Events Coordinator

JOB TITLE:
Events Coordinator

POSITION SUMMARY:

Location: Ho Chi Minh City, Viet Nam
Contract Type: Local, Full Time (100% FTE)
Travel requirements: May require infrequent travel
Duration: One year (with possibility of extension based on performance and funds availability)

ORGANIZATION DESCRIPTION:

Friends for International TB Relief or “FIT” is a registered non-profit organization whose work is based on the vision of a world free of Tuberculosis (TB). Our mission is to promote progress on the field of TB prevention and to stop the spread of the disease.

Over the past three years, we have actively participated in the eradication of TB by providing financial and technical assistance to local organizations involved in TB care and control in India and Vietnam. Simultaneously, we engaged in advocacy work through fundraising events in Germany and other industrialized countries to contribute to build and improve awareness about this global threat.

In particular, since 2014 we have been supporting the implementation of a grassroots TB elimination intervention based on a holistic package of outreach activities, stakeholder engagement and comprehensive care. Besides our project work in high TB burden countries, FIT also organizes events to strengthen the awareness and understanding about TB.

FIT was founded in 2012 and consists of TB activists as well as former patients. Our members reside all over the world ranging from Germany to Vietnam, Australia and the U.S., where they do their part in raising awareness and fighting the disease. Past and current partners include the Global Health & Education Trust, Otsuka, Stop TB Partnership, RESULTS Australia, HCMC Public Health Association, Vietnam National TB Control Program, Johnson & Johnson and most recently via the IMPACT TB project FIT has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 733174.

For additional information please refer to our website: www.tbhelp.org

MAIN DUTIES AND RESPONSIBILITIES:

Event planning

• Design events, while managing all deliverables within specified time limits;
• Plan events with attention to financial and time constraints;
• Research vendors and choose the best combination of quality and cost;
• Negotiate with vendors to achieve the most favorable terms;
• Book venues and schedule speakers;
• Prepare event agendas;
• Organize facilities and manage all events’ details such as decor, catering, printing, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc;
• Proactively handle any arising issues and troubleshoot any emerging problems on the event day;
• Liaise with international partners;
• Coordinate visa applications for international guests and participants.

Translation

• Translate program documents from Vietnamese to English and/or English to Vietnamese;
• Translate conversations for FIT staff from Vietnamese to English or vice versus.

General administrative tasks

• Assist in processing financial claims for approval by the Project Managers and Directors;
• Obtain quotations for supplies;
• Record meeting minutes;
• Coordinate printing of program documents either in-house or through third-party vendors;
• Maintain project files;
• Coordinate travel arrangements for the organization;
• Assist Project Directors and Managers with any additional administrative work;
• Other similar tasks as needed.

REQUIREMENTS:

• Proven experience as an events planner or organizer is mandatory

• Bachelors degree
  Preferred topics of study include: hospitality management, public relations, development or relevant field

• Fluent in Vietnamese and English

• Strong computer skills, including familiarity and comfort with using Microsoft Word, and PowerPoint

• Keen attention to detail

• Excellent vendor management skills

• Well-organized with multi-tasking skills

• Flexibility across a range of field- and office-related tasks

• Good attitude, self-motivated, and ability to work well individually as well as in teams

APPLICATIONS SHOULD INCLUDE:

• A cover letter written in English
• A detailed Curriculum Vitae
• Photocopy of degree certificate(s) / diploma(s)
• Two employment references (Name, Phone Number, Email Address)

SEND APPLICATIONS:

• By e-mail to [email protected] addressed to Ms. Rachel Forse
• Subject: “Events Coordinator Application HCMC”
• No later than Sunday, 11 March 2018

All applications will be carefully considered, but only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful.

FIT is an equal opportunity employer.