Event Coordinator
Há 1 mês
Role Complementary Learning Opportunities Reference 12944 Profile 2024-0271, Complementary Learning Opportunities Duties The following activities require support under this SOW: The Contractor will report to the Training and Events Coordination Section Head and will perform the following duties as outlined below, ensuring delivery in response to CLO events as required by the Academy: 3.1 Creation of CLO Processes Develop and map processes for the creation and execution of CLO forms for all types of customers.
This includes ongoing revisions and updates as needed.
3.2 Promotional Materials Management Assist in the creation, management, and requesting of promotional materials for CLOs, including invitations, signage, programs, and other related materials.
3.3 CLO Logistics Coordination Coordinate or assist in organizing logistics for CLOs, including but not limited to transportation, catering, and audio/visual requirements.
This will involve liaising with internal departments and external vendors.
3.4 Execution of Communication Plan Execute the communication plan, ensuring regular communication with CLO Points of Contact, NCI Academy Enabling departments, vendors, sponsors, and other stakeholders.
Communication will be conducted through emails, phone calls, and other appropriate methods.
3.5 Communication Materials Development Develop communication materials, including press releases, newsletters, and website content, tailored to each CLO event.
3.6 Sponsorship Package Creation Create sponsorship packages for each CLO as needed and liaise with potential sponsors.
3.7 Timeline and Schedule Management Establish timelines and schedules for each CLO, ensuring that all relevant parties are informed and that deadlines are met.
3.8 Venue Setup and Breakdown Support the setup and breakdown of CLO venues, including furniture arrangement, decoration, and equipment management (e.g., rentals, audio/visual setup).
3.9 Budget and Expense Management Assist in managing CLO budgets, track expenses, and reconcile invoices post-event, ensuring accurate financial reporting.
3.10 Outsourcing Plan Development Develop an outsourcing plan for specific services required for CLOs as necessary, ensuring seamless delivery of outsourced tasks.
3.11 On-site Support for CLOs Provide on-site support during each CLO event, managing registration, welcoming attendees, and addressing any issues that may arise during the event.
3.12 Post-CLO Evaluation Conduct post-event evaluations to collect feedback from attendees, assess the success of the event, and compile evaluation reports for internal review.
3.13 Record Management Maintain accurate and up-to-date records for each CLO, including attendee lists, vendor contracts, financial records, and other pertinent information.
3.14 Additional Tasks Undertake any additional tasks as directed by the CLO Coordinator or Supervisor as part of the overall support for CLO activities.
The contractor will be part of a team and will provide the service using an Agile and iterative approach during multiple sprints.
Each sprint is planned for a duration of 1 week.
The content and scope of each sprint will be agreed during the sprint-planning meeting, based on the activities mentioned above.
Requirements This work requires a project manager with the following qualifications and experience: The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract Strong written and verbal English communication, organizational and interpersonal skills Bachelor s degree in Event Planning, Hospitality, or a related field with 2+ years of experience OR 6+ years of relevant experience without a degree.
Familiarity with event planning software and technology Capable of multitasking and prioritizing in a dynamic environment Desirable Requirements Creative thinker with innovative solutions to challenges Keen attention to detail and strong problem-solving capabilities Willingness to work flexible hours and travel as needed Proven customer service and client relationship skills Location Oeiras, Portugal Start date 02/01/2025 Contract length 48 sprints Bid closes 30/10/2024 Max hourly rate ( ) Lowest Price Technically Compliant Remarks NATO SECRET Security clearance A security clearance is required
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