Job Description

Title: Technical Events Coordination Officer

Company Name: Chemonics International INC

Vacancy: --

Location: Dhaka

Experience:
∎ At least 2 years

Published: 13 Nov 2024

Education:
∎ Bachelor’s degree in business administration, Social Science, Event Management, or a related field.
∎ Bachelor’s degree in business administration, Social Science, Event Management, or a related field.

Requirements:

Additional Requirements:
∎ At least 2 years of experience in educational projects, particularly in training-related event coordination or a similar role.
∎ Strong organizational and multitasking skills.
∎ Excellent communication and interpersonal skills.
∎ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
∎ Ability to work independently and as part of a team.
∎ Experience working with government officials and education sector stakeholders is a plus.
∎ Knowledge of financial transaction processes and standards.
∎ Experience in preparing detailed reports and documentation.
∎ Familiarity with project management tools and software.
∎ At least 2 years of experience in educational projects, particularly in training-related event coordination or a similar role.
∎ Strong organizational and multitasking skills.
∎ Excellent communication and interpersonal skills.
∎ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
∎ Ability to work independently and as part of a team.
∎ Experience working with government officials and education sector stakeholders is a plus.
∎ Preferred Skills:
∎ Knowledge of financial transaction processes and standards.
∎ Experience in preparing detailed reports and documentation.
∎ Familiarity with project management tools and software.

