Event Planning Associate (Part-Time, 60%)

Job Title: Event Planning Associate (Part-Time, 60%)

Organization: UNDP

Job Identification: 13403

Location: Belgrade, Serbia

Apply Before: 09/15/2023, 06:59 AM

Degree Level: Secondary School Leaving Certificate

Job Schedule: Part time

Grade: NPSA-7

Vacancy Type: National Personnel Service Agreement

Practice Area: Governance

Bureau: Regional Bureau for Europe and the CIS

Contract Duration: 6 months

Education & Work Experience: Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience

Required Languages: English and Serbian

Vacancy Timeline: 2 Weeks

Mobility required/no mobility: no mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.  

Project Description

UNDP responds to the global challenge of developing institutions and processes conducive to development. These institutions and process should be responsive to the needs of ordinary citizens, including the poor, and should promote transparency of political process and accountability of holders of public offices to its electorate. UNDP helps countries strengthen electoral and legislative systems, improve access to justice and public administration and develop a greater capacity to deliver basic services to those most in need. Through its programmes, UNDP brings people together, fostering partnerships and sharing ways to promote participation, accountability and effectiveness at all levels. Good governance has 8 major characteristics: participatory, consensus oriented, accountable, transparent, responsive, effective and efficient, equitable and inclusive and follows the rule of law. UNDP’s programming in this area contributes to Goal 16 of the Agenda 2030, providing support to governments to integrate the SDGs into their national development plans and policies. Within this broad context, UNDP’s specific niche lies in supporting institutions for engaging in open practices, embracing data-driven decision making and higher civic engagement as means to transform governance. 

In 2018, the Prime Minister’s Cabinet, with the support of the Government’s Office for IT and e-Government, created the Serbia Creates platform as a new way of presenting Serbia to local and international audiences. A positive, affirmative and outward-looking platform, Serbia Creates affirms that Serbia’s creativity, innovation and inventiveness are the country’s most compelling selling points, and that Serbian Creativity is the value-add of any project, investment, trade, tour or educational course undertaken in the country. 

In scope of the support to the government counterpart, UNDP will therefore engage an Event Planning Associate, to support the Serbia Creates team within tin the Cabinet of the Prime Minister to further develop and strengthen its capacities to implement various events, develop new communication projects and campaigns and to administer the existing initiatives, in line with the overall Platform’s strategy and goals. 

Duties and Responsibilities

The Event Organization Associate is responsible for providing efficient services and advice to the Cabinet of the Prime Minister of the Republic of Serbia. His/her primary responsibility is to conceptualize, coordinate, and implement event production and organization support, visibility and outreach related issues envisaged for the purpose of effective and efficient implementation of events related to project activities, to the required standard of quality and within the specified constraints of time and cost.

• Ensure organization and coordination of Project related events.
• Contributing to the delivery of project activities related to event planning, organization and outreach.
• Implement event outreach workplan; as well as provide recommendations on new feasible solutions for increasing overall visibility of the Projects’ activities.
• Drafting and distributing event announcements; arranging visits to events for journalists, press releases, follow-up to journalists’ request for additional information etc. in relation to the events.
• Administrative and logistic support to event management.
• Maintenance of event calendars with regular updates.
• Support timely and appropriate handling of all enquiries and complaints, if and when they occur, in relation to organized/planned events.
• Participation at meetings in relation to conceptualization, coordination, and implementation of event production and organization support, visibility and outreach related issues.
• Support the Prime Minister’s Cabinet by ensuring timely and accurate exchange of information.
• Establish and maintain effective partnerships between the Prime Minister’s Cabinet and other government agencies, business community, international organizations, private sector and other relevant partners within the creative industries sector.
• Coordinate the outreach activities and dissemination of a wide range of information and promotional materials to inform all stakeholders and promote Projects’ activities.
• Performing other duties as required by the superior, in relation to conceptualization, coordination, and implementation of event production and organization support, visibility and outreach related issues.

 Institutional Arrangement

Under the guidance and direct supervision of the Technical Advisor for Creative Industries and Tourism, the Event Planning Associate conceptualize, coordinate, and implement event production and organization support. The Event Planning Associate promotes a client-oriented approach.

The Event Planning Associate works in close collaboration with the Programme, Operations and project staff of the Country Office, as required.  

Competencies 

Core competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross Functional and Technical competencies:

• Digital and Innovation-Data Storytelling and communication     
• Skilled in building a narrative around a set of data and its accompanying visualizations to help convey the meaning of that data in a powerful and compelling fashion.
• Digital and Innovation- Behavior change communication/communication for development
• Knowledge of appropriate digital communication methodologies for development and behavior change, and ability to apply them practically.
• External relations and advocacy- Event planning and execution 
• Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP's overall brand and mandate.
• External relations and advocacy- Public relations             
• Ability to build and maintain an overall positive public image for the organization, its mandate, and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public.
• External relations and advocacy- Graphic design              
• Ability to communicate visually and create appealing UNDP graphic products.
• External relations and advocacy-Media Relations             
• Ability to develop media relations across all aspects of media work including relationships with media and preparing media materials such as messages.
• External relations and advocacy- Social Media management       
• Ability to represent and promote the UNDP brand in virtual communities and networks.

Required Skills and Experience 

Education:

• Secondary education.
• Bachelor's degree in economy, law, public affairs and other related fields will be given due consideration.

Experience:

• Minimum 7 years (with secondary education) or 4 years (with Bachelor's degree) of relevant experience in event organization, public relations and administration.

Languages:

• Fluency in English and Serbian (written and spoken) is required.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems.
• Ability to handle several events at the same time.
• Basic knowledge in graphic design.

Desired skills:

• Experience in organizing large scale events will be an asset.
• Familiarity with the hospitality industry will be an asset.
• Experience in cooperation with the public sector will be an asset.

Disclaimer 

Applicant information about UNDP rosters 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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