Background:

USAID-funded U.S.-Haiti Feed the Future Partnership: Northern Corridor project/ AVANSE program works to catalyze inclusive, sustainable economic growth in a potentially highly productive agricultural area. The on-going program’s office is based in Cap Haitien with its zone of intervention within the North and Northeast corridors of Haiti. The program works to increase agricultural income of Haitian farmers in the Northern corridor.

The project is scheduled to end in December 31, 2019. As AVANSE is a flagship US-government project, it requires the assistance of an experience professional specialized in preparing and hosting several inaugural/closing ceremonies.

Purpose of Assignment:

AVANSE has funded many technical activities currently in progress and several other high-priority activities that are nearing completion. These activities include: establishment of rice and cacao processing facilities, upgrading of waste management facilities, rehabilitation of two major irrigation systems, launch of banana export to Europe and more. Many of these activities will be inaugurated during the period ranging from June 2019 to December 2019. These inaugural events and closing ceremony will see the participation of high level government officials and diplomatic officials. To launch and implement these activities effectively, AVANSE’s staff needs surge support relating to event hosting. An event manager, who can take an event from concept to production, is therefore, sought to support preparation for eight (8) ceremonies and manage all details of the ceremonies. Each event/ceremony will require its own specific design, preparation, agenda and execution.

Specifically, the Event Manager will undertake the following tasks, as prioritized and instructed by AVANSE’s Communications Specialist and Chief of Party (COP):

Event Design
• Flesh out the concept and structure of the event through whiteboard, in collaboration with the Communications team.
Event Preparation (4-6 weeks before event)

• In collaboration with the Communications team, finalize date and initial contact and invitee list.
• In collaboration with Communications Team, finalize budget for the various activities for the events including, entertainment, cartering, audio visual, photography, videography, décor and effects, security, and transportation.
• Visit venue to visualize set-up.
• Identify equipment needed (flags, banners, table cloth, etc.)
• In collaboration with the Communications team, request concerned government agencies for participation.
• Draft and finalize invitation letter.
• In collaboration with communications specialist, prepare draft of remarks to be delivered by USAID representative.
• Coordinate logistics arrangements with the administration team.
• Select and book venue (if not already selected).
• Identify MC.
• Design media plan.
• In collaboration from communication team, draft press release
• Choose best décor and special effects to complement theme of event to ensure memorable experience.
• Develop/Finalize event agenda, with support from communications team.
• Confirm participation of invitees and MC.

Pre-Event Coordination (1-5 days before event)
• Produce flyers/booklets/factsheets for the event.
• Follow up to confirm participation of invitees
• Confirm Speakers.
• Visit the venue to ensure the space is set up appropriately (2-5 days before event).
• Liaise as appropriate with relevant parties on events’ components, their roles and responsibilities during the event.
• Follow up with MC, catering, visual audio, photography, videography, and transportation to confirm everything is proceeding as planned.

Event Execution (day of event)
• Facilitate agenda sessions and flow.
• Recommend and help implement changes as needed in real time during the event.
Event Follow up (1-3 days after event)
• Draft and send thank you letters to participants.
• Identify any needed follow-up action.

Deliverables:
• 1-2-page report of the preparation and output of the events.

Reporting:
The Event Manager will report to the Communications Specialist.

Required
• Relevant experience and a bachelor’s degree in communications, marketing, journalism, business, or related field.
• Substantial experience in planning and executing high-level events, from concept to production.
• Substantial experience hosting events with participation from diplomats and high-ranking government officials.
• Experience working in Haiti
• Fluent in spoken and written English
• Fluent in spoken and written French
• Experience drafting press releases, and draft remarks for high ranking officials
• Ability to multitask and monitor several projects daily.

Desirable
• Experience working with USAID, in capacity relating to event planning and hosting in rural areas.
• Knowledge in interest in rural agriculture or agribusiness
• Experience working in rural Haiti.

cover letter, updated CV and diplomas

Only short listed candidates will be contacted for a final interview.