Resource Mobilization External Engagement & Events Specialist at International Potato Center

Engagement implementation (80%)

• Provide comprehensive event planning services, including checklists and reports, for CIP staff undertaking RM engagement activities, whether in-person or virtual.
• Draft event plans (Concept Notes), including key messaging, timelines, and budgets for implementation.
• Prepare draft Run of Show approaches, taking into account thematic priorities and positioning of CIP
• Coordinate all administrative and logistical aspects of event implementation, including venue selection, catering, transportation, accommodations, and other related activities.
• Liaise with participating organizations, including CGIAR, to coordinate agendas and panelists, ensuring all details are accurately arranged on event-related webpages and social media in collaboration with CIP Communications.
• Represent CIP at (weekly CGIAR) event coordination meetings and synthesize information learned into event concept notes and execution.
• Contribute to development of support materials for CIP staff attending events including exhibitions, publications, posters, and other promotional items as required.
• Manage attendee registrations, communications, and inquiries before, during, and after events.
• Support the processing of payments to CIP vendors or any other external party ensuring timely billing.
• Ensure that all events comply with legal and regulatory requirements, as well as organizational policies.
• Support preparation of CIP outreach activities (technical info/briefs, administrative support)

Strategic engagement portfolio management (10%)

• Contribute to the development of a comprehensive strategic external engagement/event portfolio for CIP, aligned with the RM approach, with the aim of increasing CIPs impact and influence in the Ag R4D sector, and beyond, to secure more and better funding.
• Develop and maintain a repository of relevant events, and undertaking a tiered assessment for optimized CIP participation,
• Presenting recommendations and justifications to the Director of RM/Head of Communications/SOAR.
• Develop, maintain and update CIP events tracker, event web pages and events calendar.
• Support management of up-to-date information on CIP outreach activities

Communication & Knowledge Management (10%)

• Maintain and update events workspace in KM hub and events calendar and provide reminders to communications staff to note upcoming key events (national and international) for CIP.
• Systematize learnings from successful and unsuccessful engagement activities, both technical and administrative aspects, in consultation with relevant teams, to improve future approaches.
•  Liaise between CIP staff and media, providing information to scientists and journalists to streamline communication between the parties in compliance with CIP goals and objectives.

Requirements

What are we looking for?

• Bachelor’s in communication, marketing or a related area.
• At least 5 years of experience in similar positions, managing events and support for outreach activities, with strong emphasis on supporting administration and logistics.
• Proven experience working in a multidisciplinary environment and collaborating with research teams and partners.
• Commitment to working in a non-profit environment focuses on advancing the United Nations Sustainable Development Goals.
• Excellent interpersonal relationships skills and teamwork orientation
• Experience with knowledge management and learning processes is an asset.
• Advanced written and oral communication skills in English; Spanish or French skills would be an asset.