Consultant (Conference Panellist Coordination)

The consultant will coordinate panellists and speakers for a conference, managing communications, travel, and logistics support. The role includes maintaining databases, supporting registration, and providing on-site event assistance under the supervision of the Head of the UN-SPIDER Beijing Office.

Responsibilities

• Serve as a day-to-day point of contact with invited panellists and speakers regarding their participation, deadlines and requirements.
• Maintain and regularly update a panellist and speaker tracking database, including confirmations, biographies, photos and presentation titles.
• Support the preparation and dispatch of invitation, confirmation and reminder letters to panellists and speakers.
• Collect, follow up on and compile speaker materials, including biographies, presentations and any required consent or participation forms.
• Draft and send routine communications to panellists and speakers, such as save-the-date notices, confirmations, reminders and logistical notes.
• Support the administration of the online registration process for panellists, speakers and participants.
• Maintain well-organised records, contact lists and shared folders for the conference.
• Coordinate with UN-SPIDER communications colleagues to ensure consistency with UN branding and messaging.
• Support the coordination of panellist and speaker travel and accommodation, in line with UN rules and procedures.
• Assist with visa facilitation processes for panellists and speakers, where required.
• Liaise with panellists and speakers on their logistical needs and applicable deadlines.
• Assist with panellist and speaker support during the conference, including session readiness, speaker liaison and troubleshooting.
• Provide general administrative support to the organising team during the event.
• Support post-event communication with panellists and speakers, including thank-you notes and follow-up requests.

Requirements

• An advanced university degree (Recognised 1st level degree or equivalent) in international relations, event management, communications, public administration, disaster management, space policy or a related field is required.
• A first level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the 1st recognised university degree.
• At least 2(two) years of relevant professional experience in conference or event administration, programme support, or coordination roles, ideally within the United Nations or international organisations is required.
• Experience liaising with speakers, experts or external stakeholders is desirable.
• Familiarity with UN procedures, protocols and working methods is desirable.
• Fluency in English (both oral and written) is required.
• Knowledge of another United Nations Secretariat language is an advantage.

Skills

• Meeting Coordination
• Event Administration
• Programme Support
• Stakeholder Liaison
• Travel Coordination
• Logistical Support
• Database Management
• Registration Support
• On-site Event Assistance
• UN Procedures Familiarity
• Communication Management

Languages

English, French