Event Logistics Coordinator

Parent Sector: Division for Conferences, Languages and Documents (CLD)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract: Non Staff (renewable)

Level: Level 3

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

Duration of contract: From 7 to 11 months

Recruitment open to: External candidates

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 logistical 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:

1. Coordinating events while considering the needs of organizers and proposing appropriate solutions
2. Documenting coordination processes, drafting meeting minutes, and formalizing change requests
3. Meeting internal deadlines by submitting technical forms and reserving temporary resources in a timely manner, and complying with service-specific timelines
4. Preparing, supervising, and monitoring on-site operations: setup, rehearsals, and dismantling
5. Being present on-site before, during, and after events to ensure optimal follow-up and responsiveness to unforeseen circumstances
6. Using internal digital tools and producing reports on activities
7. Managing relationships with organizers and service providers, maintaining constructive communication, and offering tailored solutions
8. Proactively monitoring deadlines and deliverables with organizers to ensure timelines are met
9. Handling unexpected issues and resolving problems promptly
10. Supervising temporary staff: conveying best practices, monitoring task execution, and providing operational support
11. Ensuring compliance with safety regulations and space integrity in coordination with relevant services
12. Continuously improving practices to optimize coordination processes
13. 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

Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework.

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

Please note that all candidates must complete an online 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.