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Event Assistant

Salary rangeConfidential | Contract type

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Job Summary

The largest and most famous development bank in the world and is an observer at the United Nations Development Group.They are seeking to hire a very competent Event Assistant to join them

Responsibilities

The goals of the Learning are:

  • Providing learning opportunities which support Regional staff to maintain and build skills;
  • Providing relevant learning opportunities which support staff to perform and achieve development results as the Bank’s business evolves, as decentralization continues and as change accelerates
  • Providing learning opportunities to maintain the breath and relevance of Bank’s knowledge base.
  • Transparency around how decisions are made on allocation of the Regional Learning Budget
  • Developing a more innovative and strategic learning program better-aligned with the region’s key business needs.
  • Providing adequate learning opportunities for locally-recruited staff.
Roles and responsibilities

  • Find appropriate venue for the Training in accordance with the training requirements
  • Secure the venue and Vendors by getting an LPO
  • Liaise with TTL on the list of invitees and substantive programme of the event to guide event preparation.
  • Booking of appropriate conference venue
  • Organize for special activities i.e.:  identification of appropriate activities and their organization – e.g. special dinners, entertainment (proposals for this shall be described in the refined event concept)
  • Assist in outsourcing / hiring equipment’s needed for the training for example printers, translation equipment’s
  • Ensure appropriate branding of the venue
  • Assist in ordering of Stationary to be purchased locally.
  • Events’ package preparation of appropriate event packages including name tag, binders with event logo, quality pens, notebooks
  • Laying out the conference meeting room
  • Ensuring equipment and supply of technical equipment in the conference hall is outsourced or hired i.e. computer and power point projector for presentation; screen; sound and light system
  • Organizing logistics related to travel, entry visas, accommodation and rooming lists, airport transfer, in house tea-break, catering facilities, etc. as per needed
  • Creation of participant list and statistics
  • Making a provision for protocol and diplomatic arrangements as per need
  • Ensuring security arrangements in place

Logistics During the Event

  • Participant registration processing of registration forms
  • Communication with participants regarding their participation and requirements
  • Prepare and distribute all printed and digital documents
  • Ensure that all the equipment’s are working well i.e. LCD projector, sound recording of the event
  • Coordinate all the special events for example reception and closing dinners
  • Ensure to schedule the Photographer for the event, press conference, opening reception
  • Technical support during the event
  • IT assistance, project fair/exhibition assistance
  • Printing of workshop certificates
  • Overall coordination and financial monitoring of the event
  • Knowledge assessment test guide
  • How to measure whether the learning objectives have been met.
  • Collecting feedback and experiences, analyzing the lessons learned
Logistics after the event:
  • Ensure that the  workshop evaluation form are ready and completed after the training session.
  • Liaising with the venue and vendors to update final billing documentation and facilitating payment with Accounts.
  • Facilitating pouch logistics of conference materials as necessary

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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