Global Events Coordinator at World Vision Kenya

Key Responsibilities:

The Global Events Coordinator will be responsible for the planning and execution of executive-level global events, internal to the World Vision Partnership. With a primary focus on delivering a series of major cyclical global forums for senior leaders and Board members who represent programs across 100 countries, this critical role will coordinate efforts to ensure excellence in event preparation and execution for both in-person and virtual participants. Advisory to other global internal events will be extended as required. The successful applicant has demonstrated experience liaising with executive leadership, in strategizing high-level international events with an executive audience, is highly collaborative, a self-starter, possesses advanced interpersonal and organizational skills, and welcomes diverse backgrounds and perspectives. 

MAJOR RESPONSIBILITIES

Event Design, Planning, and Logistics:

• Strategizes and project manages identified global internal events for the World Vision Partnership – with a primary focus on the Triennial Council and Global Leadership Summit (held every 3 years).
• Works in close collaboration with executive sponsors and key stakeholders to ensure event goals are fully mapped, budgeted, and managed.
• Participates in the selection of external suppliers and vendors in line with World Vision procurement policies.
• Coordinates and negotiates with external suppliers and vendors to secure quality, and value services related to event delivery.
• Liaises with relevant World Vision functions, offices, and stakeholders to ensure commitments and expectations are understood and met promptly. 
• Assembles and facilitates support to staff and contributors to coordinate deliverables per event plan.
• Leads and coordinates update and milestone meetings with key stakeholders.
• Liaises with the Virtual Experience team on live streaming integration.
• Ensures adequate preparation and testing with key roles such as MCs, speakers, interpreters, etc. 
• Proactively manages risks and issues, escalating as required.
• Coordinates administrative, logistical, travel, and hospitality support for global internal events (e.g. venue scouting, coordinating accommodation, travel, venue planning, and event close-out activities) 
• Enhances future events by providing comprehensive post-event analysis and feedback.
• Begins planning events of TC three years prior to the start of the event; and planning GLS one year prior to the start of the event.

Event Communication:

• Collaborate with key internal partners to identify target audiences, develop mailing lists, send invitations, and track/manage engagement (e.g. event mailboxes, registrations, RSVPs, attendance, etc.), noting delegate engagement across 100 countries.
• Identify and utilize up-to-date event planning technology. 
• Liaise with World Vision IT services to ensure the event website and secure delegate event app.
• Manage registration and content for event digital platforms. 
• Advise and engage World Vision leadership with executive updates on event progress and updates.
• Liaise with World Vision brand specialists to ensure alignment with global brand guidance. Collaborate with relevant teams on post-event review and follow-up reporting and communication.

Other Responsibilities

• Advisory to other global internal events will be extended as required
• Create and maintain a collaborative workspace (MS Teams) for information gathering on event planning to be shared with other administrative assistants (i.e. venue locations and contact details; taxi vendors; audio-visual vendors; etc)

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Seven years of relevant work experience in global event coordination. 
• Strong understanding of digital communications technology and its potential.
• Experience with planning and running virtual, in-person, and hybrid event organization tools.
• Demonstrated proficiency in Zoom, MS Teams, and other event and meeting platforms.
• Evidence of strong project management skills, and well-developed organizational and time management skills.
• Evidence of strong attention to detail and follow-through.
• Experience dealing well and calmly under pressure and being proactive.
• Experience balancing multiple time-sensitive tasks simultaneously while prioritizing them appropriately.
• Must be highly relational.
• Strong emotional intelligence with advanced interpersonal skills and the ability to communicate and collaborate effectively and diplomatically with board members, executives, staff, vendors, and consultants.
• Diligent, showing persistence, patience, and resourcefulness.
• Excellent written and verbal communication skills.
• Ability to think critically and problem-solve quickly and effectively.
• A team player, and also able to work independently as a self-starter.
• Proven ability to demonstrate discretion and a high level of confidentiality.
• Ability to be flexible and nimble to change priorities and able to receive feedback.

EDUCATION AND PREFERRED QUALIFICATIONS

• Graduate degree in a related field.
• Microsoft Office and database management skills, with the ability to learn.
• Proficiency in virtual, in-person, and hybrid event solutions, and attendee management.
• High cultural competency and ability to work with global teams
• Ability to attend meetings outside of standard working hours.
• Non-profit experience.
• Work experience with high-level executives.
• Good understanding of World Vision, its mission, and vision.
• Ability to research, gather, analyze, and synthesize information from sources such as online searches, databases, and files.
• Language proficiency in addition to English is a plus.
• Proven ability to work across physical and cultural distances.