CARE
CARE International in Kenya
CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality, and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. CARE puts women and girls at the center of everything we do because when they have equal access to resources, they lift their families and communities out of poverty. Our staff live where they work, which makes us effective at understanding the challenges they face. We have been doing this for 75 years since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good.
CARE International has been working in Kenya since 1968, and currently implements major programs in 20 out of 47 counties reaching approximately 2 million people per year. The programs align with national and county level priorities focusing on refugee assistance, health, water and sanitation, financial inclusion, adaptation to climate change, disaster risk reduction, agricultural value chains and humanitarian and emergency response.
Objective:
To procure the services of an event organizer to facilitate CARE International in Kenya in planning, coordinating, and ensuring professional and efficient delivery of events in line with programmatic objectives.
Scope of Work:
The successful Event consultant will have the responsibility for preparation and management of all logistical issues and arrangements related to CARE International in Kenya events. Working closely and answering directly to the respective Program Managers and Leads, the Consultant will identify suitable service providers, as needed, and liaise with these service providers regarding rooming, conferencing, IT equipment and support and other related arrangements. The Consultant will also ensure availability of an efficient event planning support team. Additionally, the Consultant will oversee the invitation and registration process and coordinate transportation arrangements for ALL participants. Detailed Specifications for the services and tasks/deliverables being requested under this assignment include:
1. PREPARATION AND MANAGEMENT OF THE EVENT
a) Call and coordinate meetings with the Event support team
b) Assist development of regular report/update, throughout the organization period, to the Program Managers and Leads
c) Prepare draft copy of the Event programme scenario, including event schedule of activities for review, revisions and approval by the Managers and Leads.
d) Review of the Event concept note to recommend improvements on topics, articulation of the same and format of the event.
e) Ensure that all contacts and actions taken with suppliers are noted and communicated to the Managers and Leads for approval
f) Negotiate terms and conditions with sub-contractors
2. PARTICIPANTS’ MANAGEMENT
a) Establish list of participants with the Managers and Leads
b) Send invitations and information to ALL participants including speakers, facilitators etc
c) Follow up on invitations – via telephone, email, Compile confirmed registration list – participants, speakers, support staff, event management team, volunteers, etc.
d) Identify and secure accommodation for participants.
e) Act as the primary contact with the event partners/guests in confirming event details and relaying information.
f) Arrange and manage participants’ registration
g) Prepare and maintain participants register (with relevant contact details)
h) Design and make up name tags for all participants, speakers, Media, VIPs, etc
3. EVENT VENUE ARRANGEMENTS
a) Develop the concept note for the event in liaison with the Managers and Leads
b) Manage Event venue arrangement, décor, and signage
c) Ensure all required audio-visual equipment is available/acquired in all the rooms as required, crosscheck possibilities for seating arrangements and all related meeting facilities
d) Arrange and manage appropriate VIP lounge.
e) Ensure service maintenance is promptly available as would be required for all equipment/services and facilities in and around the meeting rooms
4. EVENT REFERENCE MATERIALS
a) Production of workshop/event documents and information materials
b) Prepare and distribute an arrival information pack to participants
6. COMMUNICATION AND PUBLIC RELATIONS
a) Public Media advocacy – In liaison with CARE International in Kenya’s Communication Lead, arrange for event publicity both online and on mainstream media.
b) Liaise with event venue for space and necessary equipment
c) Banners – Design of banner and determine No. of banners – Get quotes from printer and proceed with contracting once approved – Follow-up with printer for delivery of banners
7. OTHER GENERAL LOGISTICAL ARRANGEMENTS AND EVENT MANAGEMENT
a) Attend relevant meetings with the service providers involved in the organization of the Event to ensure coordination of all Event elements.
b) Final draft of the Event program submitted, including detailed schedule, list of speakers and facilitator(s) and background documents (on the different sessions)
c) Manage and coordinate the event on the material day
d) Supervise the Event team. ‐ support the Managers and Leads prepare a final event report including actual participant attendance list and key recommendations; ‐ Conduct a participant’s survey to assess the relevance and quality of the event.
REPORTS AND TIMELINES
The consultant is expected to provide the services as per this TOR for a period of twelve (12) months from the date of contract signature with the possibility of renewal subject to satisfactory performance.
CORE COMPETENCIES
o Documentation showing proven track record of at least 3 no. organizing high‐ visible international events or local events.
o Demonstrated strong, coordination and facilitation skills.
o Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity
o Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
o Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively.
o Demonstrated experience in developing and managing media and communications strategies
o Strong team player and work well under pressure.
o Results oriented, flexible, and problem-solving skills.
o Sound understanding of issues relating to Leadership, Governance and civic engagement will be added advantage
Deadline and Submission of Expression of Interest
· Expression of interest outlining how the consultant meets the selection criteria and their understanding of the TOR.
· An updated resume
CARE International in Kenya intends to analyse all received applications immediately after the deadline and revert to the selected firms/individuals shortly thereafter.
The EOI should be sent to [email protected] with “CARE INTERNATIONAL IN KENYA EVENTS MANAGEMENT CONSULTANCY EOI” as the email subject by COB Friday, 25TH February 2022.
How to apply
Deadline and Submission of Expression of Interest
· Expression of interest outlining how the consultant meets the selection criteria and their understanding of the TOR.
· An updated resume
CARE International in Kenya intends to analyze all received applications immediately after the deadline and revert to the selected firms/individuals shortly thereafter.
The EOI should be sent to [email protected] with “CARE INTERNATIONAL IN KENYA EVENTS MANAGEMENT CONSULTANCY EOI” as the email subject by COB Friday, 25TH February 2022.