To fulfill this position, the candidate will be responsible for driving the strategic objectives of the department, ensuring alignment with broader organizational goals while fostering a culture of innovation and accountability. The role demands a keen ability to analyze complex challenges, develop data-driven solutions, and lead cross-functional teams to achieve measurable outcomes. Additionally, the individual must possess strong communication skills to articulate vision, influence stakeholders, and drive buy-in across all levels of the organization.
The Meetings & Events Officer will assist in the planning, coordination, and execution of meetings and events spanning OSF’s international office locations and external venues. The position will contribute to enhancing organizationwide uniformity in event processes, policies, tools, and recommended approaches, providing colleagues with transparent guidance and hands-on support throughout every stage of the event lifecycle.
The Meetings & Events Officer will collaborate with internal event planners, Global Operations teams, and external partners to deliver expert logistical and operational assistance for critical and intricate events. This position demands exceptional organizational abilities, keen decision-making, cross-cultural competence, and the capacity to maintain composure, initiative, and a problem-solving mindset in dynamic event settings.
Key duties include managing stakeholder communications, overseeing project execution, and ensuring adherence to established timelines and budgets. Additionally, the role requires analyzing performance metrics to identify trends, implementing process improvements, and collaborating with cross-functional teams to achieve organizational goals. Strong leadership, problem-solving skills, and proficiency in data-driven decision-making are essential. The position also entails reporting progress to senior management, maintaining compliance with industry regulations, and fostering a culture of continuous improvement within the team. Candidates must possess a relevant degree, at least five years of experience in a similar role, and demonstrated expertise in strategic planning and risk management.
Assist in the comprehensive planning and execution of organization-wide events by providing essential coordination and support throughout the entire process.
Acquire comprehensive knowledge of all OSF-hosted and OSF-attended meetings and events to ensure thorough familiarity with their operations and participation.
Support the development of a structured framework for meetings and events, encompassing the entire lifecycle, operational processes, guidelines, and clearly defined roles and responsibilities for all internal and external stakeholders involved.
Deliver comprehensive, stepwise direction to event organizers to ensure meticulous planning and flawless execution within the established support framework; should requests fall beyond the defined scope, escalate them to the relevant stakeholders with professionalism, tact, and unwavering integrity.
Collaborating with meeting and event organizers, we enhance the meetings and events support framework through continuous improvement initiatives, ensuring alignment with the evolving needs of the organization.
We provide instruction and support regarding event tools and organizational policies to ensure proper usage and compliance.
Guide event organizers on the utilization of pertinent event tools and the adherence to established policies, encompassing those overseen by external vendors or other internal colleagues.
You will be responsible for delivering ongoing training sessions to event organizers, focusing on event design principles, workflows, tools, and compliance requirements.
Develop and curate a comprehensive collection of supporting materials within the meetings and events support framework, ensuring they are meticulously structured and readily accessible to event organizers for seamless use.
High-priority and complex event support requires a proactive approach to managing critical incidents with precision and adaptability. This role demands the ability to assess evolving situations rapidly, implement effective solutions under pressure, and maintain clear communication across multiple stakeholders. Candidates must demonstrate strong problem-solving skills, technical expertise, and a commitment to minimizing downtime while ensuring seamless operational continuity. Experience in high-stakes environments, coupled with a structured methodology for incident resolution, is essential to succeed in this challenging position.
Offer on-site, practical logistical assistance for critical and multifaceted events.
Collaborate efficiently with event organizers and management firms to meticulously prepare for intricate events, concurrently liaising with a diverse range of internal and external stakeholders.
Exhibit flexibility and composure when facing high-pressure scenarios, enabling rapid decision-making and effective handling of unforeseen challenges throughout events.
The position involves overseeing and facilitating vendor relationships to ensure seamless event execution, providing comprehensive support throughout the process. Responsibilities include negotiating contracts, coordinating logistics, and resolving any vendor-related issues promptly to maintain high service standards. The role requires strong organizational skills, attention to detail, and the ability to collaborate effectively with internal teams and external partners. Prior experience in vendor management or event coordination is preferred, along with proficiency in vendor evaluation and performance tracking.
