Global Events Coordinator at World Vision Kenya
World Vision International
- Kenya
- Permanent
- Full-time
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- Company:
- Location: Kenya
- State:
- Job type: Full-Time
- Job category:
- Strategizes and project manages identified global internal events for the World Vision Partnership - with a primary focus on the Triennial Council and Global Leadership Summit (held every 3 years).
- Works in close collaboration with executive sponsors and key stakeholders to ensure event goals are fully mapped, budgeted, and managed.
- Participates in the selection of external suppliers and vendors in line with World Vision procurement policies.
- Coordinates and negotiates with external suppliers and vendors to secure quality, and value services related to event delivery.
- Liaises with relevant World Vision functions, offices, and stakeholders to ensure commitments and expectations are understood and met promptly.
- Assembles and facilitates support to staff and contributors to coordinate deliverables per event plan.
- Leads and coordinates update and milestone meetings with key stakeholders.
- Liaises with the Virtual Experience team on live streaming integration.
- Ensures adequate preparation and testing with key roles such as MCs, speakers, interpreters, etc.
- Proactively manages risks and issues, escalating as required.
- Coordinates administrative, logistical, travel, and hospitality support for global internal events (e.g. venue scouting, coordinating accommodation, travel, venue planning, and event close-out activities)
- Enhances future events by providing comprehensive post-event analysis and feedback.
- Begins planning events of TC three years prior to the start of the event; and planning GLS one year prior to the start of the event.
- Collaborate with key internal partners to identify target audiences, develop mailing lists, send invitations, and track/manage engagement (e.g. event mailboxes, registrations, RSVPs, attendance, etc.), noting delegate engagement across 100 countries.
- Identify and utilize up-to-date event planning technology.
- Liaise with World Vision IT services to ensure the event website and secure delegate event app.
- Manage registration and content for event digital platforms.
- Advise and engage World Vision leadership with executive updates on event progress and updates.
- Liaise with World Vision brand specialists to ensure alignment with global brand guidance. Collaborate with relevant teams on post-event review and follow-up reporting and communication.
- Advisory to other global internal events will be extended as required
- Create and maintain a collaborative workspace (MS Teams) for information gathering on event planning to be shared with other administrative assistants (i.e. venue locations and contact details; taxi vendors; audio-visual vendors; etc)
- Seven years of relevant work experience in global event coordination.
- Strong understanding of digital communications technology and its potential.
- Experience with planning and running virtual, in-person, and hybrid event organization tools.
- Demonstrated proficiency in Zoom, MS Teams, and other event and meeting platforms.
- Evidence of strong project management skills, and well-developed organizational and time management skills.
- Evidence of strong attention to detail and follow-through.
- Experience dealing well and calmly under pressure and being proactive.
- Experience balancing multiple time-sensitive tasks simultaneously while prioritizing them appropriately.
- Must be highly relational.
- Strong emotional intelligence with advanced interpersonal skills and the ability to communicate and collaborate effectively and diplomatically with board members, executives, staff, vendors, and consultants.
- Diligent, showing persistence, patience, and resourcefulness.
- Excellent written and verbal communication skills.
- Ability to think critically and problem-solve quickly and effectively.
- A team player, and also able to work independently as a self-starter.
- Proven ability to demonstrate discretion and a high level of confidentiality.
- Ability to be flexible and nimble to change priorities and able to receive feedback.
- Graduate degree in a related field.
- Microsoft Office and database management skills, with the ability to learn.
- Proficiency in virtual, in-person, and hybrid event solutions, and attendee management.
- High cultural competency and ability to work with global teams
- Ability to attend meetings outside of standard working hours.
- Non-profit experience.
- Work experience with high-level executives.
- Good understanding of World Vision, its mission, and vision.
- Ability to research, gather, analyze, and synthesize information from sources such as online searches, databases, and files.
- Language proficiency in addition to English is a plus.
- Proven ability to work across physical and cultural distances
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