In response to the January 12 earthquake in Haiti, the American Red Cross (ARC) is scaling up its support to the Haitian people in their post-earthquake recovery. The ARC Haiti Assistance Program (HAP) has been established to direct the organization’s response to the 2010 Earthquake in Haiti. HAP activities focus on integrated community recovery and preparedness interventions in Haiti, working within the Red Cross/Red Crescent network, particularly with the Haitian Red Cross (HRC) and also through external partners.

The ARC Haiti Delegation is seeking for an experienced Conference Planning Assistant to provide support to the International Gender Equality Conference organization. The conference is funded by American Red Cross (ARC) and led by the Haitian Red Cross. Hence the Haitian Red Cross, in partnership with the Haitian Ministry on the Status and Rights of Women and other relevant ministries, and with support from Red Cross partners, will host an international gender equality conference in Port-au-Prince, Haiti in late May 2016. The central role of this position is to support the conference coordinator in planning the event on all logistics and administrative aspects. Specific tasks will include event venue preparation, supplier coordination, HRC volunteers’ management, and support to the conference coordinator during and after the event. The position holder will also be required to coordinate strongly both internally with ARC Operations team and Gender Technical Advisor and externally with operational staff of the Haitian Red Cross involved in the conference organization.

The Conference Planning Assistant will work under the supervision of the Conference Coordinator and be in frequent contacts with all ARC staff, mainly Gender Advisor, Program Assistant, Procurement, Administration, IT.

Duties Applicable To All Staff
• Work towards the achievement of overall goals of the operations in the delegation, through effective managerial and lateral relations and teamwork.
• Ensure understanding of roles, responsibilities, lateral relationships and accountabilities.
• Perform other work related duties and responsibilities as may be assigned by the supervisor.
• Respect and work within the code of conduct of the Red Cross Movement.

Specific Duties and Accountabilities
Following are the specific responsibilities of the incumbent:
• Consulting with conference coordinator to determine objectives and requirements for the event
• Securing and booking a suitable venue or location;
• Inspecting event facilities to ensure that they conform to organization partners requirements.
• Ensuring insurance, legal, health and safety obligations are adhered to;
• Coordinating venue management, caterers, stand designers, contractors and equipment hire (such as audio-visual, translation booth…);
• Coordinating other services, such as accommodation and transportation for participants, signage, special needs requirements, printing and event security.
• Organizing facilities for car parking, traffic control, security, first aid, and hospitality;
• Planning room layouts and the entertainment program ;
• Coordinating HRC volunteers involvement and briefings;
• Preparing attendees packs and papers;
• Organizing registration of event participants;
• Coordinating suppliers and troubleshooting on the day of the event to ensure that all runs smoothly;
• Overseeing the dismantling and removal of the event and clearing the venue efficiently;
• Preparing conference notes and other post-conference documents to be disseminated

Additional duties
• Establish and ensure effective working relationships with all staff.
• Ensure effective working relationships with National Society counterparts and leadership.
• Ensure effective working relationships with technical and service departments at national, delegation, and headquarters’ level.
• Replace other Assistants when designated.
• Perform other work related duties and responsibilities as may be assigned by the supervisor.

Qualifications and Experience
• Minimum of a University degree in entertainment management, communication, marketing or any related field.
• At least 3 years of experience in large event planning at least at national level with preference for international level event experience
• Ability to meet deadlines in multiple tasking environments;
• Knowledge of word processing, spreadsheets, data entry and analysis packages and data bases like MS Word, and Excel
• Report writing skills and ability to present program data in simple, creative and accurate manner
• Ability to work effectively in a team-oriented environment, including working with external partner agencies
• Proficient in French, Creole and a working command of English suitable for technical field work.
• Familiarity with Gender based event or projects/trainings
• Experience working with the Red Cross/Red Crescent in Haiti

The Code of Conduct forms an integral part of this contract and must be signed by the employee upon employment. This job description supersedes any prior version relative to the incumbent.

Curriculum Vitae with cover letter, all copies of certificates or diplomas, copy of ID cards (NIF/CIN), certificate of police record.

Please notice that only selected candidates will be contacted.