Develop and maintain strategic partnerships with hotels, event venues, and vendors across primary operational hubs to ensure seamless service delivery and operational excellence.
Formulate and uphold comprehensive master service agreements with top-tier event planners and venues, spanning global, regional, and local jurisdictions.
Oversee the utilization of worldwide event providers, encompassing tasks such as confirming bookings, processing payments, and assessing performance.
Regularly evaluate the top preferred external venues, accommodations, and event vendors to ensure they continue to meet our standards, incorporating staff feedback on their effectiveness in supporting meetings and events.
Facilitate seamless collaboration across departments and promote a culture of ongoing enhancement to drive operational excellence and innovation.
Collaborate with colleagues across Global Operations, One Ops teams, event organizers, and programmatic personnel to ensure seamless event planning and execution, while also driving continuous improvements.
Collaborate with facilitators, consultants, and external partners to enhance their experience and contributions to OSF events, ensuring their successful execution.
Collaborate closely with the Global Associate Director to evaluate and refine event workflows and policies, pinpointing operational inefficiencies and proposing strategic improvements.
The successful candidate will possess a comprehensive skill set, and professional background ideally suited to the role. They will have a proven track record in the field, along with the necessary qualifications and experience required to excel. Strong communication and organizational abilities are essential, as the position demands meticulous attention to detail and the capacity to manage multiple tasks efficiently. Additionally, the candidate should demonstrate adaptability, problem-solving skills, and a commitment to professional growth. Collaboration and teamwork are integral to this role, as is the ability to work independently and meet deadlines consistently.
Essential Education: Applicants must hold a bachelor’s degree in a relevant field, such as education, child development, or psychology. Prior experience in instructional design or curriculum development is strongly preferred. Proficiency in e-learning platforms and instructional software is required. Excellent written and verbal communication skills are necessary for collaboration with stakeholders. The ability to plan, develop, and evaluate educational programs is critical. Familiarity with learning management systems and data analysis tools is advantageous.
A bachelor’s degree or comparable professional experience is required.
Experienced professionals with a proven background in [specific field or role] are encouraged to apply. Candidates must possess [X years] of relevant industry experience, along with expertise in [key skill or tool]. The ideal applicant will demonstrate proficiency in [specific task or responsibility], ensuring seamless project execution and adherence to industry standards. Strong problem-solving abilities and a collaborative mindset are required to thrive in this dynamic environment. Additionally, familiarity with [relevant software, methodology, or framework] is highly desirable.
Proven track record in organizing or facilitating comprehensive meetings, events, conferences, convening, or high-stakes stakeholder engagements from start to finish.
Proven ability to manage numerous event components simultaneously, such as developing and adhering to project timelines, organizing logistics, liaising with stakeholders, securing and overseeing venues and vendors, addressing participant requirements, and ensuring post-event follow-up.
Proven expertise in collaborating with external vendors, venues, hotels, event agencies, and service providers, encompassing tasks such as negotiation, booking coordination, contract facilitation, and performance monitoring.
Demonstrated expertise in project coordination, adept at balancing competing priorities, adhering to strict deadlines, and adapting to evolving project requirements.
Exceptional stakeholder management capabilities are essential, particularly in effectively steering internal event organizers through established processes, policies, and the logistical demands of events.
Demonstrates composure, a solution-oriented mindset, and professionalism when managing high-pressure scenarios or live events.
Maintains meticulous attention to detail and ensures thorough follow-through by documenting tasks, tracking progress, and adhering to established processes.
Capable of and committed to undertaking travel assignments for critical or intricate events as needed.
Proficient in English with a high degree of fluency, complemented by mastery of the local language spoken at the office location.
Seeking candidates with a proven track record in roles that leverage relevant expertise, such as prior experience in [specific field or industry, if mentioned]. Ideal applicants will demonstrate a strong understanding of [specific skills or knowledge areas], along with a history of successfully [specific achievements or responsibilities]. Familiarity with [tools, methodologies, or frameworks] is highly advantageous, as is a demonstrated ability to [key competencies or soft skills]. Candidates who have navigated [particular challenges or scenarios] will be particularly well-suited for this opportunity.
Seeking professionals with a proven track record in global, regional, nonprofit, foundation, philanthropic, development, international organization, or mission-driven settings.
