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Events Administrator

Vienna (Austria)

  • Organization: UNIDO - United Nations Industrial Development Organization
  • Location: Vienna (Austria)
  • Grade: Level not specified
  • Occupational Groups:
    • Conference Services
  • Closing Date: 2021-06-24

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Female candidates from all Member States are particularly encouraged to apply.


Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development in the fifteen years. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions. Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of External Relations and Policy Research (EPR) provides guidance on the Organization’s external relations and advocacy with its Member States and other stakeholders and partners in the United Nations system, the broader development community, civil society and academia. In addition, the Directorate oversees the Organization’s policy research and statistics activities and the Organization’s normative contribution to Member States and global development community in achieving the SDGs. Working in close collaboration with all organizational entities within UNIDO, the Department of External Relations (EPR/ETR) serves as the main channel of communication and interaction between Member States and the UNIDO Secretariat. It provides substantive, technical and logistical support to the policymaking organs, its subsidiary organs, as well as their inter-sessional working groups. This position is located in the Advocacy and Media Relations Division (EPR/ETR/AMR). The Division is responsible for enhancing UNIDO’s visibility and strengthening the Organization’s position within the international development system via targeted and strategic advocacy and communication measures. The Division promotes UNIDO’s role and achievement of the ISID mandate and contribution to SDGs, in particular SDG-9. It also draws on all relevant public information and advocacy techniques, engages proactively with the international media, produces strategic communication material, including multimedia and works to effectively position UNIDO on the internet, and on social media, and at high-profile international events. The Division is also responsible for developing and implementing UNIDO’s corporate communications, advocacy and media relations strategy.

PROJECT CONTEXT: The nineteenth session of UNIDO's General Conference (GC.19), UNIDO's highest policymaking organ, will be held from 29 November to 3 December 2021 and will be staged at UNIDO Headquarters in Vienna, in a hybrid format involving both in-person and virtual participation. Following on to the Secretary-General’s call for a ‘Decade of Action’, and the prolonged economic recovery in store for countries all over the world, GC.19 takes place at a point in time when UNIDO must capitalize on its rich expertise, importance and recognized role in the international development arena, by bringing into stronger focus the practical aspects of the implementation of its mandate, in the context of inclusive and sustainable industrial development, in order to put countries back on track to achieve the Sustainable Development Goals (SDGs). A forum on industrial development issues (FID) was introduced via GC.9/Res.1 into policymaking organ sessions with the intention of sharing a common understanding of development issues through the continued thematic examination of the fields relevant to UNIDO’s technical cooperation activities that could impact the Organization’s policy direction and normative role. The immediate objective of the project is therefore to strengthen partnerships and cooperation amongst Member States and partners of UNIDO on various aspects of ISID in the context of GC.19. This will be done by effectively organizing and ensuring the successful implementation of the FID and the GC’s programme, drawing upon the success stories of the Organization of the past eight years and informing on the future direction of UNIDO for the years to come, with due attention given to the evolving global economic context. The nineteenth session of the General Conference will additionally serve to mark the 55th anniversary of UNIDO’s establishment. The project will directly contribute to the successful organization and execution of the ISID Forum, the Donors Meeting and the Launch of the IDR 2021. It will further serve to conceptualize, plan and execute multiple thematic side events; set up an exhibition for UNIDO and its partners; and conduct communications and outreach activities to promote the GC; as well as to carry out effective coordination between the various internal divisions and external partners of relevance to the GC in order to ensure alignment with the main theme and messages of the nineteenth session. GC.19 will be held under an overall theme related to the Organization’s normative role and mandate and in line with currently relevant economic and/or industrial developments at the global level. The theme will be decided on in a consultative process involving the Executive Board of UNIDO and in liaison with the candidate elected by the IDB. GC.19 will feature an exhibition showcasing UNIDO and its partners related to the Conference’s theme. It is envisioned that the exhibition will be set up at the conference venue and will also be accessible virtually, to reach the largest possible audience, as well as the full range of digital solutions in place to help showcase UNIDO’s worldwide impact. The exhibition will showcase UNIDO’s cooperation with donors and beneficiaries from both a regional and thematic perspective and potentially feature cooperation with private sector exhibitors. Duty station: Vienna, Austria Duration: 6 months

Main Functions

Under the supervision of the Officer in Charge of the Division, the Events Administrator is responsible for the following key functions: 1. Organize the GC.19 physical and virtual exhibitions: - Coordination of complex logistics and security arrangements, and the reception of participants; - Execution of the physical stands and virtual contents; - Coordination of effective and timely completion of graphics and multimedia material; - Supervision of assembling and dismantling works of the exhibitions; - Supervision of the design and production of giveaways and; - Guided by the procurement unit, the preparation of documents related to the procurement process, the technical evaluation of bids and post-award administration of suppliers and contractors to ensure quality and timely delivery; - Prepare a post-event management report 2. GC. 19 Fund mobilization: Support in the mobilization of exhibitors and funds for the exhibition; 3. Stakeholder Management: Act as a primary focal point for all internal and external stakeholders to ensure exceptional content for on-site and virtual exhibitions; 4. Other duties: Perform other related duties and assignments linked to the GC.19 as required by the Officer in Charge of the Division or Director of the Department.

Core Competencies

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially. WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner. WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective. WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity. WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world. WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work. WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

Minimum Requirements


Advanced university degree in business administration/management, event management, international relations, protocol, marketing, communication, journalism or a related field, is required.


Fluency in written and spoken English is required. Working knowledge of another official United Nations languages is desirable.

Computer Skills

Field of Expertise

At least three (3) years of professional experience in event management, developing and implementing high-level events, including some experience at the international level, is required.

<strong>This appointment is limited to the specified project(s) only and does not carry any expectation of renewal. </strong>

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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