Position Responsibilities:

The Project Coordinator: Engagement will carry out the following activities:

• Coordinate in-person, virtual, and hybrid events:
• Work with USAID and partner points of contact to determine their needs and objectives and coordinate resources to deliver successful engagement opportunities.
• Evaluate event and meeting booking requests and respond to the client.
• Prepare event proposals that respond to needs, including venue and activity options, and costs (presented in PowerPoint and Google Slides).
• Coordinate and host in-person engagements (at the Collaboration & Learning Hub and off-site). Prepare required resources (e.g., name tags, attendance registers, agendas, and printing), set up on the day, perform checks, engage with client and venue staff, and triage any challenges.
• Administer evaluation tools to measure and report on event performance.
• Prepare post-event reports, specifically inputting information related to procurement, attendance figures, and evaluation/feedback data (presented in PowerPoint and Google Slides).
• Implement engagement best practices and tools.
• Coordinate conferencing technology:
• Setup and administer video-conferencing equipment in venues to support hybrid meetings. This will include trouble-shooting the technology, maintaining user-friendly instructions and providing support during the meeting.
• Provide virtual conferencing support: Set up and administer virtual calls using Zoom, Google Meet, and/or Microsoft Teams. This includes setting up the meeting, initiating the call, admitting participants, managing polls, taking attendance registers, and monitoring the chat.
• Implement innovative solutions that foster collaboration and learning within the new world of work in times of COVID-19, including the use of technology to enable hybrid meetings and use of in-person co-working space.
• Coordinate tools, processes, and systems:
• Develop communication and marketing assets to promote events and meeting support to internal clients, respond to booking requests, and keep the client (and participants) informed before and after events.
• Track event expenses according to the event budget.
• Support procurement of resources for events, including venues, supplies, and activity providers.
• Update project management tools for events (monday.com checklists and plans).
• Maintain an online booking system for events and meetings.
• Support in preparation of weekly, quarterly, and annual reports.
• Support the logistics for travel related to events and meetings (working closely with the operations team).
• Coordinate catering logistics for events both at the Collaboration & Learning Hub and off-site: Support the relationships with caterers, ensure a diverse range of options are available that meet client needs.
• Other activities as assigned:
• In addition to the responsibilities described above, the employee may be assigned additional responsibilities to support overall TSS objectives.

Requirements

• A bachelor’s degree in management, organizational development, social science, or a related field or relevant experience.
• A minimum of three years’ experience providing event management for medium and large events.
• Knowledge and experience working with USAID programs and/or in international development is preferred.
• Ability to communicate effectively with a variety of audiences, including clients, colleagues, and senior management.
• Working knowledge of virtual conferencing technologies, such as Zoom, Google Meet, and/or Teams.
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
• Proficient in the use of MS Word and Google Docs, MS PowerPoint and Google Slides to share information in a compelling and visually engaging way.
• Full professional proficiency in the English language: Able to use the language fluently and accurately on all levels pertinent to professional needs.