Event Planning Administrative Assistant
Share
Job Location:
Monthly Salary:
Posted on:
3 days ago
Vacancies:
1 Vacancy
Job Summary
OVERVIEW
Parent Sector:Division for Conferences Languages and Documents (CLD)
Duty Station:Paris
Job Family:General Administrative Support
Type of contract:Non Staff
Level:Level 3
Duration of contract:From 1 to 6 months
Recruitment open to:External candidates
Application Deadline (Midnight Duty Station Time):11/12/2025
UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
The Event Planning Unit of the United Nations Educational Scientific and Cultural Organization (UNESCO) is seeking a dedicated and motivated Event Planning Administrative Assistant to join a small dynamic team as a full-time staff member for 6 months.
The Unit serves as the central point of contact for all event organization requests at UNESCO Headquarters handling submissions from the Secretariat Member States partners and external entities. The Unit plays a crucial role in ensuring the efficient implementation of events by managing over 1000 requests annually which include meetings conferences cultural activities and catered functions. Key responsibilities encompass space reservations feasibility assessments cost estimates management of administrative procedures and official correspondence.
This position offers a valuable opportunity to contribute directly to the execution of UNESCOs programmes and the promotion of its headquarters venue spaces to event organizers. The successful candidate will provide comprehensive administrative and operational support for event-related tasks contributing to the delivery of a busy schedule of daytime and evening events. The ideal applicant will demonstrate strong customer orientation commercial awareness to enhance income generation through venue hire and advanced IT proficiency particularly with Word and Excel as well as experience in event management. Organizational excellence outstanding communication skills at all levels and the ability to remain confident proactive and composed under pressure are essential. Given the breadth of this role it presents an exceptional opportunity for a motivated individual with a proactive attitude who is eager to develop a wide range of skills and pursue a rewarding career in event management.
This role is tasked with ensuring the effective execution of numerous events primarily by supporting the development and expansion of the commercial hire business. Essential responsibilities include delivering thorough administrative and operational assistance monitoring request progress and associated data disseminating event details to support internal collaboration overseeing official communications and upholding exemplary standards of client service.
Long Description
Long Description
Main responsibilities:
Information and Marketing
- Respond to event-related inquiries via phone and email by providing accurate information about organizing events at UNESCO Headquarters including rates rules and procedures deadlines and applicable terms and conditions.
- Welcome prospective clients and organize site visits for the spaces offered by UNESCO.
- Identify and recommend event packages prepare preliminary cost estimates using UNESCOs pricing tool.
- Contribute to the creation of marketing materials such as brochures flyers internal communications and direct messages to clients.
Administration
- Ensure that application files are complete for review by internal services.
- Manage approval procedures (compliance of the activity with UNESCOs mandate and due diligence).
- Monitor the status of requests.
- Oversee the annual event list by gathering information and ensuring daily updates; share this list weekly with targeted audiences.
- Handle official correspondence (in/out records and tracking) and draft and distribute official responses in both French and English.
Remuneration
Monthly remuneration of 2830 (subject to the payment of social security contributions applicable in France). The social security contributions owed by the employee may need to be deducted from this amount. The contributions or payments owed by the Organisation for social security are not included in this amount.
COMPETENCIES (Core / Managerial)
-
REQUIRED QUALIFICATIONS
University degreeand at least two years experience in event management
Working knowledge of MS Word Excel Outlook Teams and Internet
Long Description
DESIRABLE QUALIFICATIONS
Understanding of event planning
Strong general knowledge
Knowledge of technical equipment related to events
Sales and marketing skills
Long Description
BENEFITS AND ENTITLEMENTS
Rename theBENEFITS AND ENTITLEMENTStitle toAPPLICATION PROCESS and use additional sections if required to add other relevant information.
Otherwise you can delete this section.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice and may include tests and/or assessments as well as an interview.
UNESCO uses communication technologies such as video or teleconference e-mail correspondence etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
Footer
UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution as well as gender parity among its staff members in all categories and at all grades. Furthermore UNESCO is committed to achieving workforce diversity in terms of gender nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Please note that UNESCO is a non-smoking Organization.
Key Skills
- Generator
- Accomodation
- Football
- Advertising
- Architectural Design
About Company
UNESCO is the United Nations Educational, Scientific and Cultural Organization. It seeks to build peace through international cooperation in Education, the Sciences and Culture. UNESCO's programmes contribute to the achievement of the Sustainable Development Goals defined in Agenda 20 ... View more
