JOB DESCRIPTION
Job Title: Event Logistics Intern
Reports to: Events Operations Coordinator
Team: Events Team
Department: Engagement Directorate
Hours: 16 hours - 24 hours per week (negotiable) & up to 40 hours per week during the event week/weekend
Start date & duration: from 1st December 2014 to 14th April 2015
Location: Oxfam New Zealand Auckland Office and Event Week in Taupo
BACKGROUND
Oxfam is a global movement of people working together for a future without poverty. We give a hand up, not a hand out – to create positive change that lasts. Oxfam works in three ways: we respond to emergencies, saving lives and helping survivors recover; we provide people with the skills and resources to lift themselves out of poverty; and we campaign to change the unjust policies that keep people in poverty.
This role sits within the events team which is part of the Engagement directorate at Oxfam New Zealand (ONZ). The role of the department is to engage, educate and publicise the work of Oxfam within New Zealand and raise vital public funds for our advocacy, humanitarian and development work.
The Oxfam Trailwalker (OTW) event fulfils several objectives - to engage participants and the wider public, increase their awareness and engender long term support for Oxfam’s core programmes.
SCOPE OF INTERNSHIP
The Events Logistics Intern will provide logistics support to the Events Operations Coordinator in the planning, coordination and delivery of the 2015 OTW event.
This internship offers opportunities to gain hands on experience events logistics and of a mass participation charity fundraising event. There is also scope to shape the internship to include particular aspects that are of interest to the successful candidate.
PRIMARY RESPONSIBILITIES
1. Assist with the resources inventories and distribution of OTW assets at pre event functions and at OTW.
2. Coordinate various elements of the OTW event logistics as directed by the Operations Coordinator e.g. internal print production, event vehicle management, radio communications, staff accommodation, flights and catering.
3. Support event procurement processes with event suppliers under direction of the Operations Coordinator and coordinate with local event vendors at the event weekend.
4. Assist with the fulfilment of key stakeholder sponsorship requirements at the OTW event
5. Assist with coordination and implementation of pre event functions in the week before OTW (briefing night, safety briefing and volunteer training sessions).
6. Assist with the organisation of the OTW Awards Nights post event.
7. Provide support to the Events Operations Coordinator and Volunteer Coordinator as required and undertake any other duties that may be delegated that are in keeping with the scope of the role.
COMPETENCIES
Qualifications/experience
· Experience assisting with the management of event logistics, preferably in a large outdoor events environment
· Experience &/or knowledge of procurement processes
· Qualification or degree in relevant area e.g. sports, events management, or commensurate experience
· Experience of managing relationship with different individuals or groups e.g. volunteer groups, suppliers
· Experience of managing and implementing operational plans (desirable)
· Previous experience of the Oxfam Trailwalker event (desirable)
· Valid full NZ driving license essential
Professional Skills
· Advanced computer skills, including Microsoft Excel, Word, internet and email
· Confident and clear phone manner
· Relationshipmanagement skills
· Planning & project management skills
Personal Attributes
· Enthusiastic, confident and personable
· Excellent organization skills
· Strong communication skills
· Results/output focused
· Ability to be flexible, adaptable and work well in a high pressured environment
· Ability to work independently and take initiative
· A high attention to detail
· Ability to work collaboratively in a team setting
· Good physical fitness
· A commitment to the ideals and values of ONZ
TRAVEL
There will be domestic travel required within New Zealand, including travel to and from Taupo, as per the agreed work plan. The successful candidate will need to be available to stay in Taupo from 23 March – 4 April 2015 (accommodation, travel and food expenses will be covered during this period). This includes the days of the OTW event on 28/29 March 2015, as well as during the week prior to the event (for set up) and two days post event (for pack down). Ideally the Events Logistics intern will also be available to attend the Auckland Training Weekend held on 17th – 18th January 2015.
TIME OF IN LIEU (TOIL)
The role will involve occasional work at evenings and weekends for which appropriate time off in lieu will be given.
STRUCTURE OF THE INTERNSHIP
The Events Operations Coordinator will ensure that the intern is provided with opportunities for learning about mass participation events within an international development NGO and for skills development as well as advice on career development issuesand regular feedback on performance.
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Last update October 2013 Page 2 of 2