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JOB VACANCY: CONGRESS EVENT COORDINATOR (BASED IN GHANA)

May 3, 2018

We are looking for an enthusiastic event coordinator/consultant to oversee the organisation of our 32nd International Triennial Congress and parallel events (18-22 August 2018). The Consultant will be responsible to ensure that the arrangements and logistical preparation of the event run smoothly and in a timely manner. The successful candidate has experience in coordinating and planning events at the international and national level.

 

Responsibilities

Organising:

  • Ensure the timely logistical preparation of the Congress and parallel events identifying the specific needs in coordination with the representatives of WILPF Ghana
  • Liaise with vendors to ensure and confirm venue(s) booking, catering, supporting material, technical and communication set-up (interpretation, photography, congress package etc.)
  • Be the main contact point for WILPF International regarding visas assistance, compiling rates of hotels in the proximity of the venue and other travel-related information
  • Support WILPF Ghana in directing and overseeing the logistical arrangements of keynotes and other guest-speakers during the Congress and other public segments
  • Support WILPF Ghana in developing outreach material for social media and other channels (radio, TV, etc.) to share information nationally and regionally about the public segment(s) of the Congress
  • Collate information for preparing logistics and travel briefing to be included on the Congress’ website and shared with participants in the run up to the event
  • Coordinate with suppliers and other contractors for the timed delivery of project’s requirements, including organising facilities, catering, childcare, note takers, transportation, equipment and other communication material (banners, nameplates etc.)
  • Arrange for note-taking, interpretation and recording

During and after Congress:

  • Work with volunteers in supporting the logistics during the Congress, including registration and attendees tracking, preparation of meeting rooms, marketplace and other communal areas, arrangement of translation and interpretation, ensuring that technical equipment is functioning and catering is available at the scheduled times
  • Support the participants as needed, handling arising issues and troubleshoot any emerging problems
  • Close project and documentation, provide a post-event evaluation and pass project deliverables to WILPF International Secretariat and WILPF Ghana

Financial responsibilities:

  • Coordinate with WILPF International Office for the receiving of invoices and receipts

General:

  • Keep in regular contact with the Congress Coordinator based in Geneva
  • Report to Congress Steering Committee on project schedule, project costs and scope
  • Keep WILPF International Communications team updated on relevant information that needs to be communicate to participants
  • Maintain comprehensive and organised project documentation
  • Support with other relevant duties related to the Congress that may arise

 

Requirements
  • The applicant must already be based in Ghana and have a valid working permit in Ghana
  • A minimum of a bachelor degree or equivalent experience in any of the following: business administration, management, organisational communications
  • Experience with big and small event planning and organisation
  • Reliable and eager to work in a diverse team
  • Experience with project management practices, including track project schedule and costs
  • Excellent organisational skill, with attention to details and ability to prioritise
  • Strong analytical and project solving skills
  • Great communicator, able to communicate inclusively with internal and external stakeholders alike
  • Ability to work well remotely and in a diverse and geographically-dispersed team
  • Proficiency in English, with French and/or Spanish considered an asset
  • Good computer skills, including some experience with websites, database management, teleconference systems and event management tools

 

Conditions

Duration: 3-4 months
Type of contract: consultancy
Based: Accra (Ghana)
Start date: As soon as available

 

How to apply

Please submit your CV and covering letter explaining how you fit the person specification to jobs (a) wilpf.org  by 31 May 2018 with the subject line “Application for Congress Event Coordinator – Ghana”. Candidates must already be based in Ghana and have a valid working permit.

Applications will be reviewed on a rolling basis. 

 

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