Event Planning Administrative Assistant

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)

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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

SELECTION AND RECRUITMENT PROCESS

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