Event Management Consultant

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Description

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The Consultant will serve as the central coordinator for GGGWeek2025 at the working level. This includes overall planning, execution, and internal coordination across multiple teams, ensuring timely progress and alignment across session leads, the events/logistics team, communications, and other GGGI departments, under the lead of the Head of Communications and Knowledge-Sharing. The Consultant will also be the key focal point for the internal GGGWeek2025 Task Force and support the Head of Communications and Knowledge Sharing and the Session Leads in driving the agenda, timelines, and outputs for a successful event

• Coordination and Planning
• Lead working-level coordination of GGGWeek 2025 across session leads and sub-leads, the GGGW task force, and relevant country teams and units.
• Serve as the Secretariat of the GGGWeek Task Force: schedule and facilitate bi-weekly meetings, document discussions, and track follow-up actions.
• Develop and manage a central planning matrix and calendar to monitor session preparation, speaker confirmations, deliverables, and deadlines.
• Provide general administrative and logistical support for session preparation in line with the agreed action plan.
• Support real-time execution of assigned tasks during the main event days, including onsite coordination.

Session and Speaker Support :

• Serve as the main focal point for session leads, ensuring alignment with the overall GGGWeek2025 program and theme.
• Coordinate with session leads and sub-leads to collect materials to put together a uniform set of concept notes, program, speaker PPT slides, and speaker briefs.
• Liaise with speakers, panelists, and moderators, in collaboration with session leads and task force members; ensure timely and effective communication with participants, guests, and speakers, providing up-to-date information on session logistics and participation.
• Accreditation and Access Management
• Coordinate the accreditation process for participants, speakers, and guests in collaboration and provide guidance to the PCO in this regard.
• Liaison with Relevant Teams for Event Management
• Act as the coordination link between session leads and event/logistics teams (PCO, TSU, etc.) to ensure coherence across the program.
• Support the preparation and management of sessional folders and ensure timely uploading and accessibility of documents on shared platforms.
• Support for Communications and Knowledge-Sharing Activities
• Assist in implementing targeted communications strategies to increase outreach and audience engagement for GGGWeek2025.
• Contribute to the preparation of event materials, social media content, and other communications outputs before, during, and after the event.
• Reporting and Documentation
• Contribute to the development of internal reports, talking points, agendas, and background notes.

EXPECTED DELIVERABLES

• Prepare and agree on a detailed workplan within one week of contract signing, to be updated regularly
• Weekly updated GGGWeek master coordination matrix and calendar
• Weekly Task Force meeting minutes with tracked action points
• Weekly update report for GGGI Management Team
• Compiled session programs and briefing notes for all sessions
• Speaker coordination tracker and updated invitation status
• Day-by-day operational plan for the GGGW main week
• Post-event summary and evaluation inputs
• Other tasks requested by the GGGWeek task force

Qualification:

• University degree in a relevant field
• Minimum of 4 years of relevant professional experience, preferably with event coordination or multi-stakeholder engagement in international organizations or government.
• Proven track record of organizing complex international events and managing multiple streams of work under pressure
• Strong interpersonal, writing, and organizational skills
• Experience working in cross-functional teams and multicultural environments
• High proficiency in computer applications and IT skills
• Experience working within a sustainable development/environment is desirable

Source: https://careers.gggi.org/vacancy/hq-event-management-consultant-589706.html

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