Senior Conference Support Assistant
Dakar
- Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
- Location: Dakar
- Grade:
-
Occupational Groups:
- Administrative support
- Conference Services
- Closing Date: 2025-05-05
OVERVIEW
Parent Sector : Field Office
Duty Station: Dakar
Job Family: Communication and Information
Type of contract : Non Staff
Level : 3
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Paris Time) : 05-MAY-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
ONLY CANDIDATES WHO ARE ENTITLED TO WORK IN SENEGAL CAN APPLY
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the authority of the Director of UNESCO Regional Office for West Africa, and the direct supervision of the Head of Communication and Information Sector, the Senior Conference Support Assistant is responsible for providing administrative, logistical and operational support to the organization of the Regional Conference on Information Integrity in West Africa and the Sahel (3-5 September 2025).
The incumbent assist in the proper planning, operational execution, and technical follow-up of the conference, including the integrated sessions, panels, and ceremonies, in close collaboration with service providers and members of the coordination team. The position of Conference Support Assistant correspond to the grade SC06 1 of the service contract scale.
In this context, the Conference Support Assistant will be responsible for:
Long Description
Pre-Conference
- Planning, attending and drafting meeting minutes, and follow up change requests.
- Assist with the online registration process, including data entry in the registration platform, maintain accurate and up to date registration lists, handling travel arrangements, and providing first level assistance to registrant inquiries.
- Follow up with experts/speakers/presenters to confirm participation, collect presentation materials (abstracts, slides), and assist with travel and accommodation arrangements.
- Assist in liaising with the organizers for conference venue setup, catering requirements, audio-visual equipment, and other logistical details.
- Prepare conference materials such as name badges, programs/agendas (both print and digital), signage, attendee packets, and promotional items.
- Assist with drafting and distributing email communications to attendees, speakers, and stakeholders. Support social media promotion efforts.
- Assist in coordinating with interpreters, sessions/panels organizers, for the smooth planning of the conference segments.
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Long Description
During Conference
- Manage the registration and check-in desk, coordinate volunteers, provide information, distribute materials, and address any immediate issues.
- Provide on-site logistical support to ensure smooth event flow, including room monitoring, audio-visual assistance, and resolving unexpected problems.
- Assist speakers with their technical needs during presentations and provide general support.
- Respond to attendee inquiries and provide directions or other necessary information.
Post-Conference
- Assist in preparing the conference report and other outcome documents.
- Assist with drafting and sending thank you emails to speakers, partners, attendees, and volunteers.
- Organize and archive conference materials (presentations, documents, photos) for future reference.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Minimum of a two-year post-secondary diploma (equivalent to a BAC+2) in event management, communication, marketing or other related fields.
WORK EXPERIENCE
- At least 8 years of professional experience in event coordination, including technical planning, production follow-up, service provider coordination, and deadline management.
SKILLS
- Excellent planning and organizing skills
- Ability to manage multiple tasks simultaneously in a dynamic environment
- Capacity to work under pressure, especially during peak activity periods or last-minute changes
- Flexibility and availability to work non-standard hours, evenings, or weekends, depending on operational needs
- Strong communication and negotiation skills
- Proficiency in digital tools for event tracking and planning
- Strong client- and solution-oriented mindset: ability to understand needs, respond effectively
- Good communication and diplomacy skills to resolve issues respectfully and tactfully
- Team spirit and active collaboration with fellow team members
TECHNICAL KNOWLEDGE
- Proficiency in Microsoft Office (Excel, Word, Teams)
- Familiarity with event management system is an asset
LANGUAGE
- Excellent knowledge of French or English and good working knowledge of Portuguese.
BENEFITS AND ENTITLEMENTS
The benefits include, inter alia, 2.5 days' annual leave per month of service, a contribution of 5% and 10% of the monthly salary paid in supplement by the Organization, respectively for health insurance and pension, upon presentation by the person concerned of proof of membership to a private pension and/or insurance scheme.
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 a competency-based 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.
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UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.