Consultancy

Consultant to administrate IPU's registration service (minimum of 10 to 12 weeks per year)

The Inter-Parliamentary Union (IPU) is the global organization of national parliaments. It was founded more than 130 years ago as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 179 national Member Parliaments and 13 regional parliamentary bodies. It promotes democracy and helps parliaments become stronger, younger, gender-balanced and more diverse. It also defends the human rights of parliamentarians through a dedicated committee made up of MPs from around the world.

Twice a year, the IPU convenes over 1,500 parliamentary delegates and partners in a world assembly, bringing a parliamentary dimension to global governance.
Objective and scope of the work: the IPU is looking for a Registration Consultant who will oversee the smooth operation of the Registration Service, at each of the IPU Assemblies, prepare the List of Participants to be published online, as well as operate the IPU Event Registration System (ERS) and respond to delegation coordinators questions and queries.

The Registration Consultant will receive training in the operation of the ERS and will shadow the current incumbent who is retiring at the end of 2021. The Consultant will assume full responsibility of the Registration Service as of the 144th Assembly (March 2022).

Organizational setting and reporting relationships:

This consultancy is opened to candidates willing to commit themselves for a minimum period of three to five years.

The Registration Consultant will work under the authority of the Director of the MPER Division. S/he will assist the Conference Services Officer as well as other Secretariat members in the preparation of the List of Participants, operation of the Event Registration System (ERS). S/he will supervise the Registration Desk, at IPU Assemblies (two per year) and other large events.


Key deliverables:

The Registration Consultant will assist the Conference Services Officer and the MPER Division with the following deliverables:

  • Prepare the List of Participants, based on information entered by delegations in the Event Registration System (ERS). 
  • Review and correct the information in the ERS back-end.
  • Follow-up with delegation coordinators to ensure that the List of Participants published online is accurate and contains all the required information (parliamentary titles, IPU office-holders’ details, political parties, etc.). 
  • Extract from the ERS statistics and other data-related material, as requested by those Programmes tracking criteria, such as gender, age, political party representation, etc.
  • Respond to registration related queries.
  • Maintain an established electronic filing system.  Keep or destroy files in accordance with an approved retention schedule. 
  • Work closely with Secretariat staff to ensure that parliaments who are in arrears and wish to register for an IPU event are aware of their rights.
  • Prepare correspondence for the Director relating to registration issues, in respect of IPU statutory provisions. 
  • Oversee the smooth operation of the IPU Registration desk (6 to 10 staff), both in Geneva and at locations abroad.
  • Advise on the preparation of the identity badges and check them before issuing to delegates.
  • Ensure that Registration Desk staff are trained to welcome and receive IPU delegates from around the world.
  • Any other deliverables as may be deemed necessary.

Work implies frequent interaction with the following:

  • Division for Member Parliaments and External Relations
  • Secretariat staff in general
  • Parliamentary staff and members of parliament

Results expected: High quality outputs, speedy delivery of services, accurate List of participants, well-functioning Registration service.

Contract length and remuneration: As a minimum, two 5-week contracts per year (March/April and September/October), if the IPU organizes other large events, there would be a third contract of the same period.  Maximum number of weeks 12 to 15 weeks per year.

This consultancy is offered at a rate of pay of 300.- CHF to 340.- CHF per day, depending on experience.

Required competencies:

  • Education: High school or equivalent diploma
  • Language: A perfect command of written and spoken English and French, knowledge of other UN languages an advantage.
  • Experience: At least 2 years of work experience in a similar or relevant field.
  • Other skills: Fully proficient in Microsoft package, in particular Word and Excel

Status of employment

The consultant will have the status of an external collaborator.

Location: the position will be based in Geneva.  However, it is expected that the Registration Consultant will work primarily offsite.  When an Assembly is held abroad, the Registration Consultant would be expected to travel to the city where the event is taking place.

How to apply

Applications should be addressed to the:

Director, Support Services
Inter-Parliamentary Union
5, chemin du Pommier
Case postale 330CH-1218 le Grand-Saconnex, Switzerland
Tel.:        +41 22 919 41 50
Email:     [email protected]

Applications should be received on or before 15 August 2021. In order to ensure prompt and efficiency processing of your application, you are required to provide, along with your curriculum vitae, a detailed covering letter explaining how you meet each of the requirements of the position with concrete examples.

Subject line: Registration Consultancy

Applicants will be contacted only if they are under serious consideration. Applications received after the deadline will not be accepted.

Deadline: