Event Management and Organization Associate (Office Based)
Qualifications of Event Management and Organization Associate:
- Location: Brazil
- Vacancy No: 29051
- Salary: N/A
- Organization: UNDP United Nations Development Programme
- Deadline: 9/20/2025
Brief details about Event Management and Organization Associate:
About
Information about the organization that has offered the job:
The Event Management and Organization Associate will be responsible for supporting project implementation, ensuring quality and results, in close collaboration with the STJ and UNDP teams. To achieve this objective, the following indicative activities are planned:
Articulation and coordination with teams and service providers:
- Organize alignment meetings with service providers and technical teams involved;
- Promote communication between the different actors involved;
- Ensure alignment of expectations, schedules and responsibilities;
Contract monitoring and management:
- Monitor the execution of contracts related to services provided at events;
- Verify compliance with contractual terms and conditions;
- Identify the need for adjustments to the scope of contracted services;
- Support the preparation and monitoring of contract change proposals;
- Act as a bridge between the project team and suppliers to resolve operational demands;
On-site and operational support for project activities
- Register travelers in the Quantum system and support in reporting trips made.
- Systematize travel requests, ensuring organization and compliance with internal procedures.
- Attend in person the agendas and events held within the scope of the project;
- Provide logistical and administrative support during events;
- Support the business management of products and deliveries linked to events;
- Assist in identifying and resolving operational problems;
Planning, monitoring and documentation of events
- Support the planning of stages and activities related to events;
- Monitor the execution of events according to the approved schedule;
- Participate in the processes of monitoring and evaluating the results of events;
- Organize physical and digital files related to the activities performed;
- Maintain updated records of documentation of events held;
- Support knowledge management actions and institutional communication actions related to events;
Document preparation and organization:
- Prepare supporting documents for agendas and events (such as official letters, attendance lists, etc.).
- Complete institutional forms required to carry out activities.
- Register participants and travelers according to the project guidelines.
- Prepare and maintain updated control spreadsheets.
- Ensure that all documentation is complete and in accordance with institutional standards.
The holder performs other functions within his/her functional profile that he/she considers necessary for the proper functioning of the Project.
Institutional Arrangement
The contractor will be supervised by the Project Management Coordinator.
Skills
Achieves results
LEVEL 1: Plans and monitors own work, pays attention to detail, delivers quality work on time.
Innovative thinking
LEVEL 1: Open to creative ideas/known risks, is a practical problem solver and makes improvements.
Continuous learning
LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes and asks for feedback.
Adapt with agility
LEVEL 1: Adapts to change, deals constructively with ambiguity and uncertainty, and is flexible.
Act with determination
LEVEL 1: Demonstrates determination and motivation, remains calm in the face of adversity, and is confident.
Engage and partner
LEVEL 1: Demonstrates compassion and understanding toward others, forming positive relationships.
Promoting Diversity and Inclusion
LEVEL 1: Values and respects differences, is aware of unconscious biases and confronts discrimination.
Multifunctional and technical skills
Business Direction and Strategy – Strategic Thinking
• Develop effective strategies and prioritized plans aligned with UNDP’s mission and objectives, based on a systemic analysis of potential challenges, opportunities and risks; connect the big picture with reality on the ground to create tangible and targeted solutions; learn from diverse sources to anticipate and respond effectively to current and future trends; demonstrate foresight.
Business Direction and Strategy – Systems Thinking
• Ability to use objective problem analysis and judgment to understand how interrelated elements coexist within an overall process or system, considering how changing one element may impact other parts of the system
Business Development – Knowledge Generation • Ability to research information and transform it into useful knowledge that is relevant to the context or responds to a specific need. Ability to apply existing concepts to new situations and develop new concepts to generate viable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in dealing with new situations.
Business Management – Project Management
• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific objectives.
Agenda 2030: Peace – Rule of Law, Security and Human Rights
• Access to Justice.
Agenda 2030: Peace – Rule of Law, Security and Human Rights
• Effective Justice Sector Institutions
Administration and Operations – Event Management (Including Retreats, Trainings and Meetings)
• Ability to manage events, including location identification, accommodations, logistics, catering, transportation and cash disbursements, among others.
Required skills and experience
Minimum Education Requirements:
• Completed High School Diploma (Secondary Education) is required.
• University Degree (Higher Education) in Business Administration, International Relations, Communications, Social Sciences or related fields will be given due consideration, but is not a requirement.
Minimum years of relevant professional experience:
• Minimum of 7 years (for High School) or 4 years (for Bachelor’s Degree) of experience with ceremonial activities, including operational preparations of structure, strategies and dissemination actions, reception and management of participants and preparation of various materials for the execution of events is required.
Required skills:
• Ability to use information technology
• Knowledge of the office package.
Desired skills, in addition to the skills covered in the Skills section:
- At least 3 years of work experience with public authorities, especially in the area of Justice;
- At least 4 years of work experience organizing events or official missions;
- Experience with contract management and service provision;
- Experience in developing institutional partnerships and working with multiple stakeholders; and
- Experience with organization, recording information, producing reports and other documents for management.
Required languages:
• Fluency in Portuguese is required.
• Basic knowledge of English will be considered an asset.
Equal Opportunities
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures in which we operate. As such, we invite all qualified candidates from diverse backgrounds to apply for the various positions within our organization. Our hiring decisions are based on merit and suitability for the position, without discrimination of any kind.
UNDP is also committed to creating an inclusive work environment where all employees are empowered to contribute to our mission, are valued, can thrive, and benefit from opportunities open to all.
Sexual harassment, exploitation and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination, or abuse of authority. Therefore, all selected candidates undergo rigorous screening and are expected to adhere to our 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 keep resumes received and consider candidates for other similar UNDP positions at the same level and with similar job descriptions, experience requirements, and academic background.