Event Coordinator

5 months ago

Jakarta, Indonesia Tetra Tech Full time

Tetra Tech is powering a just energy transition for all. We are Leading with Science® to advance the clean energy projects and policies the world needs to achieve climate and decarbonization goals. We help create sustainable utilities and modern power grids. We promote equality and inclusivity in the global energy sector. We work with governments, policy planners, investors, power project developers, and international development agencies to increase energy access, strengthen energy security, and power economies.

Tetra Tech has an opportunity for an Event Coordinator who will provide administrative and programmatic support to organize USAID SINAR project events. This responsibility is an integral role to the cross-cutting function of the Strategic Programs Directorate, including for communications and reporting, Government and counterparts Relations, Monitoring, Evaluation and Learning, and gender. As Event Coordinator you will manage coordination and collaboration with the Strategic Programs team for handling events. You will work alongside the MEL Manager for budgeting, design of event programs for project results, and MEL related purposes, Project Management Coordinator for tracking and update deliverables of events, and Government Liaison Manager for record and report of deliverables, and The Communications and Reporting Manager for branding and marking, maintain visibility and reporting. You will work with the team of Operations, and in close coordination with the program team members. You must be willing to work on-site and committed to working nights and weekend workdays, as needed. Learn more about the SINAR project here.

**Position Responsibilities**

Serve as the primary support to event organizing leads. Depending on the scope of assigned events, responsibilities may include but not limited to:

- Scheduling and coordinating planning meetings, coordinate with program team to manage the calendar of events and assigned individuals, keeping them free of scheduling conflicts.
- Develop budget estimate and CRF (Contract Requisition Form) or proposed event, meeting or site visit activities.
- Prepare forecast and evaluate project event cost for all SINAR Objectives.
- Vetting venue and senior leadership availability for meeting and event dates; ability to work with challenging schedules and navigate complex teams
- Maintaining Event checklist or multiple tracking systems and spreadsheets for meeting preparation.
- Coordinate with procurement, operations and program team to provide logistics, travel arrangements and itineraries, venue and hotel accommodation, troubleshoot and resolve potential conflicts.
- Coordinate with program team to develop agenda and other materials, recording minutes and distributing in a timely manner, and organize follow-up actions.
- Developing comfortable relationships with vendors; managing orders, payments and communications
- Assisting with administrative tasks related to event execution, including preparing name tags, registration lists, collateral and print materials.
- Gather and record action items, result and deliverables data, and reporting items in a project database and other data management systems, ensuring thorough documentation of activity, project status, and results.
- Attending and staffing events, including those on nights and weekends. Must be available to set-up/break-down events and readily take on other tasks as needed.
- Submit employee expenses, event related expenses, and vendor invoices to Finance department.
- Produce and review communications and presentations for reporting purposes, interpret related background information and draft responses as needed.
- Assist with assigning the event organizer, other project staff or short-term project staff to provide additional support during peak periods.
- Prepare and regularly update progress reports.
- Contribute to maintaining positive office morale, even in the face of high work volume and challenging periods.
- Participate in professional development opportunities, including taking advantage of shadowing opportunities when appropriate.
- Adhere to the project mission and standard, Tetra Tech company credo and code of conduct.

**Minimum Qualifications**
- Graduate degree and have relevant educational background from various disciplines or related fields.
- 5 years’ experience in handling events, client service or relationship-building role.
- Strong verbal and written communication skills
- Problem solving skills; ability to find solutions with little oversight
- Organizational, time management and project management skills
- Command of Microsoft programs; ability to perform mail merges, create PowerPoints, create and manage Excel spreadsheets using complex data.
- Competency managing videoconferencing platforms (Zoom and Teams preferred)
- Attention to detail and ability to know when to seek guidance and advice
- Professionalism, maturity and a strong work ethic
- Willing to perform frequent tra

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