RCC Asia-Pacific was established in Bangkok, Thailand in September of 2015 by UN Climate Change and the Institute for Global Environmental Strategies (IGES). UNFCCC, through the RCC Asia Pacific, is responsible for the forum organization, including logistical planning and delivery, stakeholder coordination, partner engagement, and post-event follow-up. Given the scale and ambition of the forum’s inaugural edition, dedicated coordination capacity is required to support the RCC team across the preparatory and delivery phases of the event.

Purpose

The purpose of this assignment is to provide day-to-day coordination and reporting support to the RCC Asia-Pacific team across the Asia ACT programme, ensuring coherent tracking of activities, timely internal and donor reporting, and effective coordination among the programme’s workstreams, country engagements, and partners.

Specifically, the assignment aims to:

Support coordinated planning and tracking of activities across all workstreams under the Asia ACT programme, ensuring visibility of progress, dependencies, and risks for the programme team.
Maintain and consolidate programme reporting, including inputs to donor reporting requirements and internal project management reporting.
Coordinate internal and external meetings, including preparation of agendas, minutes, and follow-up on action points.
Support coordination of country-level engagement activities across the participating countries, working with regional experts and country focal points.
Maintain programme documentation, knowledge products, and information management systems to support institutional memory and cross-team access to programme materials.
Provide logistical and coordination support for programme events, including the Asia ACT Forum, regional workshops, and partner meetings, as part of the broader coordination function.
Tasks

Under the direct supervision of the RCC Asia Pacific Team Lead, the contractor will be responsible for the following, delivered in coordination with the project team from the UNFCCC secretariat, both from the RCC Asia Pacific team and other relevant substantive divisions:

1. Programme coordination and workplan tracking: Maintain a consolidated Asia ACT workplan and tracking system across all workstreams (country support, capacity building, private sector engagement, and the Forum). Flag risks, delays, and dependencies to the programme team on an ongoing basis and support course-correction discussions.

2. Donor and management reporting: Compile and draft inputs for periodic narrative and financial reporting to the donor and UNFCCC, consolidating contributions from workstream leads and regional experts. Track reporting deadlines and ensure timely submission of required deliverables under the Sequoia grant agreement.

3. Meeting coordination and follow-up: Organize and support internal team meetings, partner coordination calls, and stocktaking meetings, including agenda preparation, scheduling, minute-taking, and tracking of follow-up actions to closure.

4. Country engagement coordination support: Support regional experts in coordinating country-level engagement activities, including scheduling of missions, consolidation of country landscape assessments and mission reports, and maintenance of a country engagement tracker across the participating countries.

5. Partner and stakeholder liaison: Serve as an operational point of contact for programme partners, including relevant global and regional partners, on coordination matters not requiring senior technical engagement. Maintain a partner and stakeholder contact tracker.

6. Knowledge management and documentation: Maintain a central repository of programme documents, knowledge products, and templates. Support version control and accessibility of materials including publications, presentations, and technical outputs produced across the programme.

7. Event and forum coordination support: Provide logistical and operational coordination support for programme events, including the Asia ACT Forum, working alongside the programme team on venue, participant, and agenda logistics as required.

8. Communications coordination support: Coordinate with the communications function to ensure programme visibility materials, updates, and outputs are aligned with the overall Asia ACT workplan and donor visibility requirements.

9. Performs other functions as may be required.

Outputs and deliverables

1. Programme workplan tracker and onboarding

Establish a consolidated Asia ACT workplan and tracking system covering all workstreams. Conduct onboarding meetings with workstream leads and regional experts to map ongoing activities, upcoming milestones, and reporting requirements.

2. Country engagement tracker and mission coordination support

Establish and populate a country engagement tracker that covers mission scheduling, landscape assessments, and follow-up actions across participating countries.

3. Forum agenda package and session briefs

Finalize the forum agenda in coordination with session leads and the programme team. Produce a full session brief package, including speaker and moderator preparation materials, a run-of-show document, and a side event schedule. Share with co-organizers and partner institutions for review.

4. Forum coordination support

Provide logistical and coordination support for the ACT Forum, including developing a comprehensive forum logistics workplan covering all operational requirements (venue, AV, catering, interpretation, transportation, accommodation) and delivering procurement processes for all primary contracted services. Compile a programme status report summarising activity progress, risks, and reporting status across workstreams.

5. Forum delivery and on-site management

Deliver the Asia ACT Forum, including management of all on-site logistics, supplier coordination, VIP and participant reception, and real-time troubleshooting. Produce a concise on-site management report for programme records.

6. Post-forum documentation and financial reconciliation

Compile participant attendance data and post-event survey results. Provide logistics inputs to the forum proceedings report. Support financial reconciliation of all forum expenditures and contribute to any partner-facing post-event reports required under the donor grant.

7. Logistics and coordination support for direct country engagement

Provide logistics and coordination support for the project team delivering direct country support, including for country missions as may be required.

8. Meeting and reporting cycle established

Establish a meeting and reporting calendar aligned with donor and UNFCCC requirements. Set up meeting coordination and minute-taking processes for team and partner meetings. Compile consolidated inputs from workstream leads for the first periodic report within the assignment period.

9. Knowledge repository and partner tracker operational

Establish a central knowledge repository for programme documents and templates. Establish and populate a partner and stakeholder contact tracker. Support coordination of partner meetings, including agenda, minutes, and action tracking.

Timeframe

The contract is expected to commence as soon as possible, for a duration of six months, with the possibility of extension.

Location and Places of Travel

Services are to be provided primarily on-site at RCC Asia-Pacific’s office in Bangkok, Thailand. The contractor is expected to be available in Bangkok for the duration of the assignment and for key preparatory milestones, including site visits and partner meetings. Limited travel to partner or co-organizer locations may be required; all travel will be agreed in advance with the Regional Lead, RCC Asia-Pacific.

Supervision

The coordinator will work under the direct supervision of the RCC Asia Pacific Regional Lead, including performance and administrative issues. The coordinator will be hired as a consultant and is not considered an employee of the UNFCCC secretariat. The coordinator will receive the required IT, office, and administrative support from the respective RCC partner.

Requirements

At least seven (7) years of experience in event operations, conference management, or programme coordination, with demonstrated experience managing large-scale international or intergovernmental events.
Proven experience coordinating multi-stakeholder events involving government, UN agencies, international organizations, private sector, and civil society participants, including high-level or ministerial delegations.
Strong organizational and project management skills, with the ability to manage multiple workstreams simultaneously, maintain detailed tracking systems, and meet tight deadlines.
Experience in procurement and vendor management, including contracting for venue, AV, interpretation, and hospitality services, preferably within a UN or intergovernmental context.
Demonstrated ability to manage participant engagement processes, including invitation management, registration systems, and travel and accommodation coordination for large-scale events (200+ participants preferred).
Familiarity with the UNFCCC processes, climate change policy, or the broader sustainable development landscape, particularly as it relates to the Asia-Pacific region. Experience working with or within the UNFCCC or other UN entities is an asset.
Strong interpersonal and communication skills in English; additional language skills relevant to Asia-Pacific contexts are an asset.
Ability to work effectively under pressure and adapt to evolving programme requirements in a dynamic, collaborative team environment.
Demonstrated ability to deliver clear and well-structured written outputs (workplans, status reports, post-event summaries) in English.

Candidates whose qualifications and experience match what we are looking for, please send your resume and a cover letter to Ms. Juhi Bansal via email. Please indicate “Application for ACT Project Coordinator” in the subject line of your email.