Events Coordinator (Consultant) - Beirut

The Danish Refugee Council (DRC) is a humanitarian, non-governmental and nonprofit organization, founded in 1956, that works in more than 30 countries around the world. DRC has been operating in Lebanon since 2004, working with Palestinian and Iraqi refugees, as well as Lebanese communities affected by the war in 2006. DRC is committed to basic humanitarian principles; including impartiality and neutrality, and offers the highest standards of accountability to the people it serves.DRC Lebanon has been assisting the Syrian displaced, fleeing Syria into northern Lebanon, since May 2011, and the Bekaa valley since February 2012. This assistance has come through the provision of food and non-food items, various outreach activities and the rehabilitation of collective shelters. DRC Lebanon has also been working to protect women at risk. Context: Migrant Domestic Workers (MDWs) are facing particular protection risks in Lebanon and the region. Causes include, but are not exclusive to, the absence of a law regulating the working relation between the MDW and their employers, the exclusion of MDWs from the Lebanese labour law, the restrictive and inhumane sponsorship system, and racist perceptions among the Lebanese population.The Consortium of NGOs (Amel International, Anti-Racism Movement, Caritas Lebanon Migrant Center, Insan Association, and Kafa (enough) Violence & Exploitation – henceforth referred to as “the Consortium Members”) have chosen to implement a three day “Workers Day Advocacy Festival” around Worker’s Day 2014 to advocate for the abolishment of the existing sponsorship system for Migrant Domestic Workers, with a specific focus on different right’s breaches. The objectives of this event are as follows:- To inform the public about the flaws of the sponsorship system; - To gain the public’s support when advocating for change of the sponsorship system in general;- To pressure decision makers (especially the Ministry of Labour) to begin amending or replacing the sponsorship system. DRC is inviting local candidates to apply for the position Event Coordinator (consultant) - Beirut, to support its activities and be responsible for the preparation and management of all logistical issues and arrangements related to hosting a successful and professional event. The event will include, a book launching, exhibitions and a march among other activities, and hopes to attract a large number of participants from across the country and beyond. Assignment  The successful Event Coordinator (Consultant) will have the following responsibilities:- Preparation and management of all logistical issues and arrangements related to hosting a successful and professional festival.  - Working closely with the Consortium, to identify suitable service providers, as needed, and liaise with these service providers regarding rooming, banqueting, equipment and support and other related arrangements. The Consultant will also liaise with the necessary state - and non state actors to obtain permits.- Ensuring availability of efficient support. Additionally, the Consultant will oversee the invitation and registration process and coordinate the necessary booking of venues, air travel and transportation arrangements for participants. A detailed breakdown of responsibilities is outlined further down. Contract Duration  The assignment will run from 20/3/14 to 4/5/14. Reporting  The Consultant will directly report to a DRC-Consortium arrangement. The day-to-day assignment and contact will be managed through the Consortium. The Consortium will, in this regard, appoint a Focal Person to whom the Event Coordinator (Consultant) will report directly. How to apply: Submission guidelines: Applications should include a detailed CV and a cover letter that addresses the applicant’s motivation for applying. Please forward the application, in English, marked "Event Coordinator (Consultant) - Beirut" to the following e-mail address: vacancy@drclebanon.dk. The deadline for submission is 17 March 2014 Kindly note that only short-listed candidates will be contacted. Assignment Specifications: - core tasks, responsibilities and deliverables  The below is a non exhaustive list of the specifications for the services and tasks/deliverables being requested under this assignment to be in line with the project budget. 1. Participants’ Management a) Invitations and information to participants Send out and follow up on invitations to ALL participants Compile confirmed registration list - participants, speakers, support staff, event mgmt team, ushers, etc. Identify and secure accommodation for participants at hotels where needed, Send out Information Note to all participants (arrival details, hotels, visa requirements, general city info; etc.) Facilitate arrangements for visas for participants, as needed 2. Venue arrangements a) Venues Arrange and ensure all venues are arranged according to specifications and ready for the events as required (as per specified schedule). Ensure all required audio-visual equipment is available/acquired where required Ensure service maintenance is promptly available as would be required for all equipment/services and facilities in all the venues  b) Event materials Production of documents and information materials Prepare participants' soft copies flash drive with all relevant Meetings documents Prepare and distribute an information pack to participants where needed c) Participants Registration and information support Arrange and manage participants’ registration Prepare and maintain participants register (with relevant contact details) Manage a one-stop general information support service for Participants (including general tourism info) Design and make up name tags for all participants, speakers, Media, VIPs, etc  3. Communication and Public relations a) Communication and public relations Prepare and set-up the information kiosk arrangement  b) Interpretation Arrange simultaneous interpretation for all sessions as required (English-Arabic)  c) Public Media advocacy  In liaison with The Consortium, arrange press releases and interviews where needed.d) Exhibition Area Liaise with CONSORTIUM Communications person for details Liaise with conference venue for space and necessary equipment.  4. Other general logistical arrangements and event management a) Ground Transport  - Arrange and confirm airport pick-ups, as well as local operations b) Accommodation arrangements for participants  - Compile rooming list for participants and liaise directly with the hotel  - Allocate rooms  - Confirm accuracy of arrival/departure information  d) Cocktail/Official Dinner  - Organise/arrange the official dinner/cocktail if available - Develop and print participants information note/invitation for the cocktail if available  e) Banners, flyers, tshirts  - Design of banners, flyers, tshirts and determine quantity  - Get quotes from printer x 3 and proceed with contracting once approved  - Follow-up with printer for delivery