Deputy Forum Logistics Manager 332 views

Deputy Forum Logistics Manager

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    • #3443363
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    Association for Women’s Rights in Development

    Closing date:
    05 Jan 2020

    Announcement: The location for the 14th International AWID Forum has been changed!…

    Deputy Forum Logistics Manager

    Application Closing Date: 5 January 2020 (extended)

    Location: Remote – East or Southeast Asia preferred

    Term: Fixed Term (January 2020 to 31 March 2021)

    Organization: Association for Women’s Rights in Development (AWID)

    Salary: The starting gross annual salary for this role is $46,000.00 USD

    Overview of the organization and Forum:

    The Association for Women’s Rights in Development (AWID) is a global, feminist, membership, movement-support organisation. Its mission is to support feminist, women’s rights and gender justice movements to thrive, to be a driving force in challenging systems of oppression, and to co-create feminist realities. The AWID Forum offers a space for deep discussion, exchange and inspiration. We see it as an initiative that is co-created by feminist movements — it challenges and strengthens our movements and promotes coordinated engagement and action. Our last Forum in Bahia, Brazil, brought together 1800 feminists from 120 countries around the world.

    Overview of the Position: The Deputy Forum Logistics Manager is a full-time, fixed-term position tasked with supporting the Forum Logistics Manager, and deputising them as needed with key responsibilities in the logistical planning and implementation of the AWID International Forum. The Deputy Forum Logistics Manager will have major responsibilities relating to Forum:

    • Planning, Managing and Coordination
    • Site logistics
    • Participation and programmatic coordination
    • Onsite coordination and support

    MAJOR RESPONSIBILITIES Support to the Forum Logistics Manager

    • Deputise for the Forum Logistics Manager in their absence, being responsible for all Forum Logistics functions and ensuring that established plans are adhered to
    • Support the Forum Logistics Manager in the management of resources, including budgets, the assignment of tasks and the overseeing of Logistics staff towards achieving a successful international AWID Forum
    • Represent the Forum Logistics Manager and other Forum Logistics staff as necessary in internal and external meetings

    AWID International Forum: Planning, Managing and Coordination

    • Contribute to the development and facilitate implementation of the Forum Logistics Strategy and related work plan, including the development and monitoring of indicators and other mechanisms to evaluate the progress of the work
    • Develop relevant Forum logistics content and materials in coordination with other CFR/Forum team members and relevant AWID staff
    • Facilitate the timely and effective implementation of Forum Logistics activities and deliverables, as outlined in the work plan
    • Support the Forum Logistics Manager in identifying and addressing Logistics-related human resources, financial, legislative issues as they arise to ensure that AWID is effective in achieving its outcomes and as well as undertaking itself as a strong feminist organization.

    AWID International Forum: Site and Logistics

    • Contribute to the development and maintenance of relevant relationships with government officials from the Forum host-country to secure support with facilitating visas (Foreign Affairs Ministry); and to mitigate potential political interference or backlash (Women’s Ministries or local government officials from the city hosting the Forum)
    • Support logistical organization of, contribute to agenda-setting and participate in site visits and meetings with local women’s, feminists and other social justice groups, supporting the Forum Logistics Manager, CFR/Forum Director and Co-EDs.
    • Support the Forum Logistics Manager in responding to ‘special requests’, resolving problems and channeling appropriate concerns to the CFR/Forum Director as needed

    AWID International Forum: Participation, Program and Registration

    • Lead and coordinate implementation of the logistical aspects of the Access Fund strategy, liaising with travel agents and overseeing their work conveying relevant information to sponsored participants and tracking their responses, and overseeing their hotel, visa and relevant reimbursement arrangements, including through temporary staff and/or other external agents and/or other AWID staff
    • Contribute to the implementation of Forum registration processes and facilitate coordination of registration and proactively resolve issues with registrants including providing support with visa applications and approvals
    • Oversee online registration, which involves monitoring entries as well as liaising with the finance team to ensure all payments are properly recorded for the right registrant or group
    • Oversee coordination of on-site registration
    • Contribute to the maintenance of the Forum database to handle session/activity information and Access Fund details (flights, hotel), ideally with tie-in to registration database and facilitate training of relevant staff to navigate databases appropriately
    • Facilitate the implementation of the accessibility strategy (and budget) for the Forum, in consultation with the Accessibility Committee, relevant resource people and staff to ensure that all Forum components are as accessible as possible to participants in all their diversity
    • Coordinate the forum schedule – aligning expected session/activity size with appropriate space and interpretation capacity

