Position: Events Coordinator for Asia Regional Event (Oxfam)__Deadline:17Aug

Start date: A minimum of twelve (12) to fourteen (14) days from 1 September – to 23 October 2023.
Reporting to: Projects Coordinator
Key relationships/interactions: Natural Resources Governance Program, Oxfam in Cambodia
Office Station: Remote work and at Oxfam office 

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. There are currently 21 member organizations working in 87 countries. We have a vision of a just and sustainable world. A world where people and the planet are at the center of our economy. Where women and girls live free from violence and discrimination. Where the climate crisis is contained. And where governance systems are inclusive and allow for those in power to be held to account.

ABOUT FAIR FOR ALL

The strategic objective of FAIR4ALL is: A strengthened civil society which is capable of creating space and mobilizing people across geographies to demand and contribute to more inclusive and sustainable trade and value chains that respect human rights, protect the environment and promote women’s economic empowerment.

A consortium comprised of Oxfam Novib, Huairou Commission, Third World Network (TWN)-Africa and SOMO will implement this 5-year programme with funding from the Netherlands Ministry of Foreign Affairs (MoFA) under its Power of Voices subsidy framework. Total programme budget is just over 71 million Euro’s. Recognizing the complexity of global value chains and challenges, this coalition has consciously assembled partners with a diversity of tools and capacities to approach the problem with multiple tactics and strategies and to create influential spaces to re-shape global value chains. Our key strengths relevant for this programme include: The programme will be implemented from 2021 through 2025 by over 130 organizations in 17 projects: 13country projects (Brazil, South Africa, Mozambique, Ghana, Nigeria, Kenya, Uganda, OPT, India, Vietnam, Indonesia, Cambodia, Myanmar), two regional projects (Africa and Asia), Global and Netherlands projects. A profile of the organizations is provided in the chapter summarising these organisations’ self-assessments of their capacities.  

THE OVERALL PURPOSE OF THIS ASSIGNMENT

To this end, we are commissioning an Event Organizer to take lead on all logistics: travel preparations, including visa, immigration and public health requirements in particular; organising local transportation, arranging accommodation inclusive of meals, undertaking the communications leading towards and during the event, and managing the technical and organisational aspects of the meeting until the departure of the whole FAIR for ALL team back to their respective countries.

OBJECTIVES OF THE ASSIGNMENT

When Fair for ALL started, there was initial conversation among country teams and regional platform Asia to closely coordinate and identify the areas for collective influencing at regional level. As we reach the halfway mark of the FAIR for ALL journey, we strongly feel the need to come together to take stock of the programme’s progress so far by reflecting on the MTR findings to foster personal connections and inspire one another. Next to building synergies across countries, creating these real-life spaces is much needed to connect and collectively explore news ways of addressing cross-cutting challenges – such as the progressive shrinking of civic space across the world, attacks against human rights, and the impacts of climate change that changes everything. In facing these challenges, we also see our partners responding in smart and flexible ways and the projects are adjusting to it. Two years down the line of implementation, we need a safe space to share our learnings, discuss emerging issues, adaptive management approaches, and strategies that will help us move closer to our strategic objective of a strong civil society that is capable of demanding economic justice.  

The Fair for All Programme is organizing two events, titled: BRIDGING THE SYSTEMS: RECONNECT ASIA in both programme regions: in Accra, Ghana for the Africa region between 3-6 October, 2023 and Phnomh Penh, Cambodia, for the Asia region between 17-20 October, 2023 for all FAIR for ALL partners. The events are intended to create an opportunity for learning and reflection and help scale efforts through increased regional collaboration.    

This ToR is made with a view of hiring an events coordinator for logistics and overall support to the Asia event.

WHY WE WANT YOU......

  • To have all logistics and preparations covered, in coordination with the FAIR for ALL Coordination team and the Oxfam in Cambodia office;
  • To coordinate with the organising team for smooth travel arrangements and stay, adhering to all relevant immigration, health, safety and security protocols imposed in the whole planning and organisation of the meeting;
  • To provide technical and organisational solutions that best fit the purpose of the meeting.

