Event Coordinator at Oxfam

Purpose and Scope of the consultancy

The main objective of the consultancy is the facilitation and coordination of a global leadership conference to be held in March 2023 in Nairobi, Kenya. The one-week conference is expected to have 100-150 participants across the globe.

Time schedule

OIS expects the assignment to be concluded within four months from the date of engagement.

Scope of work- deliverables for the event coordinator

• Date: March 13, 2023, duration 1 week. Services requested from 12 March to 18 March 2023
• City: Nairobi or outskirts
• Participants: 100 to 150 (Executive Directors, Regional Directors, Country Directors, ELT, plus some functional leads)
• Need: venue, accommodation, entertainment, and catering
• Requirements: internet stable, one big meeting room for plenaries and from 10 to 15 spaces for smaller break out rooms or meetings, stable electricity (seamless cuts in electricity and internet to allow for meetings online if needed and work for invitees in their accommodation rooms and meeting rooms)
• Rooms: Plenary room, Engine room,
• Video conferencing equipment,
• Projectors,
• Materials available: markers, printers, flipcharts,
• Additional need: security check
• If not in Nairobi specially: logistical arrangements, transport for attendees

Other services:

• arrangement of Visas and flight tickets,
• entertainment,
• catering,
• interpreters for sessions
• internet,
• tech support

Requirements:

• Demonstrated experience in event coordination e.g., providing examples of similar events undertaken or provide references.
• Strong knowledge of ticketing and visa processing.
• Good reputation in the sector.
• Strong regional knowledge of conferencing.
• Excellent communication and facilitation skills.
• Excellent organisational skills.