    AWID International Forum: On-site

    • Assess the requirements for information, signage, and traffic flow and coordinate logistics and resources to ensure that information signage and traffic flow and create an efficient and clear flow of participants at the forum
    • Work with the Professional Congress Organizer (PCO) to ensure all logistics are proactively anticipated and addressed (pre-forum online registration, hotel reservations, airport pick-ups, shuttle buses to the forum venue, providing updated rooming lists for sponsored participants, draft information for AWID’s website about side-trips, tours and other services available for forum participants, etc).
    • Proactively coordinate and resolve safety, insurance, and security requirements and proactively resolve all related issues in an effective and calm manner
    • Provide relevant information for disbursement of funding to sponsored participants (i.e., ensure that airfare costs are allocated according to what’s been budgeted per participant).
    • Coordinate local staffing and eventually also volunteers at the international venue site – prior and during the forum
    • Develop an overview of the roles and responsibilities for all onsite local staff and review these position profiles with the Forum Logistics Manager for approval
    • Fulfil emerging responsibilities within the scope of the role as needed and as the onsite strategy develops and needs arise.

    Team and organizational leadership, development and support

    • Promote an organizational culture of high performance and professional development and growth that values learning and teamwork;
    • Proactively identify gaps or inefficiencies, and seek guidance from the manager to address them
    • Participate and contribute to the CFR/Forum team coordination meetings
    • Maintain relationships with staff in other areas of the organization to facilitate smooth coordination and communication
    • Participate actively in organizational meeting venues (staff meetings) and committees
    • Develop and monitor an individual work plan that will document the timeline, requirements and timelines for all tasks and deliverables related to the Forum Logistics Strategy
    • Promote shared leadership and participatory processes within the CFR/Forum team- specifically among logistics staff – and in its interactions with other AWID teams
    • Support one’s own wellbeing and wellbeing of team members


    Essential Values and Competencies

    • Value a feminist intersectional framework and its implications for organizational practices and committed to the principles of feminism and anti-oppression struggles.
    • Focus on the big picture and strategy
    • Transparency and accountability
    • Critical thinking and analysis
    • Results and process orientation
    • Strategic risk management
    • Build strong Interpersonal relations from the role – across the organization
    • Influencing & resolving differences across boundaries
    • Self-awareness and insight
    • Ability to progress work under pressure

    Essential Knowledge, Skills, Abilities & Experience

    • At least five (5) years experience:
    • in an event or logistics coordinating role, or equivalent experience, preferably in a women’s rights, feminist, social justice or in a non-profit/NGO setting
    • developing effective logistics procedures and systems, building on best practices in event planning
    • with international project planning and management
    • Excellent written and verbal communication in English and in the language in the Forum host country
    • Demonstrated ability to develop, coordinate implementation, monitor and evaluate a project plan with multiple deliverables, stakeholders and deadlines
    • Demonstrates good judgment and effective decision-making skills in complex problem-solving
    • Strong organizational skills with multi-tasking capability
    • Experience working remotely and across multiple time zones with other team members as well as vendors and suppliers
    • Experience coordinating a high volume of travel arrangements
    • Ability to work well in high-pressure situations and with tight deadlines
    • Flexibility to work occasional evenings and weekends in weeks and days leading up to AWID Forums and Events
    • Flexibility to work occasionally early in the morning or late at night to respond to requests and/or attend virtual meetings with the CFR/Forum team, Forum Logistics Manager and other staff based in various time zones
    • High levels of initiative, creativity, and resourcefulness
    • A passion for women’s and human rights issues as well as event organizing
    • Ability to work with a diverse staff team in a multi-lingual and cross-cultural environment and engage team members, build consensus, proactively de-escalate and resolve conflict
    • Experience with monitoring and evaluating outcomes, expertise in budget monitoring
    • Good planning, budgeting, finance monitoring, and people skills
    • Effectively manages the ‘risks’ appropriate with the level of responsibility: safety, human resources, financial, programmatic, political, etc.
    • Excellent attention to detail
    • Able to absorb new skills and information quickly
    • Able and willing to perform diverse tasks as needed in a timely manner
    • Able to work independently with minimal supervision and as part of a team
    • Strong computer skills, including databases, Slack, Asana, Google drive and presentation packages (PowerPoint).
    • Be based in, and/or have strong work experience in East or Southeast Asia

    Desirable Knowledge, Skills, Abilities & Experience:

    • Familiarity with elements of feminist theory and women’s rights frameworks
    • Multilingual – working proficiency in at least one other language used in multiple regions or countries (other than English)
    • Courses or certificates in women’s/feminist studies, political economy or human rights considered an asset
    • Experience of shared leadership models of work
    • Experience working in a global, decentralized and virtual organization
    • Sound knowledge of IT or a strong base and willingness to learn (Databases – Filemaker, MS Excel/ PowerPoint/Word, HTML, publishing or design software)
    • Knowledge of multimedia an asset

    Other requirements

    • Availability to travel nationally, regionally and internationally (approx. 6-8 weeks during the employment period) **

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