EVENT SUPPORT OFFICER JOB DESCRIPTION

Short Term Position

MSF India Branch office

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Background

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian medical aid organization working in more than 65 countries worldwide. Médecins Sans Frontières is neutral, impartial, independent, and not linked to any political party or governmental body. It provides emergency medical assistance to people in need, irrespective of their nationality, race or religion. In 1996, MSF received the Indira Gandhi Prize for Peace, Disarmament and Development and in 1999 MSF was awarded the Nobel Peace Prize. MSF has worked in India since 1999 and provides medical treatment to hundreds of thousands of Indian patients.

MSF is registered as MSF Holland India Trust under Reg. No. 5691 and as a non-profit Section 25 Company under Reg. No. U85100DL2013NPL249165, dated 6 March 2013.

MSF provides free-of-charge essential healthcare. MSF runs hospitals and clinics, perform surgery, fight epidemics, operate feeding centres for malnourished children and offer mental healthcare. MSF currently runs projects in the states of Bihar, Manipur, Maharashtra, Jammu & Kashmir, Chhattisgarh and Telangana. MSF India is one of 24 offices and operational centres in Europe, America, Asia and Australasia, pooling funding, expertise and staff for MSF field operations. MSF India has three key objectives in support of field operations: the recruitment of skilled medical and non-medical staff, the raising of vital funds, and public information work.

Communications department

The department’s purpose is to raise the profile of the organisation and its causes amongst audiences in India and the diaspora to support MSF’s advocacy, recruitment and fundraising activities.

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GENERAL

Location of Job:MSF India Branch Office New Delhi

Availability: fora minimum period of 4 months

Salary:INR 40,426 gross per month

Last application date:15, January 2015

Email:

Functional and Hierarchical Lines

The Event support Officer will report to the Campaign and Event Officer.

Purpose of Post

S/he will implement and coordinate key MSF India public events around India including venue logistics, conception of marketing collateral, pro-active outreach, and support in content and presentations. These public events are designed to raise awareness and visibility of MSF’s work and presence in India, which bears witness to MSF field activities and advocacy efforts and that meet the needs, objectives, and policies of MSF.

The Event support Officer needs to execute public events, including the MSF India photo art exhibition ‘While We Looked Away’ in February 2015 at NCPA in Mumbai and the MSF India exhibition “Who Cares?” in Mumbai in March 2015. The objective of the exhibition is to raise the visibility and profile of MSF India amongst the general public.

Main responsibilities and tasks

General Activities

  • Implement key MSF public events in in India with the focus on MSF’s medical humanitarian work.
  • Collaborate and coordinate with MSF Operations, Access Campaign and Branch office departments for smooth and fruitful implementation of the above events.

MSF India projects, include:

Who Cares? Campaign

MSF India Branch office has launched an awareness campaign aimed towards the general public targeting middle/upper middle class in Delhi, Mumbai and Bangalore in 2015. The campaign is presented in an interactive exhibition format: a tent representing a mobile clinic with panels that illustrate MSF’s principles, international projects and the eight we have in India. The idea is to stimulate discussion with the visitors (proximity approach). The exhibition will be placed in public spaces in Mumbai where MSF will be able to meet its target group.

While We Looked Away

The photo art exhibition showcases MSF projects around India through the lens of award winning photojournalist Sami Siva. The photo exhibition aims to profile MSF as a leading, humanitarian, medical aid organisation in India. The exhibition has been scheduled to be held at the Piramal Gallery, NCPA Mumbai, from 2-11 February 2015. The opening ceremony will be held on the 1st February 2015.

a)Planning

b) Production

  • Researches venues, appropriate partners, catering, A/V, and other event needs, including handling vendors, contracts, payments, and relationships.
  • Arranges logistics: preparing, shipping, set-up, storage, transportation of materials; arranging travel and accommodation for participants and other staff; handles installation/take-down, maintains inventory, liaises with vendors, etc.

c). Content, Marketing, Social Media, Outreach

  • Supports in creating campaign event content, online communications tools, publications with web developer, editor, press officer, as well as consultants (photographers, graphic designers, printers, translators, or suppliers), all in accordance with MSF India’s program, editorial, style and ethical guidelines.
  • Ensures timely production of marketing, publicity, and presentation materials
  • Reviews the quality of final print or electronic content before release with the Head of Communications.
  • Creates briefings, speaker’s notes, presentations, as necessary
  • Maps general and targeted outreach and implement outreach plans prior to events.

d) Event Management

  • Creates event flow, schedule, and check list
  • Assists in coordinating run-of-show
  • Determines, coordinates, and briefs staff and volunteers
  • Prioritizes, tracks, handles, and maintains records and budgets of projects.
  • Evaluates and reports on progress toward stated goals and objectives, and effectiveness of communications outreach efforts.

e) Other

  • Participate in the identification of possible city or national events, which may benefit MSF’s mission.
  • Contributes to maintenance of vendor contact information within the Contacts database.

Quality Control and Maintenance

Supports Campaigns and Events officer to ensure that all event content messages and activities are in line with the MSF India communication and media policies and safeguards the MSF style/identity and the quality of the content.

Management and Departmental Administration

  • Attends regularly scheduled departmental meetings to share information, brainstorm solutions, and coordinate priorities.
  • Participates in planning and implementation of MSF-India’s communications strategies, policies and procedures.
  • Attends regularly scheduled staff meetings, in-office presentations, and several annual office-wide debates to participate in information sharing across all departments and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
  • Supervises and sets clear attainable objectives intern/volunteers. Provides ongoing feedback in a context of mutual respect. Evaluates their job performance in accordance with established MSF procedures.

Coordination and Representation

  • Participates in formulating cohesive messages and campaign event strategies with other MSF entities via routine contacts.

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REQUIREMENTS

Qualifications

Minimum Graduate or equivalent.

Work experience

Minimum 2-3 years of experience in event management

Prior experience of leading exhibitions and outdoor events

ESSENTIAL SKILLS

  • Experience in conceptualizing, creating, and managing events
  • Ability to work independently, move projects from conceptual stages to launch, and handle multiple and often competing deadlines.
  • Experience in creating marketing collateral and working with graphic designers and printers
  • Experience in mapping and carrying out targeted outreach plans
  • Strong interpersonal skills, creative, proactive, and flexible personality
  • Strong computer literacy (word processing, spreadsheet, d-base, and design software
  • Ability to handle a large volume of work under pressure and with deadlines.
  • Outstanding proven time management and organizational skills, including the ability to prioritize ongoing vs. immediate needs appropriately.
  • Keen attention to detail with ability to track multiple projects at one time.
  • Ability to work with a minimum of supervision.
  • Willing and able to be work on irregular days and hours.
  • Willingness to travel within India
  • Excellent judgment and diplomacy.
  • Able to integrate into a multicultural team and cooperate with co-workers.
  • Genuine interest in and commitment to the humanitarian principles of MSF.

Competencies:

  • Planning and Organising
  • Results and Quality Orientation
  • Capacity to Negotiate
  • Behavioural Flexibility
  • Stress Management
APPLY & MORE INFORMATION

Please clearly state in ‘subject’ of email which position you are applying for and the source from where you saw the job profile and send your CV and cover letter (combined in one file) to:

Last application date: 15, January, 2015

IMPORTANT REMARK: Candidates from non Indian origin applying for this position should have the valid legal working permit.

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