ASSIGNMENT DETAILS

The Event Organiser will work closely with the FAIR for ALL Coordination Group in The Hague and colleagues in Oxfam in Cambodia. Regular updates and decision-making moments will be planned at the start of the consultancy. The assignment will allow for a flexible timeline of the assigned hours, working towards the agreed deliverables.

DESCRIPTION OF KEY DELIVERABLES

The Event Organiser will take responsibility for all logistics of the FAIR for ALL Team’s 2023 regional event in Cambodia: travel preparations, accommodation inclusive of meals, the communications leading towards the event, and the technical and organisational aspects of in-person meetings.

Precisely, the Event Organiser shall deliver the following:

Before the event:

  • Have all logistics and preparations covered, in coordination with the FAIR for ALL coordinating team and Oxfam Cambodia,
  • Provide relevant information on visa, immigration and public health requirements related to travel to all participants based on nationality, prepare visa support documents as necessary,
  • Work with FAIR for ALL coordinating team and Oxfam Cambodia to ensure all the participants have received the invitation letters from Oxfam Cambodia for processing the Visa either at their countries or online
  • Trouble shoot any issues that arise with respect to obtaining visas and be prepared to be on the ground to provide emergency support in case of challenges upon arrival of participants into Cambodia
  • Organize request for proposals process for hotels and liaise with the selected hotel about requirements for the meeting
  • Respond to the participant’s questions or clarifications regarding the trip to Cambodia through email or phone call
  • Ensure all the participants have all the necessary documents before flying to Cambodia
  • Ensure all the participants are aware about Covid-19 travel rules and restrictions before arriving and during the stay in Cambodia
  • Develop a welcoming package with the related information.
  • Organize ad hoc requests, such as translators and prepare activities during the meeting
  • Ensure all the participants are provided transportation from the airport to their hotel and for their return
  • Ensure a sound technical set-up of the event.

 

During the event:

  • Coordinate with the organizing team for smooth accommodation and meeting arrangements adhering to all relevant COVID-19 regulations, health, safety and security protocols imposed in the whole planning and organization of the meeting
  • Coordinate with the hotel manager for the meeting arrangement, snacks and foods in consultation with the meeting organizer
  • Discuss with the meeting organizer about how the meeting room arrangements will be prepared in consultation with the hotel for each day
  • Prepare necessary logistic facilities and meeting materials in consultation with the hotel manager such as LDC projector, Screen, white board, stands, markers, flipchart, computers, photocopy handouts, documents…etc.
  • Organize solidarity dinner with consultation with the organizer in terms of the arrangement for soft drink, foods and also provide transportation from and to hotel to the venue
  • Consult with the participants if they have any comments and feedback regarding their stay in the hotel and address all the concerned issued with the hotel owner/manager
  • In case of health issues, coordinate with the recommended clinics/hospitals to bring his/her for doctor consultation and treatment
  • Coordinate and communicate on any other components of importance for the travel and stay of Coordination Team members

After the event:

  • Ensure all the participants check out from the hotel based on their fight schedule
  • Ensure all the participants are provided transportation to the airport and check-out smoothly
  • Ensure any remaining or outstanding bills/invoice are settled with Oxfam, hotel or any other suppliers
  • If applicable, prepare a short learning document or a blog with lessons useful for future events.

BUDGET AND PAYMENT

As per consult and agreed by the consultant, the payment will be made as below after the assignment completed and accepted by Oxfam.

No.

Payment conditions and terms

Payment

1

Upon signing of the contract

40%

2

Upon completion of all tasks as mentioned in the ToR and report sign-off from program manager

60%

 

Furthermore, in line with the framework of Oxfam in Cambodia:

We are committed to preventing any type of unwanted behaviors at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. We expect all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

KEY ATTRIBUTES:

  • Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
  • Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
  • Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

    ORGANIZATIONAL VALUES
  • Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
  • Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
  • Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Moreinfo: https://jobs.oxfamnovib.nl/job-invite/13093

Please mention "www.Cambodiajobs.Biz" where you saw the ad when you apply!

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Cambodia Jobs: Position: Events Coordinator for Asia Regional Event (Oxfam)__Deadline:17Aug
Position: Events Coordinator for Asia Regional Event (Oxfam)__Deadline:17Aug
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