Responsibilities & Context:
∎ USAID funded Higher Secondary Education Activity (HSEA), implemented by the Chemonics International Inc, will support the Ministry of Education’s DSHE, its higher secondary teacher training institutes, and the National Academy for Educational Management (NAEM) to improve the quality of HSE teaching. The project’s objectives are 1) Teachers’ instructional and management skills enhanced 2) Leadership and supervision capacity of principals and education officers strengthened 3) Coordinated and harmonized training for teachers/principals/education officers introduced in HSE.
∎ The Technical Events Coordination Officer will support USAID’s Higher Secondary Education Activity (HSEA) technical team in organizing and managing logistics for various technical events involving external stakeholders, particularly government counterparts and education ministry officials. This role includes coordinating workshops, meetings, and other events, ensuring timely delivery of materials, and preparing post-event reports. The incumbent will also work closely with the procurement, logistics and finance teams to organize logistics, payment of honorarium and allowances and adhere to project allowance and honorarium standards.
∎ Under the direct supervision of the Deputy Chief of Party, the Technical Events Coordination Officer will be responsible for the following tasks, including but not limited to:
∎ Assist technical team members in planning and organizing logistics for events like workshops, training, meetings with both internal and external stakeholders.
∎ Coordinate with project partners, external stakeholders, including government counterparts and education ministry officials, vendor to ensure their timely participation.
∎ Ensure all logistical arrangements, including prerequisite paperwork, are in place for workshops, meetings, and other events in due course of time.
∎ Organize and manage technical workshops, meetings, and events following technical team member's communications and government orders.
∎ Assist in preparing and distributing event agendas and materials to ensure all necessary items are available during the event.
∎ Create and maintain detailed schedules and timelines for events.
∎ Attend and record suggestions, compile and prepare comprehensive post-event reports, including meeting minutes and key decision notes, and distribute them promptly after the event.
∎ Gather feedback from participants and stakeholders to improve future events.
∎ Document lessons learned and best practices.
∎ Attend phone calls of government officials, trainers and teachers, and respond to their queries for technical events.
∎ Collect the required supporting documents from event guests and participants to ensure compliance with project allowance and honorarium standards, organize these documents appropriately, and submit them to the finance team for payment processing.
∎ Assist the technical team in consolidating training materials and collaborating with the Communications Manager to ensure formal documentation is completed as needed, following guidance from the technical team.
∎ Support in drafting the SOW and purchase requests for short-term consultancies, working closely with the procurement team. Coordinate vendor onboarding under the guidance of the technical team and liaise with HR and/or Procurement to finalize contracts.
∎ Collaborate with the logistics and procurement teams to ensure timely delivery of materials and supplies for events.
∎ Maintain clear and effective communication with all internal teams to ensure smooth event execution.
∎ Maintain accurate records of all events, including attendance, honorarium or allowance distribution sheets, budgets, participant lists, and event plans.
∎ Assist in the preparation of reports and presentations for internal and external stakeholders.
∎ Perform other administrative tasks as required to support the technical team.
∎ The location of assignment is in Dhaka, Bangladesh. with potential visits to DSHE and the project’s regional offices.
∎ Reports to the Deputy Chief of Party
∎ This is a long-term position for one year, with the possibility of extension.
∎ Job summary
∎ USAID funded Higher Secondary Education Activity (HSEA), implemented by the Chemonics International Inc, will support the Ministry of Education’s DSHE, its higher secondary teacher training institutes, and the National Academy for Educational Management (NAEM) to improve the quality of HSE teaching. The project’s objectives are 1) Teachers’ instructional and management skills enhanced 2) Leadership and supervision capacity of principals and education officers strengthened 3) Coordinated and harmonized training for teachers/principals/education officers introduced in HSE.
∎ Principal Duties and Responsibilities (Essential Functions)
∎ The Technical Events Coordination Officer will support USAID’s Higher Secondary Education Activity (HSEA) technical team in organizing and managing logistics for various technical events involving external stakeholders, particularly government counterparts and education ministry officials. This role includes coordinating workshops, meetings, and other events, ensuring timely delivery of materials, and preparing post-event reports. The incumbent will also work closely with the procurement, logistics and finance teams to organize logistics, payment of honorarium and allowances and adhere to project allowance and honorarium standards.
∎ Under the direct supervision of the Deputy Chief of Party, the Technical Events Coordination Officer will be responsible for the following tasks, including but not limited to:
∎ Event Logistics Coordination:
∎ Assist technical team members in planning and organizing logistics for events like workshops, training, meetings with both internal and external stakeholders.
∎ Coordinate with project partners, external stakeholders, including government counterparts and education ministry officials, vendor to ensure their timely participation.
∎ Ensure all logistical arrangements, including prerequisite paperwork, are in place for workshops, meetings, and other events in due course of time.
∎ Event Management:
∎ Organize and manage technical workshops, meetings, and events following technical team member's communications and government orders.
∎ Assist in preparing and distributing event agendas and materials to ensure all necessary items are available during the event.
∎ Create and maintain detailed schedules and timelines for events.
∎ Post-Event Reporting:
∎ Attend and record suggestions, compile and prepare comprehensive post-event reports, including meeting minutes and key decision notes, and distribute them promptly after the event.
∎ Gather feedback from participants and stakeholders to improve future events.
∎ Document lessons learned and best practices.
∎ Coordination with Internal Teams:
∎ Attend phone calls of government officials, trainers and teachers, and respond to their queries for technical events.
∎ Collect the required supporting documents from event guests and participants to ensure compliance with project allowance and honorarium standards, organize these documents appropriately, and submit them to the finance team for payment processing.
∎ Assist the technical team in consolidating training materials and collaborating with the Communications Manager to ensure formal documentation is completed as needed, following guidance from the technical team.
∎ Support in drafting the SOW and purchase requests for short-term consultancies, working closely with the procurement team. Coordinate vendor onboarding under the guidance of the technical team and liaise with HR and/or Procurement to finalize contracts.
∎ Collaborate with the logistics and procurement teams to ensure timely delivery of materials and supplies for events.
∎ Maintain clear and effective communication with all internal teams to ensure smooth event execution.
∎ Administrative Support:
∎ Maintain accurate records of all events, including attendance, honorarium or allowance distribution sheets, budgets, participant lists, and event plans.
∎ Assist in the preparation of reports and presentations for internal and external stakeholders.
∎ Perform other administrative tasks as required to support the technical team.
∎ Location of Assignment:
∎ The location of assignment is in Dhaka, Bangladesh. with potential visits to DSHE and the project’s regional offices.
∎ Supervision and Reporting:
∎ Reports to the Deputy Chief of Party
∎ Period of Performance:
∎ This is a long-term position for one year, with the possibility of extension.

Employment Status: Full Time

Job Location: Dhaka

Read Before Apply:

Send an email to bangladeshhseahr@gmail.com by November 27, 2024 (interview will be conducted on rolling basis), with your CV (maximum two pages) and cover letter and mention "Technical Events Coordination Officer" in the subject line of the email. No telephone inquiries, please. Only shortlisted candidates who meet the qualifications and requirements will be contacted by Chemonics.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, community, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors. Chemonics does not charge any fees by any means during any steps in the recruitment process.

Apply Procedure:

Email your CV:
∎ Send your CV to the given email bangladeshhseahr@gmail.com or Email your CV from My Bdjobs account

Company Information:
∎ Chemonics International INC
∎ Road 50, H 15B, Apt 2A, 3A and 4A, Gulshan 2, Dhaka
∎ Chemonics International is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Address::
∎ Road 50, H 15B, Apt 2A, 3A and 4A, Gulshan 2, Dhaka
∎ Chemonics International is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Application Deadline: 27 Nov 2024

Category: NGO/Development