was authorized to work under the visa held prior to switching to G4.  

Only shortlisted candidates will be contacted and advance to the next stage of the selection process

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results. View our competency framework at: Here

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment. 

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check. 

Individuals engaged under a consultancy will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants. Consultants are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws. 

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.