Event Officer - Doctors Without Borders/Médecins sans Frontières (MSF) India (Apply by: February 24, 2016)

Background:

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian medical aid organization working in more than 65 countries worldwide. Médecins Sans Frontières is neutral, impartial, independent and not linked to any political party or governmental body. It provides emergency medical assistance to people in need, irrespective of their nationality, race or religion. MSF has worked in India since 1999, providing free-of-charge essential healthcare to people in remote areas, and specialist care for people affected by HIV/AIDS, tuberculosis, Drug resistant tuberculosis and kala azar. We also respond to natural disasters and other emergencies, provide mental healthcare, and lobby for the development of more effective and cheaper medicines to improve access to treatment for people everywhere.

MSF currently runs projects in the states of Bihar, Delhi, Manipur, Maharashtra, Jammu & Kashmir, Chhattisgarh, Andhra Pradesh, Telangana and West Bengal. In 1996, MSF received the Indira Gandhi Prize for Peace, Disarmament and Development, and in 1999 MSF was awarded the Nobel Peace Prize

  

MSF India is one of 24 offices and operational centres in Europe, America, Asia and Australasia, pooling funding, expertise and staff for MSF field operations. MSF India has three key objectives in support of field operations: the recruitment of skilled medical and non-medical staff, the raising of vital funds, and public information work.

  

GENERAL

Location of Job: MSF India Branch Office, New Delhi
Last application date: 24^th February, 2016
Email: hr.support.india@new-delhi.msf.org

Position Title: Event Officer

Location: Delhi

Division / Function: Communication

Department: Communication

Administrative Reporting to: Communication Coordinator

Functional Reporting to: On specific projects, functional reporting to a steering committee (inter departments).

JOB PURPOSE

Develops, coordinates, implements and evaluates external events targeting the urban Middle/Upper Middle class, the Medical community, the media and the civil society in India.

Develops annual plans for events under the supervision of the Communication Coordinator and in line with the MSF India Event strategy (to be developed in 2016).        

KEY ACCOUNTABILITIES

Expected End Results	Supporting Activities
Events planning and coordination	1.     Coordinates events including (but not limited to) speaking engagements, panel discussions, conferences, symposia, photo/film/book exhibitions communicating MSF field activities in India and abroad, MSF’s principles, MSF’s Humanitarian identity, etc. 2.     Develops new and identify existing events/conferences (E.g., global health/humanitarian conferences, film festivals, photo exhibitions, Medical college fairs, etc.), which may benefit MSF’s visibility and profile in India. 3.     For each event, develops an action plan with marketing/promotion, outreach, operations and media deliverables (in collaboration with Media Coordinator) along with a timeline, targets and within budget and implement it. 4.     Develops annual plans for events including timeline, budget and KPIs supervised by Communication Coordinator and implement. 5.     Contributes in writing the (2016 – 2019) public events strategy under the direction of the Communication Coordinator, the Head of Communications and the Head of Fundraising
Events logistics, management and monitoring	In close collaboration and with support from the Communication Assistant, the Event Officer : 1.     Liaises with venue organizers, partners, sponsors, vendors  and maintains a database 2.     Ensures travel/accommodation; venues are secured, catering, A/V, exhibition/display materials shipping, storage; set-up/installation/breakdown; handouts/info table materials, etc. 3.     Organizes event speakers and participants and oversees event team staff and volunteers 4.     Develops event management documents such as “Run of Show”, briefings, speaker’s notes and presentations 5.     Prioritizes, tracks, handles, and maintains records and budgets 6.     Evaluates and reports on progress towards stated objectives as well as on overall outcomes of each event.
Events outreach and promotion activities	1.     Develops mapping of the audience and implements outreach plans prior to events. 2.     Creates content for events including invites and promotional materials (E.g. Flyers, posters, banners, etc.) supported by members of the Communication department. 3.     Creates and/or coordinates development of events registrations online/offline and ensures the follow ups. 4.     Ensures timely production of promotional materials and presentation materials in collaboration with the Communication Assistant.
Pool of spokespeople for MSF India	In close collaboration with MSF India Media Coordinator: 1.    Updates the database of spokespeople to represent MSF India during events including MSF expats and staff. 2.    Researches and maintains a database of key contacts such as high-level colleagues, supporters, academics, medical professionals, policymakers, civil society, etc. 3.    Interviews and writes biographies, speaker’s profile
Quality control	1.    Ensures that the messages and tone of all events, outreach content and activities are in line with MSF’s core principles, editorial style and institutional identity (In collaboration with MSF India Editor) 2.    Ensures that all events are implemented within budget and timeline and meet the targets.
Management and departmental administration	1.    Attends regularly scheduled departmental meetings to share information, brainstorm solutions, and coordinate priorities. 2.    Participates in planning and implementation of MSF-India’s communications strategies, policies and procedures. 3.    Carries out any duties that may reasonably be required by the Communication Coordinator and/or Head of communications in the light of the main purpose of the job. 4.    Attends regularly scheduled staff meetings, in-office presentations/debates to stay informed on important MSF topics.

