Call for applications: EVENT COORDINATOR for 2nd Volunteering Expo

We are in need of an Event Coordinator for the 2012 Volunteering Expo to be held on March 13, 2012 at the Intercontinental Manila in Makati City.

The duration of the post will be for two months, from January 23 to March 23, 2012 and will be based at the VSO Bahaginan office in West Avenue, Quezon City.

The essential qualifications for the role include:

• Experience in organizing conferences, seminars and other similar events
• Excellent writing skills
• Highly organized, pays attention to details and a problem-solver
• Preferably with experience in marketing/communications

Please see below Terms of Reference for detailed job description.

Interested individuals can address letter and CV to the Public Engagement and Communication Adviser at marketing@vsobahaginan.org on or before January 20, 2012.

Information about the 1st Volunteering Expo can be found at www.vsobahaginan.org/volunteeringexpo.

TERMS OF REFERENCE

Provide project management assistance and support to the Public Engagement and Communication Adviser for the Volunteering Expo to be held on March 13, 2012 at Intercontinental Manila.

This entails the following tasks:

SECRETARIAT FUNCTION. Lead in the secretariat functions in line with the Expo, including but not limited to:

• Developing and updatinga database of more than 300 organizations some of which will be provided by VSO Bahaginan
• Sending invitations to guests via different channels (fax, email, phone or courier).
• Confirming receipt of invitation and following up confirmation of attendance
• Monitoring turnout and confirmations
• Sending thank you email to attendees after the event
• Handling inquiries about the Expo from delegates and exhibitors
• Maintaining and updating of registration list
• Lead in post-event activities such as preparing reports such as attendance list & directory/database, organization of conference documentation, tabulation of feedback results, etc.

2. MARKETING AND PROMOTIONS SUPPORT. Assist the PECA in scoping various avenues to promote the Expo to potential delegates, partners, exhibitors and exhibit-goers.

• Scope out possible partners from various sectors with an interest in volunteerism and citizen engagement
• Scope out well-established media outlets (broadcast, print, online) and link up with them to explore guesting/interviews and online publicity.
• Explore other possible avenues to promote the Expo to potential delegates and sponsors, exhibit visitors and online and traditional media.
• Prepare letters and presentations

3. LOGISTICAL SUPPORT

• Coordinate with suppliers and contractors involved in preparation of various components of the said Expo.
• Lead in the preparation of forms and kits required for the Expo such as registration forms, handouts, VSO collaterals, etc.
• Provide on-site assistance during the Expo.