Events Support Consultant
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. We are currently seeking to fill an Events Support Consultant position in the INKA division, based in Munich, Germany.
Brief description of WFP Innovation Accelerator, INKA:
The World Food Programme (WFP) is the United Nations frontline agency fighting hunger. WFP reaches more than 100 million people every day – delivering food assistance in emergencies and working with smallholder farmers, communities, and governments to improve nutrition and build resilience.
The WFP Innovation Accelerator was named by Fast Company as Most Innovative Non-Profit Organization 2021 for its work in identifying, nurturing, and scaling disruptive start-ups and innovations to end global hunger. Based in Munich, Germany, the Innovation Accelerator provides WFP employees and start-ups with funding, hands-on support, and access to WFP’s global operations. Through the Accelerator, WFP is leveraging unprecedented advances in digital innovation – such as mobile technology, artificial intelligence, and blockchain – and new business models to transform the way it serves vulnerable communities across the world. In 2021, Accelerator supported innovations that positively impacted the lives of 9 million people globally. Most recently, the Accelerator runs programs for external partners such as the Bill & Melinda Gates Foundation and others.
More information here: http://innovation.wfp.org and https://youtu.be/OnKkQlRdh2c
The purpose of this job is to provide support in all administrative aspects of the Innovation Accelerator events (both in person and virtual) which are the backbone of our operations.
General Information:
- Job title: Events Support Consultant
- Unit: Innovation Accelerator, Innovation and Knowledge Management Division (INKA)
- Country: Germany
- Duty Station: Munich
- Initial contract duration: 5 months (extendable)
- Expected Start Date: 01.12.2022
KEY ACCOUNTABILITIES (not all-inclusive)
The Events Support Consultant will report to the Head of Business Operations and is expected to:
1. Support in person and virtual Innovation Bootcamps/Events through the handling of administrative and business support tasks:
- Support the administrative aspects of event planning, organization, procurement and logistics with relevant team members and external vendors;
- Handle travel and visa arrangements, and hotel bookings, as required;
- Take an active role in the support invitation and guest management;
- Support the set-up of rooms and event spaces;
- Set-up and ensure functionality/fluidity of technical aspects of virtual events, webinars and meetings (utilizing the most up to date Zoom functionalities – including set up of rooms, break out rooms, webinars);
- Plan and handle invitations to virtual multi-day activities like bootcamps/workshops and invitations to events;
- Support the organizing and conducting of briefs, training and rehearsals to ensure all participants are prepared for in person and virtual events, as applicable;
- Draft documentation and process on the administrative and technical elements for the planning and implementing of virtual activities and events;
- Work closely with internal teams on executing hybrid events and workshops;
- Support event facilitation, as applicable;
- Build and maintain effective and positive relationships and communications with events agencies, vendors and clients and internal stakeholders in WFP.
2. Support Office Coordination through the handling of administrative and business support tasks for the physical and virtual office:
- Support the smooth operation of the office including the office set-up (rooms, furniture, office services, supplies);
- Support the use of technology tools, as applicable;
- Drive administrative and business support tasks for the smooth running of events in the office, such as procurement of items, services, identification of vendors, coordination of external vendors, etc.;
- Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources;
- Provide revision and proof-reading services for standard documents, to contribute to the development of accurate documentation;
- Gather information with clear direction to support the drafting of documents and preparing reports by other staff;
- Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to clients;
- Identify simple discrepancies in statistics and data, such as missing information, and report to senior staff in order to support clients to deliver their work;
- Take responsibility for data integrity to facilitate availability of accurate information in corporate systems;
- Provide guidance on routine business support methods and practices to junior colleagues to ensure services are delivered consistently and to the required standards;
- Work with a variety of individuals, taking on feedback where appropriate to assist in business support delivery for staff;
- Work collaboratively with the whole business operations team in the Accelerator and continuously strive to improve operations.
3. Ensure the maintenance of office files, documents, and records in accordance with established systems and processes so that information is current and readily available for staff and function.
4. Explore ways to consistently be more efficient and accurate in events-related areas of work and share new methods of work with colleagues.
5. Support the overall Innovation Accelerator operations:
- Provide analysis & content preparation (data on projects, PowerPoint presentations, briefs, etc.) for corporate priority topics and management meetings;
- Participate and carry out discussions with colleagues in other divisions or external stakeholders on topics related to innovation;
- Support other core processes of the Innovation Accelerator (e.g. innovation sourcing; innovation services; sprint programme; scale-up enablement; knowledge management, and thought leadership) as required;
- Support the Head of the Innovation Accelerator and the Director of Innovation and Knowledge Management with any other activities as required.
STANDARD MINIMUM QUALIFICATIONS
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Education: |
Bachelor’s degree. Master’s degree is a plus |
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Experience: |
At least 2 years of progressively responsible international experience in events and/or support services. |
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Languages: |
Fluency in oral and written English and German is mandatory. Knowledge of another official UN language (Arabic, Chinese, French, Russian and Spanish) or Portuguese (one of WFP’s working languages) is considered advantageous. |
REQUIRED SKILLS | WFP COMPETENCIES
- Knowledge of standardized business support work routines and methods in order to complete processes under minimal supervision.
- Experience in planning, coordinating, and management of international in person, virtual, and hybrid mid-size/large meetings/events.
- Proficient in the use of office equipment and advanced usage of computer software packages, such as Microsoft Word, PowerPoint, Excel, Slack and Zoom.
- Significant experience in office management/coordination in an international company/organization.
- Uses tact and courtesy to give and receive information with a variety of individuals.
- Good attention to detail in order to manage multiple tasks in parallel and support event planning and implementation.
- Ability to work to deadlines and follow clear instructions.
- Strong written and verbal business communication skills in German and English.
- Experience in working in a fast-paced and international environment.
- Team player as well as ability to work independently and drive individual activities with your own initiative.
- General knowledge of UN system administrative policies, rules and regulations and procedures in the area of administration is a plus.
- Collaborative spirit, able to partner with a wide range of people at all levels and across different cultures and to act with credibility and diplomacy.
- Fully committed and motivated to achieve the aims of the UN World Food Programme.
TERMS AND CONDITIONS
WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.
Please visit the following website for detailed information on working with WFP: http://www.wfp.org
Click on: “Our work” and “Countries” to learn more about WFP’s operations.
DEADLINE FOR APPLICATIONS
Closing Date: 5 October 2022
VA Reference number: 173623
Female applicants and qualified applicants from developing countries are especially encouraged to apply. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
