Conference Services and Event Coordination Assistant [Open to internal and at UNDP

Copenhagen, Capital Region of Denmark, Denmark -

Full Time

Start Date

Immediate

Expiry Date

20 Aug, 26

Salary

0.0

Posted On

22 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Events Management, Conference Coordination, Communication Materials Production, Stakeholder Engagement, Logistics Planning, Multimedia Content Creation, Client Management, Administrative Support, AV Equipment Operation, Public Relations, Knowledge Sharing, Briefing Delivery

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background UN City Copenhagen hosts several United Nations organizations that support development and humanitarian operations worldwide. From Copenhagen, resident agencies provide operational support to global programmes through procurement, supply chain management, partnerships, technical expertise, and programme support functions. The work carried out from UN City Copenhagen contributes to the implementation of the 2030 Agenda for Sustainable Development and the Sustainable Development Goals (SDGs). The Communications function supports the visibility and understanding of the work carried out by resident UN organizations and contributes to strengthening awareness of Copenhagen as an operational hub for the United Nations system. Under the overall supervision of the Head of Communications, and in close collaboration with Common Services teams as well as WHO, the incumbent will support coordination of events in the UN City. The incumbent coordinates events, conference services and contributes to communication related to meetings and institutional events hosted in UN City Copenhagen. The role ensures integration of communication into event delivery, strengthening visibility, stakeholder engagement and audience reach. Duties and Responsibilities 1. Conference Services and Events Coordination Support * Coordinate arrangements and bookings for meetings and conferences * Liaise with conference organizers and service providers in UN City. * Ensure meeting rooms and public spaces in UN City are properly set up. * Ensure smooth execution of conference services, including logistical support. * Organize, coordinate and receive visits by external groups to the UN City. 2. Event Communication and Visibility Support * Develop and produce communication materials for conferences and events * Ensure visibility across UN communication platforms * Capture and disseminate key messages, highlights andoutcomes. * Produce or coordinate multimedia content related to events * Support alignment with UN communication standards 3. Support knowledge sharing and stakeholder outreach * Make sound contributions to knowledge networks and communities of practice. * Support organization and delivery of briefings in the UN City and engage with stakeholders, including holding of tours in UN City, deliver briefings for newcomers, etc. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. The Conference Services and Event Coordination Assistant reports to the Communications Team Lead. Competencies Core Competencies * Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline * Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements * Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback * Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible * Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident * Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships * Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical competencies Administration and Operations: * Events management * Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. General / communications: * Event planning and coordination * Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate. Business management: * Communication * Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. * Ability to manage communications internally and externally, through media, social media and other appropriate channels. * Customer Satisfaction/Client Management * Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. * Provide inputs to the development of customer service strategy. * Look for ways to add value beyond clients' immediate requests. * Ability to anticipate client's upcoming needs and concerns. Required Skills and Experience Education: * Secondary education is required. Or * A university degree (bachelor’s degree) in Communications, Administration, Public Administration, Education, International Relations or a related field will be given due consideration but is not a requirement. Experience: * Minimum of 5 years (with secondary education) or 2 year (with a bachelor’s degree) of relevant experience in administrative support, communications support, events coordination or related functions. * Experience in the usage of computers and office software packages (MS Word, Excel, etc.). * Experience in coordination of activities, services, events or related, is a desired. * Experience in communication including multi-media production tools, an asset. * Experience in using technical conference AV equipment is an asset. * Experience in an international organization is an asset. Language Requirements: * Fluency in English is required. * Working knowledge of Danish is desirable. Please note that the initial contract duration would be 6 – 12 months, subject to budget availability. Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Right to select multiple candidates UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

Responsibilities

The incumbent coordinates conference services, meeting room setups, and logistical arrangements for events at UN City Copenhagen. Additionally, they develop communication materials and multimedia content to enhance the visibility and reach of institutional events.