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Jobs

Events Coordinator

Deadline: Thursday 15 June 2017 Download job description

In mid-2018, Girls Not Brides will organise a global meeting of the Partnership, three years on from its first large-scale meeting in 2015. The meeting will bring together representatives of member organisations to share learning, align strategy and build networks over the course of three days. With up to 500 participants from around the world, including speakers, member organisations and some external stakeholders, Girls Not Brides seeks a skilled event coordinator to work with our team to design, deliver and follow-up on the meeting and its outcomes.

  • Serves as event coordinator for the meeting
  • Facilitates the process of designing meeting content
  • Manages all logistical arrangements
  • Oversees events-related protocol and develops and maintains relationships
  • As necessary and appropriate, provides support to other Girls Not Brides events

Accountability:               To the Deputy Executive Director

Manages:                        Temporary events assistant (from early 2018)

Term:                               Fixed term contract, ending 1 month after the conference –

Provisional contract end date 31 July 2018.

Salary range:                  £35,000-£42,000 depending upon experience, plus a generous benefits package

Main Duties and Responsibilities

  1. Serve as event coordinator for the Girls Not Brides 2018 Global Meeting, delivering top level event planning oversight for all aspects of the conference from preparation stage through delivery and follow-up
  • Manage and coordinate all aspects of the meeting design, planning and delivery
  • Develop and maintain events management and tracking tools within Girls Not Brides database, project management tools and/or other internal systems
  • Assist in preparing and overseeing events-related budget and expenditure
  • Identify, recruit and manage consultants and contractors for the 2018 Global Meeting
  • Recruit and manage temporary events assistant
  • Ensure means of participation for members who cannot attend in person
  • Collect post-event feedback from participants and conduct evaluation
  • Write conference report and lessons learned analysis.
  1. Manage the process of designing the meeting content
  • Coordinate consultations with the Girls Not Brides team, member organisations and other stakeholders on meeting content
  • Coordinate team discussions on meeting content, ensuring the meeting meets is objectives
  • Ensure team members deliver meeting content – including identifying and securing speakers and panelists – to deadline Assist with recruitment of speakers and panellists as necessary and appropriate.
  1. Manage all logistical arrangements, including venue, hotels, transportation, materials, visas, etc., for Girls Not Brides meetings and events
  • Liaise with travel agents and Girls Not Brides members to arrange flights
  • Oversee visa process, liaising with delegates to assist in securing visas
  • Develop and maintain hotel lists
  • Coordinate the designing, printing and organizing of materials
  • Act as primary contact for conference vendors
  • Work with partner organisations on the ground to recruit event volunteers, including training a volunteer coordinator for the conference.
  1. Oversee events-related protocol and develop and maintain relationships with officials, speakers and partner organisations, as relevant and appropriate
  • Develop and maintain relationships with partner organisations on the ground
  • Work with organisation leadership to develop and maintain relationships with government officials, particularly related to event protocol.
  1. As necessary and appropriate, provides support to other Girls Not Brides events
  • As possible while maintaining priority on the 2018 Global Meeting, provide assistance and support to team members organising other regional or national-level events.

Requirements

  • Proven comprehensive experience in international travel and logistical support for high profile events
  • Experience with planning, agenda-building, and broad oversight of major international meetings in the not-for-profit sector (experience in development, international affairs, human rights or related field strongly preferred)
  • Experience of working with high profile, VIP, government and/or royal delegates, and handling their particular needs and protocol strongly preferred
  • Familiarity with arranging logistics for a broad range of panel, small group, videoconference and other innovative facilitation approaches
  • Experience negotiating with, supervising and managing external vendors and contractors
  • Experience hiring and managing volunteers and events staff
  • Ability to develop effective working relationships in multicultural environment
  • Experience working in a high-intensity atmosphere juggling multiple priorities
  • Ability to use discretion and maintain full confidentiality
  • Excellent planning skills, creativity and good judgement
  • Highly reliable, organised, proactive and capable of independent judgement
  • Willingness to travel occasionally
  • Willingness to adapt working hours to work most effectively to time zone differences, as necessary
  • Excellent and diplomatic oral and written English communication skills required, with an eye for detail
  • Advanced proficiency in the latest versions of Microsoft Word, Excel, PowerPoint, project management tools, and use of databases (Basecamp 3 and Salesforce highly desirable)
  • Knowledge of other languages desirable; fluency in French highly desired.

At Girls Not Brides we are committed to the wellbeing, empowerment and rights of children, and to safeguarding children from harm in all of our activities. Girls Not Brides aims to promote an environment of trust and understanding where the welfare of children is paramount. You will be expected to adhere to the Girls Not Brides Child Safeguarding Policy and its Code of Conduct and report any concerns relating to the safeguarding of children in accordance with agreed procedures.

How to apply

We are an equal opportunities employer and we welcome applications from all suitably qualified persons. To apply, please send your CV and a brief cover letter demonstrating how you meet the criteria for this position to recruitment@GirlsNotBrides.org by 23:00 GMT on Thursday, 15 June 2017 clearly stating “Events Coordinator” and your name in the subject line. We regret that due to the large number of applications anticipated, only shortlisted candidates will be contacted.