Senior Events Coordination Consultant

The Senior Events Coordination Consultant will support the planning, management, and execution of a major Forum on Technical Assistance for Social Housing (ATHIS) in São Paulo, Brazil. The role involves coordinating multidisciplinary teams, managing budgets and timelines, and ensuring compliance with UN-Habitat standards and project requirements.

Responsibilities

• Organize the overall planning and execution of the Forum in close collaboration with the Organizing Committee.
• Develop and maintain a Work Plan, including a detailed schedule, budget and deadlines to ensure smooth execution of the event.
• Plan, coordinate and oversee all activities related to the event implementation in all its phases: planning, pre-production, execution, and post-event.
• Monitor and ensure compliance with deadlines, budget, and quality standards providing crisis management and agile decision-making during execution.
• Organize and guide the consultants responsible for the different event workstreams, including the integration of production, logistics, protocol, technical, and digital workstreams.
• Collaborate with the recruitment of all the event crew, service providers and suppliers in accordance with the Work Plan.
• Align with the project’s team to ensure alignment and coordination for the promotion and engagement of participants and stakeholders, according to the Forum’s agenda.
• Ensure that the necessary licenses and regulations required for the event necessities are present and in place alongside the event producer.
• Conduct and perform on-site technical visits as required, including guided tours with the UN-Habitat’s teams and project partners.
• Contribute to the development and implementation of an accreditation or registration system, following the project’s visual identity and any other guidance from the communication and coordination teams.
• Ensure accountability during the Forum’s execution phases through reports, as requested, including a final evaluation with performance indicators.
• Articulate the planning and operational delivery of the field visits, including participant management, transportation, itineraries, site coordination, logistics and contingency arrangements, in collaboration with the project team and relevant partners.
• Maintain an orderly and accessible information file system on the information and produced data.
• Develop reports using the project template provided by UN-Habitat team.
• Participate in alignment, monitoring and technical validations meetings with the UN Habitat team and the project’s partners.
• Attend meetings and conferences promoted by UN-Habitat and the project’s partners as requested.
• Comply with UN-Habitat quality standards and project requirements, ensuring consistency with institutional guidelines, methodologies and expected outcomes.
• Develop reports following ABNT guidelines, ensuring alignment with UN-Habitat’s quality standards and project requirements.
• Ensure the adoption of ethical principles in the course of the consultancy, particularly regarding active listening, respect for diversity and the promotion of safe, inclusive and participatory learning environment.
• Perform any other management-related duties assigned by the Head of Brazil Office consistent with the functions of the position.
• Complete all courses and training activities indicated by supervisor, including UNDSS BSAFE security course during first month.
• Familiarize with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System.

Requirements

• Bachelor’s degree in Public Relations, Tourism, Administration, Project Management, International Relations, Cultural Production, Event Production, Social Sciences or related fields is required.
• A postgraduate degree (Stricto Sensu) in the field of Event Management, Communications, Project Management or related fields is required, or additional eight (8) years of relevant experience to the post, beyond the requirement.
• Minimum of twenty (20) years of experience in planning, coordination and execution of events is required.
• Experience in planning, organizing and managing large-scale events in Brazil is required.
• Experience in managing multidisciplinary teams, consultants, suppliers, and institutional stakeholders is required.
• Experience managing event budgets, work plans and timelines is required.
• Deep knowledge of the Brazilian context and culture is required.
• Ability to work with people from diverse cultures and backgrounds is required.
• Professional and/or academic experience in areas related to social and sustainable development and environmental sustainability is desirable.
• Previous experience working in the United Nations is desirable.
• Strong project and event management skills, including planning, coordination, budgeting, scheduling, and risk management, are required.
• Good computer skills in Windows and Office packages and Web search engines are required.
• Good handling of technological tools and use of software and online platforms is required.
• Good handling of online events and conference tools is required.
• Good knowledge of project management methodologies is desirable.
• Excellent internal and public-facing communications skills are desirable.
• Experience working in an inter-institutional environment, project management, monitoring-evaluation; approaches and strategies regarding good urban governance and local and regional development.
• Professional approach to work, strong sense of responsibility, operate with minimal supervision; proven organizational skills and ability to manage a workload efficiently and within set deadlines.
• Ability to write clearly and effectively; listen to others, interpret messages correctly and respond appropriately; show openness in information sharing and keep everyone informed; solid abstract reasoning skills together with a proven capacity to write documents for diverse audiences.
• Ability to work with teams, demonstrate leadership, conflict management and consensus facilitation skills; ability to work in a multicultural and multi-ethnic environment, and to respect diversity; sensitivity to the main streaming of vulnerability; willingness and ability to work in difficult environments.
• Contribute to the documentation, organization, and dissemination of relevant technical knowledge and lessons learned related to the assignment.
• Support the preparation of tools, templates, and reference materials that facilitate effective project implementation.
• Ensure that information, records, and documentation produced under the assignment are properly organized and made available to authorized personnel.
• Promote knowledge-sharing and collaboration among project teams while ensuring compliance with applicable confidentiality and data protection requirements.
• Fluency in Portuguese is required.
• Working knowledge in English is required.

Skills

• Event Planning
• Event Coordination
• Large-scale Event Management
• Team Management
• Supplier Management
• Stakeholder Management
• Budget Management
• Workplan Development
• Timeline Management
• Risk Management
• Project Management
• Windows
• Microsoft Office Suite
• Web Search Engines
• Online Event Tools
• Conference Tools
• Project Management Methodology
• Urban Governance
• Monitoring and Evaluation
• Knowledge Management
• Documentation Management

Languages

Portuguese, English