Events Manager

  • Temporary
  • Lusaka, Zambia
  • Applications have closed

Website Counterpart International

Scope of Work:

Event Organizer for Social Accountability Symposium

Counterpart International is a global development organization that empowers people and communities to implement innovative and enduring solutions to social, economic, and environmental challenges. For nearly 50 years, Counterpart has been forging partnerships with communities in need to address complex problems related to economic development, food security and nutrition, and building effective governance and institutions.

Introduction

Counterpart International’s Fostering Accountability & Transparency (FACT) program in Zambia funded by USAID is taking the lead in organizing a Social Accountability Symposium in Lusaka, Zambia on 22-23 August 2017. The purpose of the symposium is ‘To showcase and promote the role of social accountability to drive improvements in the provision of public services’. The symposium will bring together between 150 and 200 participants from International and local NGOs, Government of the Republic of Zambia, International donor community in Zambia, private sector and other stakeholders. Invited local and regional experts will lead sessions on key social accountability and citizen participation topics.  Furthermore, 10-15 Zambian CSOs, members of the Social Accountability Network, will be invited to share their work and showcase their products in an exhibition space with booths at the symposium.

Statement of Work

Counterpart International is currently seeking an experienced event organizer to manage and assist with all logistical aspects of planning, organizing and executing the Social Accountability Symposium that is planned for August 22–23, 2017. All work will be done in coordination with and with the assistance of the Counterpart FACT team. Duties and responsibilities include, but are not limited to the following:

  1. Draft a symposium implementation work plan, checklist, and update timeline for FACT Chief of Party and Counterpart HQ approval. (Proposed draft documents are expected one week from execution of contract.)
  2. In coordination with and with the assistance of the Chief of Party, FACT team and Counterpart HQ staff, manage and execute all logistical aspects of the Social Accountability Symposium, including but not limited to symposium venue, meals, transportation, equipment, lodging, booths and exhibitions, etc.
  3. Coordinate with the FACT team throughout the symposium planning process for all aspects of the event; and attend regular planning meetings with Counterpart HQ and follow-up meetings to monitor progress made.
  4. Provide weekly written updates of progress made to the CoP and Counterpart HQ.  These reports should include challenges and proposed course of action to address the issue.
  5. Work closely with the FACT finance team to assist with coordination of payments and procurement of various vendors.
  6. Develop a communication plan to engage media (newspaper, radio and TV) and utilize social media to promote key messages from the symposium beyond the four walls of the event. The communication plan once drafted will be reviewed by FACT CoP and HQ Counterpart for their input and approval.  The event planner will then oversee implementation of the communication plan.
  7. Assist with participant outreach/invitations and follow-up to ensure optimal participation by key stakeholders and maintain a list of registered participants.
  8. Monitor and ensure the submission of speaker presentations, and coordinate any needs for panelist presentations such as visual and audio equipment.
  9. Serve as the central point for all general questions from participants, speakers and panelists, vendors, and general public.
  10. Coordinate and work with the venue and venue staff to ensure all event details and needs are addressed in a timely manner. Manage arrangements for room set-up, workshops, breakout sessions, meals, receptions, special activities, exhibitions, etc.
  11. Manage with the FACT team to ensure that only registered participants participate during the symposium and that access to refreshments and meals is restricted to registered participants only.
  12. Arrange for a “walk through” for the CoP and field team two days before the conference.
  13. Oversee and successfully manage on-site event set up, execution and clean-up. Stay at on-site hotel for the duration of the two-day conference to be readily available to respond to issues as they arise.
  14. Work with the venue and hotel staff to ensure the safety and security of participants.
  15. Efficiently and effectively handle any event-related crisis or logistical challenges that may come up, in coordination with the CoP and Counterpart team
  16. Assist with the circulation of post-event survey; follow up with participants and manage collection of data received.   for review by CoP and Counterpart HQ.
  17. Identify, in coordination with the CoP, the resources necessary to manage duties and tasks that arise in the process of planning the event.
  18. Perform above tasks on-time, on-budget and in line with expectations. Provide timely responses to all communication with event participants and Counterpart staff.

Qualifications

  1. At least 3 years of experience in all aspects of professional event and conferencing planning and management for international organizations with excellent references from previous clients.
  2. Demonstrated experience with news media and the reporting of events.
  3. Demonstrated experience working effectively with suppliers, contractors, and meeting participants, vendors and other parties at the same time.
  4. Ability to work in coordination with a team on tight deadlines.
  5. Detail oriented, with strong problem-solving and analytical skills.
  6. Demonstrated success in working independently, taking initiative, setting priorities and seeing projects through to completion.
  7. Value for money
  8. Excellent English language skills.
  9. Available to start work immediately and work through end of August 2017.

Application Instructions:

Interested candidates should submit a cover letter and a portfolio which includes client references and a budget for completing the above tasks to [email protected] indicating clearly in the subject line ‘Event Planner” by Thursday 29 June 2017. Ensure that you mention www.gozambiajobs.com as the source of this job advert.


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