The Officer, Events is responsible for supporting and coordinating the execution of AFI Events – Capacity Building, from planning through to post-event evaluation. This role involves working closely with the events team, vendors, and internal and external stakeholders to ensure the smooth delivery of high-quality events in alignment with organizational objectives.

Accountabilities / Key Responsibilities

Events Management

Provide guidance and support to Event Owners and Project Officers regarding the administration and logistics management of events, including invitation and registration processes, visa requirements, AFI travel sponsorships, participant management and communication, flights and accommodation, VIP management, conference venue management, audio-visual equipment requirements, interpreter services, badges & signage, airport, and local transfers to ensure smooth event delivery.
Support Event Owners during the event preparation and post event phase by making sure the event’s goals and objectives are effectively met. Maintain a close working relationship with Event Owners to ensure administration and logistics fully support the event agenda and program.
Provide practical input to the event agenda and program based on venue specifications and other local aspects.
Responsible for making sure the event’s invitations and correspondence adhere to the internal policy and procedures by maintaining the quality and consistency.
Work closely with the external stakeholders, mainly the AFI member institutions team, by liaising on all logistical related matters to ensure the success of the event.
Plan, organize, and coordinate regular meetings with internal and external stakeholders and follow up on agreed deliverables and deadlines, so the progress of an event can be tracked.
Follow and ensure AFI Event’s SOPs are followed and maintained throughout the planning of an event to sustain quality.
Ensuring information and communications on events are constantly updated and directed through the right channel to all stakeholders to avoid confusion.
Coordinate the participant management of the AFI Global Policy Forum and provide full on-the-ground support to the GPF.
Negotiate with key service providers for events globally, including hotels, travel agencies, event organizers and other suppliers together for best rates to save event operational direct cost.
Check AFI travel sponsorship requirements and work closely with the Finance team to ensure sponsorship guidelines are met in all AFI events and by maintaining event budget successfully.

Qualifications & Experience:

Diploma / Bachelors in Event Management or equivalent.
1 – 3 years of working experience in event planning and execution within a corporate or association setting.
Experience in member engagement / client relationships, including high-level stakeholder management for member-based organizations / institutions, would be an advantage.

Technical & Behavioral Skills:

Excellent command of English; Spanish and/or French speaking will be advantageous.
Good analytical abilities.
Excellent project management skills.
Expertise with MS Excel and database management tools.
Experience with event management software (e.g., Cvent, Eventbrite, Asana, Trello, or similar tools).
Excellent verbal and written communications skills.
Good working knowledge of ITC technologies and computer applications (e.g., MS Office).
Experience in vendor management.
Experience in documenting and organizing information.
Great attention to detail & self-driven.
Can work with minimum supervision.
Good interpersonal and intercultural skills.
Effective organizational and multi-tasking ability.
Positive attitude and good team spirit with high responsibility and discipline.
Willingness to upskill as required by the tasks to be performed.
Outgoing and not afraid to speak up in a team.
Eager to take full ownership of projects.
Resourceful, problem solver, and happy to provide solutions to internal and external clients.

Key Challenges:

Managing multiple events at the same time and paying extra attention to details and multi-tasking in completing events in the given time.
Keeping up with the latest aesthetic trends or keeping up with technology; getting behind can seriously impact the ability to manage events virtually.
It is vital to the success of the event in keeping the lines of communication between self-internal and external stakeholders open.
Self-motivated and driven to achieve goals.

Interested candidates are invited to apply together with the latest CV and cover letter in English. talent@afi-global.org