Event Coordinator

1. Who we are.

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. We are working across regions in about 70 countries, with thousands of partners, and allies, supporting communities to build better lives for themselves, grow resilience and protect lives and livelihoods also in times of crisis.

Because we want lasting solutions, we fight the inequalities that keep people locked in poverty and injustice, we tackle not the symptoms but the systems, and we campaign for genuine, durable change.

Towards a just and sustainable world

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.

Our ambition is lasting impact

We make a difference by being part of a global movement for social justice.

1. Oxfam 2024 Face to Face Operations Conference

The main goal would be to connect among the different functions, within the functions and discuss our strategies and important issues within the areas and across them. The detailed agenda is not defined yet, we would work with you to define specific agendas.

Another significant objective would be to foster cohesion between large and small affiliates and clarify the roles and responsibilities of the functions represented in the conference. Additionally, we will leverage the opportunity for shared learning and identify synergies across functions while celebrating successes.

The participant groups would be Affiliate HR Directors, Regional and Cluster HRBPs, IT Platform members, Finance Directors, Regional Business Managers (RBMs), and affiliate COOs. The conference preparation is led by a steering group formed by representatives of each of this functional groups plus two functional leads who are co-managing the conference organization.

1. Purpose and Scope of the consultancy

The main objective of the consultancy is: the event management of the logistics of the Operations Face to Face Conference to be held in October 2024, in Nairobi, Kenya. The one-week conference is expected to have around 70 participants across the globe.

1. Time schedule

OIS expects the assignment to be concluded between June and November. The conference will take place on the week of in October 2024, the exact week is not defined yet.

1. Scope of work- deliverables for the event coordinator

• Services requested from June to November 2024.
• City: Nairobi
• Participants: 70 participants

Event Management:

• Support and coordination to source the conference location: Securing a safe, accessible, clean, full-day conferencing (with breakfast, tea breaks and lunch) . Requirements:
  • Facility with capacity to provide stable internet and electricity (seamless electricity and internet to allow for meetings online)
  • Enough space for interpretation booths
  • rooms well lit, preferably with natural lighting
  • Utilization of meeting rooms to pin / hang posters, post its etc
  • Space for 1:1s and a separate secretariat/conference coordination room for around 5 to 10 persons working
  • Outdoor space as an alternative that is well lit and with a view, that can be used for other activities e.g. dinner, welcome drinks.
  • Video conferencing equipment for 3 days out the 5 days of the conference week.
  • Projectors,
  • Materials available: markers, printers, flipcharts
  • Plenary room 2 days
  • Break out rooms:
    • 3 break out rooms for 2 days in the week for 20 people
    • 4 Break out rooms for 3 days in the week for 20 people
• Support and coordination for accommodation in the same hotel as the conference, with a good internet connection. The accommodation and meals will be paid by participants directly to the hotel, not via the event coordinator and central budget.

Other services:

• Support in RSVP process
• Support for visa applications
• Interpreters for sessions to be confirmed if needed
• Tech support
• Arrangement of 1 dinner paid centrally for the whole conference group, paid from the central budget
• Support in getting photography for the conference to be confirmed if needed
• Support in acquiring any other vendors required for the conference locally (local transport, printing, etc.)

*Local transport costs and Air travel will be paid by participants directly but we need the event coordinator to support and coordinate the group.

Requirements:

• Demonstrated experience in event coordination e.g., providing examples of similar events undertaken or provide references.
• Strong knowledge supporting visa applications
• Good reputation in the sector.
• Strong regional knowledge of conferencing.
• Excellent communication skills in English.
• Excellent organizational skills.

1. Budget requirements:

• Budgets included in proposals should be in USD, include all costs and taxes, if applicant companies are not local travel costs should be included.

1. Proposals

Oxfam will assess all submissions as to their:

• Values and cultural fit with Oxfam
• Relevant Experience and track record
• Price
• Language
• Location or base

How to apply

Submissions (in English) from interested companies or institutions should be sent to ssc.consultancy@oxfam.org and include the following details:

1. Description of the team, company or institution presenting the proposal

2. Approach description – outlining a proposed approach

3. Breakdown of proposed activities and budget, associated time or level of effort and estimated cost (before VAT or any other charges, as total lumpsum fee or based on standard daily rates).

5. Evidence of relevant expertise, experience and track record of the consultancy company

6. Details of qualification/ experience of the person who will be primarily responsible for the delivery of the work;

Enquiries: ssc.consultancy@oxfam.org