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Event Management Facilitator

Job Category:
Consultants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UNDP
City/Location:
Islamabad
Country:
Pakistan
Posted On:
29 August, 2005
Last Date to apply:
08 September, 2005
Experience in years
2 to 4
Experience:

5 Years of relevant experience.

Description:
 

BACKGROUND INFORMATION


EAD and UNDP plan to organize an international forum on up scaling poverty reduction in January 2006. A Facilitator with experience in event management is required to provide following services.
SCOPE OF THE WORK
Preparing conference budget keeping in view the activities listed below and undertaking the listed activities on behalf of EAD and UNDP.

Logistics

Travel arrangements
Sending out invitations
Hotel reservations
Payment of the daily allowance to participants
Local assistance
Booking and hiring a suitably equipped conference room, with or without interpreting services
Meals, snacks and/or coffee breaks
Preparation of badges and conference kits 
Others

Services

Moderator's activities
Secretariat
Reporting activities
Others

REPORTING

Facilitator’s special obligations

In negotiating prices and conditions with airlines and other service providers (e.g. for accommodation, meals, meeting participants at airports) the Facilitator will ensure that the EAD benefits from promotions or special rates and he will inform the EAD services concerned where such rates have been obtained. Where applicable, the Facilitator will use group transport rates.

LOGISTICS AND TIMING

Commencement date and period of execution
The contract will come into force the day of the signature and run for a period of 6 months,
The specific contract will set the starting date and duration of each assignment to be carried out.

REQUIREMENTS

Working hours and days

The Facilitator must guarantee that his infrastructure and staff will be available, as a minimum, from Monday to Friday and between 08.30 and 18.00 (Brussels time) of every EAD working day. A full-time contact point during the events is also required.

Project management

The management of each individual assignment will reside with the EAD. The responsible project managers on both sides will deal with issues arising out of this work in the first place.

REPORTS

Mandatory reports
After the event, the Facilitator will present a final report comprising a technical part and a financial part.

The technical part will include a list of the participants who attended (indicating the dates and the number of nights of accommodation paid, the number of daily allowances (full or partial) paid out, the travel schedule, etc.) and will shortly describe the tasks carried out and the conference services rendered and, if relevant, make recommendations regarding future conferences.  

The financial part will summarise the expenditure eligible for reimbursement that was incurred in organising the conference and state the flat fee charged for management.

Specific terms of reference may request additional information to be included in the final report.

Submission and approval of these reports

Two hard copies and an electronic copy of the above-mentioned final report must be submitted to the project manager named in the specific contract. The specific terms of reference will indicate the language in which the report is to be written (most likely French or English, but possibly Spanish or Portuguese).

The report has to be approved by the EAD’s project manager and final payment will depend on his approval.


Education
Must Degree Degree Level Country Description
YesMastersMasters DegreeMasters in Social Sciences.