Senior Events Coordination Consultant

Result of Service

The incumbent will work in close collaboration with programme, operations and project teams to support the achievement of project objectives and organizational priorities.

Work Location

São Paulo (SP), Brazil

Expected duration

Nine (9) months

Duties and Responsibilities

Background

The main mandate of the United Nations Human Settlements Programme (UN-Habitat) is to promote sustainable development of human settlements and policies conducive to adequate housing for all. Within this framework, UN-Habitat supports central and state governments, as well as local authorities and other partners for the implementation of the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals and the New Urban Agenda. UN-Habitat helps the urban poor by transforming cities into safer, more inclusive, compact, integrated, resilient and connected places with better opportunities where everyone can live with dignity. It works with organizations at every level, including all spheres of government, civil society, and the private sector to help build, manage, plan, and finance sustainable urban development.

The Regional Office for Latin American and the Caribbean – ROLAC – is based in Rio de Janeiro, Brazil. The Agency puts emphasis on developing and managing activities in the host country. Indeed, for the past years, UN-Habitat has expanded its portfolio in Brazil by working with the three tiers of government to support the formulation and implementation of more effective, sustainable, participative, and socially fairer urban economic, social, and environmental policies.

UN-Habitat, the São Paulo Council of Architecture and Urbanism (Conselho de Arquitetura e Urbanismo de São Paulo - CAU/SP) and the Brazilian Cooperation Agency (ABC) are implementing the project “Building capacity and connections in Technical Assistance for Social Housing (ATHIS - Assistência Técnica de Habitação de Interesse Social)”, also known as ATHIS Network, with the objective of equipping professionals with the necessary skills to reduce the gap between policy and practice of ATHIS, ensuring that municipalities and institutions have the technical knowledge to implement sustainable and equitable housing solutions.

Within the project’s activities is foreseen the planning, management and execution of a Forum on Technical Assistance for Social Housing (ATHIS), promoting South-South cooperation and knowledge exchange among professionals, communities, and government representatives from the Global South. The Forum is expected to take place in the city of São Paulo, in December 2026. It will run over two days, with an estimated audience of up to 1,000 people, followed by a third day dedicated to field visits to pre-selected ATHIS projects, limited to 100 participants.

To properly implement the above-mentioned project, a Senior Events Coordinator Consultant is required.

Report to UN-Habitat Manager

The Senior Events Coordinator Consultant reports to the Head of Brazil Office, who will evaluate him/her.

Responsibilities

The Senior Events Coordinator Consultant will support the implementation of the project, and its activities, with the following 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.
• Reports must be developed using the project template that the UN-Habitat team will provide in the .ppt and .indd formats.
• 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.
• Have compliance 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.

The consultant will be responsible for completing all courses and training activities that are indicated to him/her by his/her supervisor. The security course BSAFE, from UNDSS, is required to be accredited during the first month of employment. The consultant will be responsible for his/her own security, so the person should get familiarized with United Nations security mechanisms and comply with them according to the Framework of Accountability for the United Nations Security Management System.

Outputs/Work Assignment

The consultant shall assist the implementation of the project, according to the stated responsibilities and the delivery of the following products:

Product 1 – Work Plan

Description: Product 1 must contain: (i) all deliverables and activities scheduled for the completion of responsibilities; (ii) the implementation timeline and corresponding deadlines; (iii); the tools, resources, and materials required; (iv) any required missions, or field work activities; and (v) a description of the logistical arrangements necessary for implementation.

Expected delivery date: 7 days after signing the contract.

Product 2 – Implementation Action Plan

Description: Product 2 must contain: (i) the purpose and objectives of the assignment; (ii) an overview of the event and its scope; (iii) the implementation structure and governance responsibilities; (iv) workstreams and focal points; (v) responsibilities and accountability; (vi) coordination and communication workflows; (vii) meeting and follow-up arrangements; (viii) monitoring and tracking tools; (ix) timeline and deadline management; (x) budget and resource control.

Expected delivery date: 15 days after signing the contract.

