Senior Leadership Meeting Coordination and Execution Consultant at Palladium International

Objectives of the TA 

• Strengthen intersectoral collaboration for Demographic Transition through effective planning and execution of the Senior Leadership Meeting.
• Ensure seamless logistics coordination for the meeting e.g. meeting venue confirmation, ensure invites are sent and confirmed by the essential stakeholders, availability of teleconference equipment, different language interpretation equipment, as well as other relevant materials and equipment. 
• Ensure cross-sectoral policy dialogue and prioritization of Demographic Transition actions are captured and align all the inputs into a holistic document. 

Technical Assistance Scope of Work:

• The Consultant will cover all aspects of overall planning, organization, coordination and execution of this high-level leadership meeting.
• The Consultant will also ensure that post-meeting follow-up and documentation of the commitments are completed and shared with the relevant ministries.  

Methodology:

 Preparatory Phase 

• Responsible for the entire logistical and administrative meeting preparation activities in together with the planning committee.
• Work together with the planning committee to ensure the agenda for the meeting is aligned with meeting objectives, tracking implementation points from the planning committee and provide updates at the subsequent meetings 
• Coordinate invitations and confirmations from the invited senior leaders.  
• Identify the best suitable venue for the meeting.
• Coordinate with the organizing committee to ensure there is a focus on the metrics and data used to inform discussions. 

During the Meeting 

• Ensure an all-round smooth running of the meeting:
• Make sure all the documentations needed for the meeting are availed in good time and keep track of the attendance sheets.
• Stay on track:  Ensure there are meeting essential services e.g. Master of ceremony, timekeeper, minute taker etc. to help stay on schedule. 
• Use a "parking lot" for topics that arise but are not on the agenda to be addressed later.  

After the meeting:

• Ensure to document key outcomes of the discussions, key decisions made, various responsibilities assigned to partners during the meeting and their deadlines for action.
• Ensure all the venue invoices are compiled and forwarded to the Palladium team for payment processing

Key deliverables:

• Pre-meeting planning report and agenda summary 
• A communique on Demographic Transition with a clear action plan and focal points 
• A final meeting report with documented outcomes, next steps and an implementation tracker to strengthen accountability.  

Skills and Experiences required:

• A minimum of 10 years of experience in managing high-level technical meetings that include government official and high-level private sector players 
• Experience in organizing government and high-level multisectoral meetings related to population, SRHR, or demographic transition.   
• A bachelor's degree is often preferred, in management-related courses with hospitality management or public relations being common fields of study.  
• Demonstrate previous experience in managing similar activities and ability to execute successful events 
• Demonstrated ability to plan and organize events, set clear goals, manage budgets, create timelines, and handle logistics  
• Strong verbal and written communication to be able to liaise with senior leaders, and other technical staff as needed and to clearly convey information and instructions.  
• Ability to stay calm under pressure and find solutions when problems or challenges arise.  
• Meticulous attention to detail is necessary to ensure all aspects of the event are covered.  
• Strong interpersonal skills and good networking skills to be able to pick up any information during the breaks and may not have come to the fore during plenary sessions