INTRODUCTION
Save the Children has a Global Advocacy Office in Addis Ababa (alongside offices in Brussels, Geneva and New York) that is registered with the Ministry of Foreign Affairs under the name of “Pan African Office”. The office has responsibility for (i) engaging with international and regional institutions such as the African Union Commission and the United Nations Economic Commission for Africa, and (ii) providing support to Save the Children programmes across the African continent. The Office also hosts a number of Technical Advisors who are focused on full Sub-Saharan Africa portfolios.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title | Event Manager |
Code | 002/2019 |
Place of Work | Addis Ababa, Ethiopia |
Program/Unit | Global Advocacy Offices |
Grade | Contract |
Length of Contract | 2 months |
No. of Position | 1(one) |
TERMS OF REFERENCE
FOR MANAGING AN AU EVENT FOR THE VALIDATION WORKSHOP ON A PAN AFRICA STUDY ON PROTECTING EDUCATION FROM ATTACKS AND MILITARY USE, AND DURING OTHER HUMANITARIAN CRISES
ROLE PURPOSE:
The Service Provider develops an Activity Plan for ensuring the lodging and participation of about 50 participants from about 24 countries in Africa in an AU event to be held at the AU Commission on the 1-2 August, 2019.
The following are the activities expected to be carried out by the Service Provider before and after the 2-day event.
Pre-event
o Follow up with invited participants for them to confirm participation in a timely manner (i.e. latest by 1 week before the event dates)
o Ensure air tickets are sent to all confirmed participants latest by latest by 1 week before the event dates
o Ensure participants are booked into and checked out of the hotel selected by Save the Children for participants and according to the hotel’s check in and out policies
o Ensure rooms are booked and reservations cancelled early to avoid penalties of no-show policies of the selected hotel(s).
o Ensure airport transfers and transport to and from the AU Commission are arranged timeously.
o Follow up with Addis Ababa participants for confirmation of participation
o Collaborate with the AU Department for Human Resources Science and Technology (HRST) to ensure the timely provision of meals and interpretation services during the event dates.
o Collaborate with Save the Children in ensuring the translation of the research documents and transported to the venue on the right time.
o Convene weekly briefing meetings with Save the Children staff to share progress on the planning and execution of the event, and solicit for support, if need be.
1. Event days: 1-2 August
o Design registration form for participants to register and sign on both the event days
o Collaborate with the hotel for transport to and from the AUC each of the event days, without delay
o Collaborate with the AUHRST to ensure meals and interpretation services are provided
o Collaborate with Save the Children to ensure the distribution of communication materials, including inner and external banners and pull banners are available and other documents distributed to participants
2. Post Event
o Organize a lesson learning meeting with SCIPAO to review and reflect on the overall organization of the event.
o Work with Save the Children to facilitate the payment for all services provided
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
· Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
Ambition:
· Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· Future orientated, thinks strategically and on a global scale
Collaboration:
· Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
· Values diversity and different people’s perspectives, able to work cross-culturally.
Creativity:
· Develops and encourages new and innovative solutions
· Cuts away bureaucracy and encourages an entrepreneurial approach
Integrity:
· Honest, encourages openness and transparency, builds trust and confidence
· Displays consistent excellent judgement
· University degree in Project Management, Public Relations, Communications, Event Management or any related field
· At least 3-4 years of experience in event planning, coordinating and management
· Prior experience in managing, coordinating and planning events at the AU Commission will be an added advantage
· Excellent interpersonal skills
· Excellent verbal and written communication skills
· High level of attention to detail and quality
· Good planning and time management skills
· Full proficiency in English (Knowledge of French would be an added advantage)
· Proficient in MS Office and email communication
· Commitment to upholding Save the Children values, Code of Conduct and Child Safeguarding Policy and Practice.