Terms of Reference for Provision Project Management Services at Fairtrade International

SCOPE OF WORK

Working closely with the Fairtrade Working Group, the Project Manager will:

Before the Events

• Master Plan/Run of Show: design the master plan detailing the virtual and physical aspects for each session and including contingency plans;
• Judging panel: Guide in formation and nomination of judging panels, guidelines etc.
• Communication Packs: Support development of info packs for all participants; support information sharing for all official and non-official events; guide development of sponsorship kit, logistics notes, guest packages etc.
• Service providers: Support identification and engagement with relevant service providers;
• Working Group Support: Support the steering committee monitor progress of the internal working committees handling the various aspects of all activities.
• Events Set-Up: support the design and plan all the virtual and physical aspects of all the events as well as design and set up the official meeting venue, side meeting spaces, field trips, displays etc;
• Social media kit: support the creation of a social media kit and content calendar jointly with the Communication team:
• Safety and Health: Develop a health and safety contingency plan;
• Help Desk: Act as a “help desk”- central point of contact for any logistic questions before and during the event.
• Support travel booking arrangements: Support with flight bookings, visa requirements and travel/health advice for all participants attending in person; support with hotel booking, arrival and airport transfers; support spontaneous re-arrangements of travel plans (extension of hotel / re-booking of flights), follow up with invoicing;

During the Events

Working with the steering committee

• Events management: Oversee timely events execution. Coordinate the flow of events as per the program bearing in mind different time zones.
• Events communication: Support the production of real-time written and branded short video snippets and photo journals for airing on social media throughout the key events.
• IT support: support the Tech Committee to coordinate the IT logistics for the event.
• Third-party management: Supervise all suppliers and contractors to deliver all items as per the agreed schedule.

After the Events

• Tear down; work with the Clients Account Manager for any software to ensure that all data and content is taken down from the software databases after the event;
• Follow up with all participants and suppliers to ensure payments are made.
• Bring all events communications and payments to a close.
• Events and forum reporting
• Support with post-event communication as desired.

CONSULTANCY PERIOD

The contract period is 9 months from November 2022 – July 2023.

QUALIFICATIONS

• The Project Manager must demonstrate a strong background, training, and experience in the planning and management of global stakeholder forums.