Stakeholder Engagement and Event Coordination (EU-Pacific Business Forum)

Result of ServiceEXPECTED OUTPUTS AND TIMELINES / RESULT OF SERVICE 1. Stakeholder Engagement a) Stakeholder Mapping Report: Comprehensive identification and profiling of stakeholders (e.g., policymakers, businesses, regional organizations, sponsors), including interest mapping and engagement priorities. b) Outreach & Mobilization Plan: Tailored outreach strategy with timelines, communication tools (emails, calls, meetings), and follow-up mechanisms to ensure stakeholder participation and sponsorship. c) Confirmed Participation & Sponsorship List: Updated and validated list of confirmed attendees, high-level speakers, sponsors, and partners with roles and contact details. d) Speaker Briefing Kits & Session Outlines: Drafted briefs, speaker notes, and session outlines aligned with Forum objectives and validated with ITC and EU partners. e) Business Interest Matrix: Database of business profiles highlighting trade and investment interests to support effective B2B and B2G matchmaking. f) B2B/B2G Integration Plan: Structured plan linking B2B/B2G meetings to policy sessions and exhibitions, ensuring a cohesive participant experience. 2. Event Logistics Coordination a) Logistics & Operations Work Plan: Detailed action plan covering all event logistics (venue, accommodation, transportation, AV, catering, sustainability), with clear roles, responsibilities, and timelines. b) Participant Logistics Tracker: Real-time tracking system for registrations, accommodation, travel sponsorships, and other logistical details. c) Forum Materials & Branding Package: Coordination and delivery of printed/digital materials (e.g., signage, agenda, name badges, banners), in line with branding guidelines. d) Exhibition & Booth Management Plan: Layout, setup, and supervision of promotional stands and exhibition spaces in coordination with local partners. e) Vendor Management File: Consolidated documentation of all contracted service providers with deliverables, timelines, and compliance requirements. f) Issue Resolution Log: On-site tracking and resolution of logistical and operational issues, including protocol support and bilateral meeting coordination. e) Advisory Support for B2B/B2G Meetings: On-demand guidance and coordination for participants engaged in matchmaking activities, ensuring meaningful outcomes. Work LocationHome -based in Fiji or close area Expected durationasap until 05.09.25 Duties and ResponsibilitiesDESCRIPTION OF DUTIES/RESPONSIBILITIES The Consultant will work under the direct supervision of Programme Manager and overall guidance of Chief of Section. Duties and Responsibilities 1. Stakeholder Engagement • Identify stakeholders, key partners, policymakers, businesses, regional organizations and sponsors to support and participate in the Forum in close coordination with ITC HQ and the EU Delegation, map their interests, and design tailored outreach strategies in alignment with ITC HQ and the EU Delegation priorities. • Follow up to mobilize participants and secure confirmations and commitments from stakeholders, sponsors, and partners through, among others, meetings, phone and email correspondence, promotional materials. • Support the identification and confirmation of high-level speakers and moderators; the drafting and coordination speaker briefings and session planning. Provide inputs to compelling content for session outlines, panel briefings, and concept notes in line with Forum objectives. • Collaborate with business organizations (e.g. FCEF, EABC ) to support B2B and B2G outreach, collect and analyze company profiles and business (trade and investment) interests. • Ensure linkages between B2B meetings and other Forum components including policy panels and promotional stands. 2. Coordination of Event Logistics • Maintain a regional presence to facilitate on-the-ground coordination with ITC and local service providers incl. hotel accommodation, event venue, protocol etc. • Collaborate closely with ITC event leads and communications teams for logistical planning and implementation. • Assist with scheduling, registration, accommodation arrangements, travel sponsorship (where applicable), and on-site support. • Coordinate editorial, production, printing, shipping, and digital dissemination of Forum materials (e.g., signage, programme, name badges). • Support the local events management company with the setup and management of promotional stands and exhibition spaces. • Liaise with vendors for AV, catering, transportation, and venue setup, ensuring compliance with UN standards and sustainable practices. • Provide real-time issue resolution and coordinate special segments such as bilateral meetings and side events. • Provide advisory support and guidance to participants during B2B and B2G meetings. Copyright Clause: The consultant has to ensure that she has obtained the necessary permissions with regard to intellectual property rights required to perform her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the consultant shall request the prior written permission from ITC. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. Qualifications/special skillsGraduate degree in business management, administration, economics, communication or related field. Extensive relevant experience may be accepted in lieu of the university degree. • Minimum 5 years of experience in international event coordination and/or stakeholder mobilization. • Proven track record of organizing high-level, multi-stakeholder forums or conferences involving public and private sector actors, including logistical planning and on-site delivery. • Demonstrated experience in engaging and mobilizing diverse stakeholders—such as government representatives, business leaders, development partners, and sponsors—across international contexts. • Experience working in or with the Pacific region or Small Island Developing States (SIDS) , particularly in trade, investment, or economic development initiatives. • Experience working with and supporting the private sector in the Pacific, excellent knowledge of business challenges and requirements. • Familiarity with donor-funded projects, particularly those supported by the EU is desirable, and ability to navigate institutional communication and coordination protocols. • Experience preparing briefing documents, session concept notes, and promotional materials for events targeting international audiences. LanguagesProficiency in English. Knowledge of another UN official Language is desirable. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.