Consultancy Assignment Background
The Internal Displacement Monitoring Centre (IDMC) is the world’s authoritative source of data and analysis on internal displacement. IDMC monitors situations of displacement worldwide and provides verified and consolidated estimates of the number of people internally displaced or at risk of becoming displaced by conflict, violence, disasters and development projects. We complement this global data with interdisciplinary research into the drivers, patterns and impacts of internal displacement. Using this evidence, we provide tailor-made advice and support for global, regional and national policy-making.
The IDMC Internal Displacement Conference 2023 is the organisation’s fourth interdisciplinary conference on internal displacement. It will take place 2 October 2023 at the Hôtel Royal in Geneva, Switzerland from 13:00-17:30 with a networking cocktail at the hotel following the event. The conference will mark the 25th anniversary of both IDMC and the Guiding Principles on Internal Displacement and will examine how 25 years of progress can inform solutions to internal displacement today.
IDMC seeks a competent event coordinator to help manage logistics for the conference before during and after the event. The event coordinator will be the primary focal point for all logistics of the event, responsible for both coordination and execution of tasks as necessary to provide a quality event experience for all participants in the conference. The event coordinator will act as liaison between IDMC and various external vendors, including the hotel, audio-video technicians and others as needed. The IDMC Head of Communications will act as focal point at IDMC for getting decisions and support from IDMC, and IDMC staff will be available in the days preceding and during the event to support the event coordinator with preparations and other tasks to ensure a smooth-running event. The event coordinator will also provide suggestions and other advice for how to ensure a top-quality event and experience for participants both for the 2023 event and in the form of suggestions and lessons for future events.
Objectives and Scope of Work
- Before event
- Planning: Help IDMC identify required products, services and activities to ensure a top-quality, professional event and experience for participants, including optional items that could enhance the event if budget and capacity allow
- Registration: Monitor and manage registration lists in Powr.io; assist participants with registration as needed; liaise with IDMC and participants to resolve unanticipated issues with registration as needed
- Venue: Ensure proper coordination with venue on all preparations including, but not limited to: room set-up; catering; participant flows; VIP considerations; interpretation set-up; necessary signage; quality control and testing of set-up
- External vendors: Act as main point of contact for all logistics needs of all external vendors, including, but not limited to: audio-video team; interpreters; live-stream (Zoom) set-up; Help identify and secure any additional vendors to meet needs of the event (note IDMC will contract and manage event photography separately. This will not be the responsibility of the event coordinator.)
- Volunteer coordination: Develop plan for IDMC staff roles and responsibilities during the event to ensure all needs are met and staff have clear understanding of the requirements
- Event budget: Ensure IDMC knows all potential expenses in advance and help prioritise based on available budget
- During event
- Coordination: Act as main event coordinator, directing staff from venue, external vendors and IDMC staff volunteers to ensure all necessary tasks are done and that the event operates smoothly.
- After event
- Event break-down: Provide coordination of all event break-down activities immediately upon conclusion of the event to ensure all parties (venue, vendors, IDMC) fulfil their responsibilities for closing the event
- Lessons learned: Compile and develop lessons learned about event logistics, planning and operations, including input from venue, vendors and IDMC staff.
Expected Deliverables
- Event plan and checklist, ideally including a cloud-based system to collaborate and track progress
- IDMC staff volunteer plan outlining roles and responsibilities for IDMC staff volunteers
- Event budget to be developed with IDMC covering both essential expenditures and relevant optional enhancements
- Lessons learned document including feedback from the event coordinator, venue, vendors and IDMC staff volunteers to help IDMC host successful events in the future
Required skills, competencies & experience
- 3-5 years demonstrated event management experience, ideally in a similar role or role with multi-faceted responsibilities for similar or larger events
- Experience managing a diverse range of event-related vendors
- Experience coordinating event logistics on-site during events
- Proficient in English and French required
- Strong organisational skills
- Ability to work with people of diverse cultures, backgrounds and abilities
Note: The consultant must be registered as a sole trader or consultant in country of residence
How to apply
All interested applicants are requested to submit the following: (1) a technical proposal, not to exceed 5 pages, outlining the steps they will take to complete this consultancy, inputs required from IDMC, deliverables, timeframe, and their requested budget in CHF or EUR, (2) CV, (3) references from previous similar work completed. (4) Proof of registration as a “sole trader” or consultant in country of residence
Please send all applications to mark.gnadt@idmc.ch
Application deadline: 13 August 2023
Please note: All service providers/consultants working with NRC should maintain high standards on ethical issues, respect and apply basic human and social rights, ensure non-exploitation of child labour, and give fair working conditions to their staff. NRC reserves the right to reject quotations provided by suppliers not meeting these standards. Consultants doing business with NRC will be screened on anti-corruption due diligence before NRC confirms a contract.
We look forward to receiving your application!
