Background

The ACP-EU Development Minerals Programme is a €13.1 million capacity building program that aims to build the profile, and improve the management, of Development Minerals (industrial minerals; construction materials; dimension stones; and semi-precious stones). The program is an initiative of the African, Caribbean and Pacific (ACP) Group of States, financed by the European Union and UNDP, and implemented by UNDP. The mining of Development Minerals has important implications for sustainable development, however, they have not to date received adequate attention for their potential to impact livelihoods and few development programmes have provided support for this mining sub-sector. Often referred to as Low Value Minerals and Materials (LVMM) due to their low price as a function of their weight, and their relatively low value to international commodity markets, Development Minerals provide crucial inputs for domestic economic development (infrastructure, manufacturing, construction and agriculture to name a few) and have the potential to be high value in terms of domestic development.

Programme implementation and management

The ACP-EU Development Minerals Programme will build the capacity of key stakeholders in the sector, including public stakeholders such as regulatory agencies and local governments; private stakeholders such as small-scale mining enterprises, intermediaries, transportation and logistics service providers, construction companies; business development stakeholders such as mining and quarrying associations, chambers of mines, training centres, universities, consulting companies; and social stakeholders such as civil society organizations and community groups.

The programme is under implementation at both regional and country levels. Regional level activities such as training will involve forty (40) countries from the 6 ACP regions; while in-depth support at country level will be provided for 6 countries namely: Cameroon, Fiji, Guinea (Conakry), Jamaica, Uganda and Zambia. Training and support will be provided in the following thematic areas of importance to the sector: 1) mine and quarry management; 2) environment, health and safety; 3) entrepreneurship skills; 4) market analysis and investment promotion; 5) geo-data and maps design; 6) community relations and addressing grievances.

Scope of event coordination

The programme is seeking an Events Coordinator to support the implementation of a range of regional training workshops and other key events that the ACP-EU Development Minerals Programme is currently undertaking, through management of the coordination and logistics aspects of the events.  This will entail seamless coordination of the apportioned tasks with all the regional and in-country partners involved in the event; as well as a liaison role with the the training participants on all the logistical arrangements and with the service providers procured on the delivery of high quality services .

Duties and Responsibilities

Duties and Responsibilities of the Consultant – Events Coordinator

The ACP-EU Development Minerals Programme requires an Events Coordinator to manage the logistics and coordination of

a range of regional training workshops and high-level events held in countries located in the Africa, the Carribbean and the Pacific, as well as in Brussels.

The Events Coordinator will work under the supervision of the Programme Manager while also collaborating with the Technical Specialist, Programme Specialist, and Operations Associate of the programme and the UNDP country offices where the events will take place.  

Functions/key results expected:

Summary of key functions:

The Events Coordinator will undertake the following functions:

Before the event

In coordination with the ACP-EU Development Minerals team and its event partners, the consultant will be responsible for, but not limited to:

• Venue and services: liaising with vendors to ensure and confirm reservations, set-up, and other communications;
• Coordination: coordinate input from relevant partners in the preparation of the training and other event agendas, identification of potential speakers etc.
• Participant queries: act as focal point for questions received from training participants, potential speakers, and other facilitators before and during the meeting;
• Event materials: assist in the production of the event materials such as logistics notes, talking points, evaluation forms, certificates etc.;
• Liaison and administrative tasks: coordinate and follow-up on issuing of invitation letters, sending of airtickets, visa information, DSA distribution etc.;
• Draft terms of reference for the recruitment of consultants to conduct training and develop knowledge products;
• Communications: liaise with the communications focal point in-country and the media & outreach consultant to ensure smooth and timely preparation of all media material for publication and print;
• The consultant is expected to provide formal weekly updates on status of preparation.

During the event

The consultant will be responsible for ensuring the smooth running of the event. Tasks to be carried out during the week preceding and during the training/event include, but are not limited to coordination of:

• On-site registration: arrange for registration, training/event badge pick-up;
• Meeting room preparation: arrange for preparation of nameplates for invited speakers and high- level delegates;
• Configuration of training/meeting rooms (set up of tables/chairs, registration desks, event equipment etc.);
• The printing of event agendas/programmes, and other key documentation as requested;
• Technology set up as necessary in meeting rooms for each session during the high-level events (i.e. PowerPoints are uploaded, microphones are working, etc.);
• General logistic support to the facilitators as requested;
• Information provision to participants as necessary.

After the event:

• Make available a detailed list of participants in attendance the day after the training/event;
• Support the monitoring of  training participants’ return-to-work plans and provision of feedback;
• Assist in drafting and sending thank you notes/letters to the participants of the events;
• Support analysis of participants’ evaluation forms and subsequent reporting.
• Any other relevant duties assigned by the Programme Manager.

Deliverables:

• Submission of weekly updates on status of event preparation; a monthly report on completed activities and a comprehensive report  confirming all logistical preparations 2 weeks before event date;
• Documentation of status of return-to-work plans of regional training participants every 2 months;
• Submission of report on key take-aways from the high-level events.

Intellectual Property:

All information pertaining to this programme as well as outputs produced under this contract shall remain the property of the UNDP who shall have exclusive rights over their use. Except for purposes of this assignment, the products shall not be disclosed to the public nor used in whatever format without written permission of UNDP in line with the national and International Copyright Laws applicable.

Competencies

Core  Competencies:

• Demonstrate corporate knowledge and sound judgment;
• Demonstrate and safeguard ethics and highest standards of integrity, discretion and loyalty.
• Act as a team player while also taking individual initiative to complete outlined tasks;
• Demonstrate problem-solving skills and judgment to resolve a wide range of complex issues/problems;

Functional Competencies:

• Excellent communication and interpersonal skills, ability to create and nurture networks and partnerships;
• Excellent planning and organization skills;
• Strong knowledge of and experience in conference planning and management;
• Ability to negotiate and to influence others to reach agreement;
• Ability to work under extreme pressure;

Required Skills and Experience