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Home-based Consultancy: Event Planner (communications) – 133.5 working days between Dec 2023 and July 2024 – Office of Emergency Programmes (EMOPS)


Opportunity Deadline


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Job Description

  • Country: Switzerland
  • Vacancies No: N/A
  • Salary: N/A 
  • No of Jobs: N/A
  • Education: Bachelor’s degree
  • Experience: 8 years
  • Gender: Both

Scope of work

For the NGO Consultations (and other NGO related events)

Under the overall supervision of the Humanitarian Partnerships Manager, working closely with the Chief of Section, the Event Planner will be responsible for the following duties:

  • Develop and refine the Concept Note for the choreography and design of the NGO consultations;
  • Liaise within UNICEF with the core team and with ICVA to ensure the event achieves the goals and objectives of all major stakeholders;
  • Coordinate and convene relevant partners, preparing agendas, identifying participants and supervising the administrative tasks related to consultations preparations;
  • Serve as the primary focal point for event preparations in UNICEF and convene regular coordination meetings;
  • Establish and maintain contacts within UNICEF and with other external agencies and ensure appropriate mechanisms to facilitate collaboration and exchange of information both in and outside the UN system, for purposes of planning and organizing the Consultations in 2023 (Q1/Q2)
  • Participate in planning and preparation of the event budget and work program;
  • Provide leadership and work direction to assigned intern;
  • Coordinate with other relevant admin and support staff to address needs of the event;
  • Performs other duties as required.

For the Standby Partnerships portfolio

The consultant will lead on rolling out a newsletter and associate products for the Standby Partnerships Team. The consultant will lead on producing visibility items used for promotional purposes, as well as ensure development of video and printed materials. The consultant will contribute to the overall standby strategy from a communications perspective.

For the Business Engagement Portfolio (10%)

The consultant will support finalising a series of products including a business case and roll-out of the communications strategy related to the business and community engagement portfolio and support country and regional offices with materials and support the global coordinator for communications materials. The consultant may support retreats/ BCR events.

Work implies frequent interaction with the following:

  • Staff at all levels within UNICEF both in New York and Geneva and in the field;
  • ICVA and other NGO networks
  • Representatives of NGOs participating;
  • Event production firms.

Work Assignment Overview

Tasks / Milestone Deliverables / Outputs Timeline / Deadline
Visibility materials identified, sourced and ordered Materials identified, sourced and ordered within budget and an inventory and management plan established for tracking and use 2.5 working days;

By March 2024

Concept Note for NGO consultations and save the date Concept note for NGO consultations refined, circulated and finalised and save the date issued 5 working days;

By end December 2023

Logistics Venue selected and booked and preliminary budget drawn up following UNICEF procurement processes 5 working days;

By end December 2023

Draft Project Plan Full project plan drafted to cover all aspects including timeline 5 working days;

By end December 2023

Coordination Team Establish roles and responsibilities, document and call first coordination meeting, oversee intern support (hiring and ToR) 5 working days;

By end December 2023

Agenda Coordinate agenda, speakers, including admin and logistics info and supporting materials, identify registration and video link needs, and language requirements 5 working days;

By January 2024

Logistics Coordinate with venue in terms of final agenda and associated needs 5 working days;

By end January 2024

Weekly coordination meetings Call and document weekly meetings, support on comms needs 2.5 working days;

By end January 2024

Preparing internal speakers and advocacy Prepare internal document packages for participants and speakers to guide messaging 2.5 working days;

By end January 2024

Finalise participant list Finalise participant list and facilitate any logistics as needed 2 working days;

By end February 2024

Organise briefing calls with speakers Brief internal and external speakers/panelists and organise any prep calls as needed 2 working days;

By end February 2024

Finalise key comms materials Speeches, social media, visibility items and coordination of photographer etc. 5 working days;

By end February 2024

On-site support Venue prep and support provided onsite before during and after meeting and coordination of onsite support team 5 working days;

By end February 2024

Weekly coordination calls Call and document meetings support on comms needs 2.5 working days;

By end February 2024

Standby Partnership Newsletters and other products, designed, issued and disseminated 10 working days;

By April 2024

Contribution to standby strategy with comms angle 10 working days;

By April 2024

Conference follow up Thank yous and immediate follow up action plan drawn up 2.5 working days;

By March 2024

Humanitarian Partnerships and Network week (HNPW) Light coordination for HNPW and table of participation prepared and briefing docs prepared 4 working days;

By April 2024

NGO consultations report Reviewed, finalised and disseminated/shared 4 working days;

By May 2024

HNPW On-site support for 2-week event, networking and identifying opportunities for UNICEF 10 working days;

By May 2024

Business and Community Resilience Support to products, events and roll-out of comms strategy 32 working days;

By June 2024

IAHP Support to general IAHP meetings/events/retreats 7 working days;

By June 2024

Estimated Duration of the Contract

133.5 working days between December 2023 and July 2024.

Consultant’s Work Place and Official Travel

The Consultant will be home-based — in Geneva or surrounding area — with no travel foreseen.

Estimated Cost of the Consultancy & Payment Schedule

Payment of professional fees will be based on submission of an invoice and satisfactory completion of the above-mentioned deliverables. UNICEF reserves the right to withhold payment in case the deliverables submitted are not up to the required standard or in case of delays in submitting the deliverables on the part of the consultant.

Please propose a lumpsum professional fee (in USD) based on 133.5 working days to undertake this assignment.

To qualify as an advocate for every child you will have…

  • Bachelor’s degree in Communications, Branding, Business Administration and Management or other related fields.
  • A minimum of eight years of progressively responsible experience in Communications, Branding, Business Administration and Management or other related fields.
  • It is preferable that the individual has experience with, or in, multilateral institutions. Knowledge of UNICEF context highly desirable.
  • Experience in organizing events or conferences Experience in digital communications planning, content production, social media account management and analysis of trends.
  • Knowledge and expertise in strategic communications and demonstrated ability of application at an organizational level.
  • Ability to identify issues, formulate opinions, make conclusions and recommendations.
  • Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and meeting results.
  • Strong organizational, planning, and analytical skills.
  • Excellent written and verbal communication in English.
  • Knowledge of French and/or other UN languages and asset.
  • Good judgment, initiative, high sense of responsibility, tact and discretion.
  • Flexibility, teamwork skills, professional and personal integrity.
  • Demonstrated cultural sensitivity and ability to establish harmonious working relations in a multicultural environment.
  • Expertise in communication, strategy consulting and client service management demonstrable through a work portfolio if requested.
  • The individual should be highly proficient in Microsoft Office 365 suite, Adobe suite and video production software.


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