Result of Service
Updated panellist and speaker database, with confirmations, biographies, photos and presentation titles.
Invitation, confirmation and reminder correspondence with panellists and speakers.
Compiled speaker materials (biographies, presentations and required forms).
Routine conference communications and registration support records.
Travel, accommodation and visa coordination inputs for panellists and speakers.
Post-conference follow-up communications with panellists and speakers.
Work Location
Home based, with travel to Beijing, China, as required
Expected duration
1 August to 30 September 2026
Duties and Responsibilities
Under the supervision of the Head of the UN-SPIDER Beijing Office, the consultant will undertake the following tasks, including but not limited to: A. Panellist and speaker coordination
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. B. Administrative and communications support
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. C. Travel and logistics support for panellists
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. D. On-site and event support
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.
Qualifications/special skills
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.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English (both oral and written) is required. Knowledge of another United Nations Secretariat language is an advantage.