Events Operations Officer

The incumbent will work closely with the Oxfam International Youth Partnerships (OIYP) Team, Event Management Company and Oxfam India Youth Manager to ensure all logistics are in place for the OIYP Kaleidoscope 2010 event.  This is a large scale residential event, scheduled to run over 8 days in New Delhi in November 2010.  There will be approximately 300 participants – Action Partners – aged between 18 and 25 and more than 150 volunteers in attendance.  The event is the beginning of a 3 year program for Action Partners and is a partnership between Oxfam India and Oxfam Australia.  The Event Operations Officer is required to attend the full event and will be expected to live on-site for the duration.

Department               Programme & Advocacy

Location                     New Delhi

Level / Pay Band        L-4

Contract                    1 year (March 2010 to March 2011)

Reports To                 Youth Manager, Oxfam India and OIYP Coordinator, Oxfam Australia

Key Responsibilities

• Manage day to day liaisons and supervision of the contracted Event Management Company, including monitoring of timelines, budget, legal requirements and milestones agreed to by the Event Management Company; and serve as the liaison between the Event Management Company, Oxfam India and Oxfam Australia staff.
• In coordination with the Event Management Company organise all logistics for the event Program including off-site excursions, simultaneous translators and media.
• In collaboration with the Participant Liaison Officer organise and coordinate visas for participants, staff and facilitators, as well as coordinate pre and post event accommodation for all participants.
• With the support of the Participant Liaison Officer, ensure the comfort of participants and speakers during the event including translators, dietary, cultural and religious requirements and entertainment, and ensure participants have access to clear and accurate information regarding event logistics and activities.
• Support the Arts & Cultural Project Coordinator as required, particularly in relation to the logistical requirements of the event program.
• Manage and oversee implementation of Volunteer Program to meet requirements of the event human resource needs.
• Work with Oxfam Australia and Oxfam India to ensure sponsorship/partnership signage and venue needs are met and adhered to.
• Manage overall logistical preparations of Mentors and Motivators workshop including venue, catering, translation and volunteers.
• Manage continued good relations both internally and with external suppliers.
• Support OIYP staff logistical arrangements for work in India pre-event.
• Ensure adequate documentation of activities including progress and evaluation reports.
• Liaise with finance staff to ensure financial matters are arranged in a smooth and efficient manner both in Oxfam India and Oxfam Australia, as well monitor event expenditure against budget in liaison with the OIYP Coordinator.
• Other related duties as delegated by the OIYP Coordinator and Youth Manager, Oxfam India.

Qualifications and Experience         

• 3-5 years experience in organising large scale conference and events.
• Understanding of cultural and religious requirements of international visitors.
• Understanding of local and global youth active citizenship across diverse regions.
• Familiar with usual IT Packages (eg email, word, spreadsheets, database, etc.)
• Knowledge of international social justice and development issues.

Essential Skills

• Event management, Project management, time management and organisational skills.
• Good written and spoken English and Hindi communication skills.
• Ability to manage and work in tight deadlines and with limited budgets.
• Ability to lead teams and partnerships.
• Ability to motivate and inspires others.
• Ability to work flexible hours including weekends.
• Public speaking & presentation.

Relocation     During the course of employment the post holder may be required to move base on a temporary or permanent basis to any workplace controlled by Oxfam India

Travel           Ability to travel within country and abroad as required.

How to apply

• All applications should be sent to Vacancies@oxfamindia.org
• All applicants to put “Ref. Name of the Position and Location”  as the subject line  
• All applications should send the covering letter and the CV as one document , in a word format.
• The deadline for receiving applications is 2 March 2010