Product 3 – Execution Plan

Description: Product 3 must contain: (i) the purpose and scope; (ii) an overview of the three-day programme; (iii) a detailed programme and execution schedule; (iv) a field visits plan; (v) logistics, itineraries and mobility managements; (vi) participant profiles and group organization; (vii) roles and responsibilities during execution; (viii) operational requirements and arrangements; (ix) a communication strategy for the three-day programme; (x) field visit preparation guidelines; (xi) day-by-day operational checklists.

Expected delivery date: 30 days after signing the contract.

Product 4 – Contingency Plan

Description: Product 4 must contain: (i) the purpose and scope of the contingency plan; (ii) risk identification and assessment; (iii) preventive and mitigation measures; (iv) operational contingencies and alternative arrangements; (v) incident response and escalation procedures; (vi) roles and responsibilities; (vii) communication protocols during incidents; (viii) priority contingency scenarios and response actions; (ix) incident documentation, reporting, and follow-up procedures.

Expected delivery date: 45 days after signing the contract.

Product 5 – Final Agenda Roadmap

Description: Product 5 must contain: (i) a final programme overview; (ii) the integrated three-day programme; (iii) detailed daily roadmaps and schedules; (iv) venue, space and room allocation plans; (v) participant and group allocation arrangements; (vi) a consolidated field visits roadmap; (vii) activity-by-activity operational requirements; (viii) event routes and signage plan; (ix) operational focal points and coordination structure; (x) a comprehensive run-of-event schedule; (xi) final confirmations, outstanding actions, and pending topics.

Expected delivery date: 60 days after signing the contract.

Product 6 – Final Event Report

Description: Product 6 must contain: (i) an executive summary; (ii) an overview of the event and its objectives; (iii) a summary of implementation and execution activities; (iv) participation statistics and key event data; (v) results, achievements and key outcomes; (vi) a record of changes from the original plan and their rationale; (vii) incident records and decisions adopted; (viii) an valuation of the event, including lessons learned; (ix) recommendations for future activities and improvements; (x) annexes, as necessary or required, including supporting documentation and relevant materials.

Expected delivery date: 70 days after signing the contract.

Qualifications/special skills

Education

Required:

• 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.

Work experience

• 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.

Skills

• 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.

Competencies

• Professionalism: Experience working in an inter-institutional environment, project management, monitoring-evaluation; approaches and strategies regarding good urban governance and local and regional development.
• Planning and organization: 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.
• Communication: 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.
• Teamwork: 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.

Knowledge Management

• 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.

Languages

• English and French are the working languages of the United Nations Secretariat, and Spanish is the working language of the Regional Office.
• For the post advertised, fluency in Portuguese is required. Working knowledge in English is required.

Additional Information

Travel details: Not Applicable.

Remuneration

Remuneration will be determined in accordance with the applicable UNOPS Local ICA or UNDP’s salary scale and the level established through the official classification process.

The consultant will receive a total amount of BRL: 360.000,00, according to the following schedule:

• Payment 1: Upon delivery and approval of Products 1 and 2 (BRL: 130.000,00)
• Payment 2: Upon delivery and approval of Products 3 and 4 (BRL: 100.000,00)
• Payment 3: Upon delivery and approval of Products 5 and 6 (BRL: 130.000,00)

Notes

Appointment against this post is on local basis and only nationals from Brazil or external candidates who hold a permanent visa in Brazil may apply. The extension of this contract is subject to availability of funds and/or performance. Any contract extension is not automatic.

It is required for all the curricular information to be inserted in the system, which may take a few hours.

All applications will be treated with the strictest confidence. Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted.

Applications should be submitted through INSPIRA and must include all documents required at the system, please be ready to include the following information at the “Candidate Profile” (CP) at Inspira:

• Cover memo (maximum 1 page)
• Educational Background (incl. dates)
• Professional Experience (assignments, tasks, achievements, duration by years/ months)
• Expertise and preferences regarding location of potential assignments
• Languages (proficiency level in all languages, including mother tongue)
• Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)*
• Please note that Internships and part-time work count as 50%. In addition to it, note experience not relevant to the position will not be considered.

All applications should be submitted to: Inspira

UN-HABITAT does not charge a fee at any stage of the recruitment process. If you have any questions concerning people or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: recruitment@unon.org.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.