Key Dimensions

• Organization of events Pan India with mass visibility
• Develops and/or extend the existing audience mapping (Middle/Upper Middle class, Medical Community, etc.) for all targeted cities including Mumbai, Bangalore, Delhi NCR, Hyderabad and Chennai.
• Deals with a range of 50 to 70 suppliers
• Builds up a network of a wide range of internal and external stakeholders

Key Performance Indicators

• Develops annual plans for events including timeline, budget and targets
• For each event, provides a report presenting the analysis of the outcomes against the main objectives and targets
• 50% or more of the people attending the event are interested in learning more about MSF India and have left their contact details (E.g. Subscription to MSF India e-newsletter)

Key Interactions

• Develops annual plans for events including timeline, budget and targets
• For each event, provides a report presenting the analysis of the outcomes against the main objectives and targets
• 50% or more of the people attending the event are interested in learning more about MSF India and have left their contact details (E.g. Subscription to MSF India e-newsletter)

Other Indicative Requirements

Educational Qualifications  & Functional / Technical Skills

Masters in Mass Communication or equivalent field from a reputed institute and/or a combination of relevant professional experiences in line with the responsibilities listed in this job description.

Relevant Experience (Type of experience and minimum number of years)

Minimum 4-5 years of event management experience, preferably with an INGO.

Other requirements (Behavioural, Language, Certifications etc.)

• Experience in conceptualizing, creating, and managing events
• Ability to work independently, move projects from conceptual stages to launch, and handle multiple and often competing deadlines.
• Experience in creating marketing collateral and working with graphic designers, videographers, photographers and printers
• Experience in mapping and carrying out targeted outreach plans
• Excellent writing, editing, and proofreading skills
• Outstanding proven time management and organizational skills, including the ability to prioritize ongoing vs. immediate needs appropriately.
• Keen attention to detail
• Creative, proactive, and flexible personality
• Willing and able to be work on irregular days and hours including evenings and week-ends.
• Willingness to travel within and outside India.
• Able to integrate into a multicultural team and cooperate with co-workers.

Competencies

• Planning and organising (Level 3)
• Results and quality orientation (Level 3)
• Initiative and innovation (Level 2/3)
• Teamwork and cooperation (Level 3)
• Stress management (level 4)

We offer: 

• Salary Gross (INR): 68959 per month  (non-negotiable) 
• 15 days annual leave; 12 days paid leave as per specified list of holidays; Sick/Casual leave of 12 working days as per calendar year (pro-rated based on hire date). 
• Contributions made for statutory benefit programs such as Provident Fund and Gratuity Fund. 
• Covered under accident insurance 
• Mediclaim : MSF provides medical reimbursement for employees and their dependents as per MSF India health care policy 
• A stimulating, professional environment in an international organization. 

Information & Application:

Please clearly state in ‘subject’ of email which position you are applying for and the source from where you saw the job profile and send your CV with cover letter (combined in one word file) to:  hr.support.india@new-delhi.msf.org

Last application date:  24^th February, 2016

Remarks:

·         Only short-listed candidates will be contacted

·    Candidates from non-Indian origin applying for this position should have the valid legal working permit.