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Event Management and Logistics Officer for Ukraine’s Cohesion and Regional Development project (UCORD)

NIRAS is looking for an Event Management and Logistics Officer for Swiss-Ukrainian UCORD project (full time position).

Duration of assignment: 01.12.2023-30.11.2026
Location: Kyiv, Ukraine
Expected start date: 01st of December 2023

Description of the assignment context

The Ukraine’s Cohesion and Regional Development (UCORD) is a Swiss-Ukrainian project implemented by NIRAS Sweden AB with the support of Switzerland.

The overall goal of the project is that citizens, businesses and public authorities contribute to and equally benefit from effective and coherent regional development that fosters improved quality of life, resilience, peace and social cohesion in Ukraine.

The project consists of three components: 1) Support to regional development agencies, 2) Improved public services delivery with a focus on environment, 3) Social cohesion through culture.

Tasks

• Coordination of logistical arrangements: planning trips, accommodations and lodging
• Assistance in procurement of local providers for logistics, training and event management
• Coordination of local providers for logistics, training and event management and quality check of their work
• Preparation of budget forecasts and follow-up the budget for logistics, training and event management
• Organise and coordinate different types of events such as training, study visits, info-sessions, conferences etc.
• Control invoices sent by providers and experts including fraud check
• Develop event budgets based on the project team requests, ensuring cost optimization and adherence to financial guidelines
• Identify suitable event venues based on event requirements made by the project team and negotiate favourable contracts
• Source and manage vendors, including technical support (stage management, audio-visual support, online streams), caterers, transfers and others as needed;
• Co-create event branding with the project team, including logos, banners, and promotional materials
• Devise event marketing strategies to promote events and reach the target audience effectively
• Set up online registration and manage attendee registrations
• Coordinate accommodation and transportation arrangements for attendees and speakers, including data and documentation collection and reimbursements
• Provide on-site management and coordination throughout the event duration
• Set up and manage registration desks and provide attendee assistance
• Engage event staff and support personnel
• Arrange audio-visual equipment and ensure smooth operation during offline events and online streams, including support of simultaneous interpretation
• Coordinate with speakers and participants for smooth stage transitions and rehearsals
• Develop contingency plans and manage unforeseen circumstances during events
• Support handling of media interactions by the project team and ensure smooth press coverage
• Support the project team in management of social media engagement and live updates during events
• Support the project team in attendee feedback collection to evaluation of event success
• Conduct evaluations of events, including pre- analysis of participants’ feedback

Qualifications

• Bachelor’s degree in Business/Public Administration, Development Studies, Law or related fields
• Min 5 years of experience in logistics, event and conference management
• Efficiency and results orientation in a multi-tasking environment
• Ability to establish good working relationships with national and local authorities, and international partners
• Ability to operate in a complex environment, and to motivate and maintain harmonious environment in the office, and encourage team building
• Ability to prepare reports, formulate positions on issues, articulate options concisely conveying maximum necessary information
• High level of understanding of conflict-sensitive and culture-sensitive topics
• Strong communication skills and fluency in written and spoken Ukrainian and English

Evaluation of response & selection

Interested applicants should send their proposals to NIRAS no later than November 17th, 2023 9 p.m. Kyiv time.

Applicants must be independent and free from conflicts of interest in the responsibilities defined by the Terms of Reference.

The proposal should contain the following documents:

1. a) A short explanation of the applicant’s suitability for the assignment (maximum one A4-page)
2. b) Up-to-date CV indicating relevant experience and qualifications, indicating at least three contact references.

The proposal should be submitted in English.

The selection will be done based on the expert’s competence and suitability – based on the requirements described above. Only short-listed candidates will be contacted to be followed by an interview with selection panel.

Proposals and questions should be sent by email to: [email protected]