• Event Planner and Coordinator, ACSS

    Posted Date 7 months ago(1/19/2019 3:55 PM)
    Regular Full-Time
  • Overview

    International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over one hundred countries and implemented over two hundred projects.  IBTCI serves government agencies, private sector companies and several donor agencies.  IBTCI specializes in Monitoring & Evaluation (M&E) across many sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.

    Job Title: Event Planner and Coordinator, ACSS
    Department/Location:  Washington, D.C.
    Reports To: Program Manager, ACSS
    Type:   Regular Full-Time
    Classification: Non-exempt

    Overview:  IBTCI is seeking an Event Planning and Coordination Specialist to perform administration, scheduling and coordination for events in Africa. This position is for an anticipated support services contract, for the Africa Center for Strategic Studies (ACSS) under the Defense Security Cooperation Agency (DCSA).


    The position is contingent upon proposal award.


    Essential Duties/Tasks and Responsibilities: 
    • Perform planning, administration, and coordination for ACSS events in Africa by efficiently and cost-effectively scheduling and coordinating travel and planning of ACSS conferences and seminars conducted in Washington, DC, USA, and in multiple countries throughout Africa.
     Coordinate African travel for international senior officials/participants, guest speakers and facilitators attending ACSS programs, including French speakers.
    • Work with ACSS staff members, contractors and event vendors in English and French to ensure timely planning for scheduled activities.
    • Coordinate ACSS technical activities for events in Africa, to include publications, meetings, interpreters, copyright clearance, shipping equipment and supplies to/from the seminar site, transportation and communication assets.
    • Serve as liaison for planning and coordinating activities in Africa and Washington, DC for meetings with convention and banqueting staff in English and French, at event hotel(s) and/or conference centers.
    • Monitor program budget with anticipated expenditures for conferences in African countries.
    • Provide written after-action reports on events to identify what went well and where improvements can be made.
    • Maintain files (electronic and hard copy) and complete data entry/reporting requirements.
    • Travel is likely and may be required throughout Africa, including in fragile and/or conflict-prone zones.
    • Other duties as assigned.


    Preferred Knowledge, Skills and Abilities:
    • Proven ability to adhere to tight deadlines for conferences in a variety of African countries.
    • Strict attention to detail in English and French.
    • Experience planning and coordinating meetings and events in Africa and Washington, DC is essential.
    • Excellent oral and written communication skills in English and French, with colleagues and stakeholders in multicultural environment.
    • Strong interpersonal skills and the ability and willingness to work at all organizational levels.

    Minimum Requirements:
    • Demonstrated experience coordinating international travel, especially to Africa, and event location planning and execution.
       Familiarity with Defense Travel System (DTS), Travel Regulations and Joint Federal Travel Regulations. 
    •  Ability to be flexible and respond to new, different or unexpected conference requirements in African countries, and meets deadlines. 
    • Full proficiency with Microsoft Office, particularly Word, Excel and PowerPoint.
    • Oral and written fluency in English and French required.

    Education:  Bachelor’s degree AND three-plus (3+) years of experience in event management, contract execution, vendor/services procurement conference planning and similar forms of logistical support required.  10+ years may be substituted for education.

    Working Environment: Work is typically performed in an office environment in addition to travel.

    Physical Requirements:  This is largely a sedentary position that requires the ability to speak, hear, see, and lift small objects up to 20 lbs.

    Supervisory Responsibility:  This position does not have supervisory responsibilities.

    Travel:  International travel probably required.

    Work Authorization:  Candidate must be authorized to work in the U.S.A.

    No phone calls please.  All candidates will be acknowledged, but only final candidates for particular activities will be contacted.

    IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws.  We prohibit and do not tolerate any form of discrimination or harassment.


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