Project Assistant (Event Coordination)

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

Based in Addis Ababa, the Horn of Africa Multi-Country Office (HAMCO) delivers project management, procurement, and infrastructure services across Djibouti, Ethiopia, South Sudan, and Sudan, with a primary focus on health, agriculture, and economic development. Established in 2009, HAMCO partners with governments and development stakeholders to implement impactful, results-driven initiatives that contribute to sustainable development. Since 2024, new projects have been aimed at expanding access to healthcare, education, energy, and livelihoods, particularly in underserved and conflict-affected regions. HAMCO also provides human resource management services, supporting the effective implementation of development initiatives. Key efforts include equipping research facilities, strengthening education and health systems, building vaccine research capacity, and enhancing resilience in communities affected by crisis. Through these interventions, HAMCO contributes to inclusive growth, regional stability, and the achievement of the Sustainable Development Goals (SDGs) across the Horn of Africa.

The Federal Ministry of Agriculture of Ethiopia has established a modern, purpose-built Conference Center to serve as the national hub for agricultural knowledge sharing, policy dialogue, capacity building, and multi-stakeholder collaboration. Designed and constructed with support from UNOPS, the Center is expected to operate as a financially self-sustaining entity through professional facility rental, event services, and ancillary revenue streams while delivering world-class experiences to government institutions, development partners, NGOs, academic bodies, and private agri-businesses.

The Project Assistant (Event Coordination) operates under the supervision of the Project Management Support Officer, providing support for the planning, logistics, implementation, and documentation of events hosted at the Centre. This includes conferences, training programmes, workshops, exhibitions, and hybrid events within the agricultural and related sectors. The position contributes to the Centre's objectives of supporting knowledge sharing, capacity building, multi-stakeholder collaboration, financial sustainability, and conference-tourism development while delivering professional service.

1. Event Planning and Client Management

• Serve as point of contact for event related and logistical assistance  to internal and external client counterparts (Ministry departments, UN agencies, donors, NGOs, private sector, universities, etc.).
• Conduct needs-assessment meetings with clients, prepare detailed event proposals, budgets, timelines, floor plans, and service agreements.
• Provide routine support  in designing customized event packages (full-day, multi-day, hybrid, exhibition + conference, training + field visit, etc.).
• Assist  with coordinating and/or preparing contracts for venue rental, catering, accommodation blocks, transport, and other ancillary services.
• Provide routine support promoting additional services (simultaneous interpretation, live streaming, exhibition space, branded materials, photography/videography).

2. Event Coordination and Logistics

• Contribute in developing event checklists, run sheets, and critical path timelines.
• Assist Audiovisual & Data Center Coordinator for technical requirements (sound, lighting, projection, video-conferencing, recording, live streaming).
• Liaise with the Administration & Finance Coordinator on billing, invoicing, deposits, and final settlements.
• Oversee room set-up, signage, registration desks, catering, protocol, security, and cleaning services.
• Support VIP and ministerial protocol requirements in coordination with the Ministry’s Protocol Directorate.
• Ensure full compliance with health, safety, fire, and COVID-19 (or other) protocols.

3. On-Site Event Management

• Act as the on-site focal person for all events, supervising support staff and resolving issues in real time.
• Manage registration and badge production, participant flow, and session timing.
• Coordinate with simultaneous interpreters, rapporteurs, and technical teams.
• Provide immediate client support and ensure a seamless, professional experience.

4. Post-Event Activities

• Conduct client debriefings and collect feedback through standardized evaluation forms.
• Prepare post-event reports (attendance, revenue, client satisfaction, lessons learned).
• Follow up on outstanding payments and issue final invoices.
• Archive event materials, photos, recordings, and presentations in the Centre’s digital repository.

5. Marketing and Business Development

• Actively promote the Centre to potential clients through participation in agricultural forums, preparation of marketing materials, and maintenance of an up-to-date events calendar.
• Build and maintain a database of past and prospective clients.
• Collaborate with the Ministry’s Communication Directorate and partners to position the Centre as Ethiopia’s premier venue for agricultural conferences.

6. Financial and Administrative Support

• Prepare accurate event budgets and monitor expenditure to ensure profitability.
• Contribute to the Centre’s annual revenue targets (venue hire, catering commissions, AV services, etc.).
• Maintain inventory of event-related materials (banners, nameplates, stationery, giveaways).

7. Team Management and Capacity Building

• Supervise, mentor, and evaluate the Assistant Event Coordinator, event support staff, and rotating interns.
• Conduct regular team briefings and training sessions on customer service excellence and event management best practices.

Required

• Completion of Secondary education.

• High School or Secondary School  Diploma with 4 years of relevant experience.

Desired

• A first level University (Bachelor’s) Degree or Technical Diploma  in Event Management, Hospitality Management, Business Administration, Marketing, International Relations, Project Management or related field.

• Specialized certification in event management (e.g., CMP, CSEP, DES).

  
  
  

Required

• Secondary School Diploma with 4 years of relevant experience
• Technical/Professional Diploma with 2 years of relevant experience
• Minimum of 4 years of progressive experience in professional event planning and coordination preferably for conferences, workshops, or training events of 100–1,000+ participants

  
  

Desired

• Proven track record in managing high-level government, UN, or international organization events
• Experience in revenue-generating venues or conference centers
• Experience in data collection, reporting, and monitoring, including post-event surveys, analytics, and satisfaction metrics to inform continuous improvement

  
  

• Please note that UNOPS does not accept unsolicited resumes. 
• Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered. 
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. 
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here. 
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda. 
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.