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Event Organizer Officer

3 weeks ago

Jakarta, Indonesia World Vision Perú Full time

Wahana Visi Indonesia is a Christian humanitarian organization dedicated to work and collaborate to empower the most vulnerable children, family and community through community development, advocacy, and emergency response for sustainable transformation regardless of religion, race, ethnic or gender.

Since 1998, Wahana Visi Indonesia has carried out various community development programs focusing on children. Hundred thousands of children in Indonesia have been benefited from WVI’s accompaniment program. Wahana Visi Indonesia is a trusted partner of World Vision International.

Key Responsibilities:
Job Purpose

Ensure the management of logistic event and event services that promote stewardship, accountability and reliability.

Promote excellent internal control environment and cost effectiveness and efficiencies for the organization.

Development and execution working space, nasional event, International event, meeting room prepration, planning, forecasting, reporting for the national office and its alignment with global standards.

Ensure for the use of office buildings and their facilities in accordance with standards and procedures work with office team.

Strategy Development & Planning
- Developing the event organinize business process in collaboration with GS & Logistic Manager to facilitate the acquisition of events at the national office and AP/Project.
- Responsible for preparing the annual plan for the event organize.
- Ensure the business process of managing office event/meetings with other units/departments to support services according to standards.
- Ensure an integrated quarterly/semester/annual event calendar process for the management of event in National Office/zonal/Project.
- Develop planning for event implementation (such as logistic, hotel, participant lists, transportation etc )

Resource Acquisition & Management/ Engagement/Project Management
- Coordinate closely with other Departements to arrange the events plan and services.
- Look for opportunity to build strong relation with external parties (corporate, other NGO, school, church) and Internal parties to leverage income generation.
- Facilitate and work closely with resource acquisition team providing for proposal development of event.
- Coordinate to all grants, corporate and special funded projects have the technical support and capacity to meet the required and agreed disaster management standards.

Capacity Building/ Technical works
- Improving the capacity of the organize event in accordance with nasional standart.
- Become SMEs for Cross-Functional Grant/Disaster Management Capacity Training for event/meeting/administration aspect.

Accountability & Quality Assurance
- Manage effective and efficiency event organize in WVI to align with olicies and standard.
- Develop information database related with organization event, i.e training venue, transportation provider, translator, etc.
- Responsible for data accuracy of participants lists and the collection of charges that due from participants in regards to event.
- Monitor the progress of the events being organized and ensure the quality of the event review.
- Provide monthly report on organization event implementation.
- Ensure event/admin activities for the emergency preparedness and response by coordinating with Disaster Management Team.
- Accountable for supplying accurate, current, and reliable data to support the audit implementation process.
- Maintain and update risk mapping profiles for event organizer to minimize risk.
- Liaise and collaborate closely with other Departemen/Program/Project/zone.
- Develop good networking with relevant vendors, government, corporate and partner to improve the contractual arrangement or collaboration.
- Manage the efficiency and effectiveness in the use of office building by managing events, meetings as well as cost charging process.
- Conduct regular reviews on policies, standart and guidelines event management to ensure their effectiveness and applicability.
- To evaluate the implementation of organization event at national level, including a report on how much cash in and out during the event

Management & Leadership
- Develop and manage annual performance agreement
- Submits periodical/ monthly accomplishment report
- Build and maintain positive spirit of working in team with other staff in respective unit and department
- Provide Christian value and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve. Model accountability, integrity and faithfulness, demonstrating that _We are Stewards _and _We are Partners_
- Be a role model and inspiration in managing work, communication and relationship with internal staff and external parties.
- Manage all risks related to event organizer according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.

Qualifications
- At least bache