Proven expertise collaborating with event management firms, ensuring seamless planning and execution of corporate functions.
Proficiency in event management platforms, including Stove, TROOP, registration systems, and tools for travel or event logistics, is required.
Developed expertise in designing event guidance documents, establishing efficient workflows, compiling comprehensive checklists, crafting reusable templates, and building accessible knowledge resources.
Proven expertise in providing support for events that prioritize accessibility, safeguarding protocols, security measures, adherence to formal procedures, or handling of sensitive participant needs.
Fluency in French or a high level of working proficiency is required, especially for positions located in Dakar or those involving support for West Africa coverage.
We seek a proficient professional with strong communication skills in multiple languages to facilitate cross-cultural interactions and ensure clarity in diverse settings. The ideal candidate must demonstrate fluency in at least two languages, including English, and possess the ability to translate complex concepts accurately. Responsibilities include interpreting conversations, translating documents, and ensuring cultural sensitivity in all communications. Prior experience in a similar role, whether in professional, educational, or community-based environments, is required.
Proficiency in both English and the indigenous language of the office’s geographic area is required.
Experienced travel professionals sought to facilitate seamless journeys for clients through meticulous planning and coordination. Candidates must demonstrate exceptional organizational skills, attention to detail, and the ability to manage multiple itineraries concurrently. Proficiency in travel booking systems, strong communication abilities, and a customer-focused mindset are essential. Responsibilities include arranging flights, accommodations, and transportation, as well as providing expert guidance on visa requirements, local customs, and safety protocols. A commitment to delivering outstanding service and resolving travel-related issues promptly is required.
Frequent travel is required, with the specific frequency determined by role-specific demands.
Demonstrates a robust set of functional competencies essential for executing job responsibilities with precision and efficiency. Exhibits strong analytical skills to interpret complex data and derive actionable insights. Proficient in leveraging technical tools and methodologies to streamline processes and enhance productivity. Capable of collaborating effectively within cross-functional teams to achieve organizational objectives. Maintains a keen attention to detail to ensure accuracy in all deliverables and adherence to established standards. Demonstrates adaptability in navigating dynamic work environments and resolving challenges proactively. Committed to continuous improvement by staying updated on industry trends and best practices.
We specialize in orchestrating seamless event planning and coordination, ensuring every detail is meticulously managed from inception to conclusion. Our responsibilities include conceptualizing innovative event themes, securing appropriate venues, and coordinating with vendors to deliver flawless execution. Candidates must possess exceptional organizational skills, strong communication abilities, and proficiency in project management tools. Prior experience in event planning, a keen eye for detail, and the capacity to work under tight deadlines are essential. The role demands adaptability, problem-solving acumen, and the ability to collaborate effectively within diverse teams.
Skilled in managing numerous meetings and events concurrently, both in office settings and at external locations.
Requires meticulous attention to detail and the capacity to proactively identify logistical needs, potential risks, dependencies, and participant requirements.
Able to effectively navigate demanding schedules, adapt to evolving priorities, and oversee several concurrent event initiatives with confidence.
Effective communication skills and the ability to guide stakeholders are essential for this role. You will be responsible for ensuring clear, consistent interactions with all relevant parties to facilitate understanding and alignment. Additionally, you will assist stakeholders in navigating processes, addressing concerns, and achieving desired outcomes through proactive engagement and support.
A highly articulate and tactful professional adept at fostering collaboration across all organizational levels, ensuring seamless communication with stakeholders at every tier.
Accomplished in guiding event organizers through workflows, policies, tools, and intricate procedures with clarity and precision.
Capable of serving as a professional ambassador for the organization when engaging with vendors, venues, facilitators, consultants, and event partners.
We evaluate problem-solving abilities and event judgment as integral components of the role. Candidates must demonstrate strong analytical skills to address challenges effectively and make sound decisions in dynamic situations. Proficiency in evaluating events, assessing outcomes, and providing constructive feedback is essential. Attention to detail and the capacity to think critically under pressure are required to ensure accuracy and fairness in judgments.
Capable of resolving issues efficiently amid pre-event preparations and during live events.
Delivers innovative solutions to challenges involving vendors, participants, logistics, or stakeholders with a proactive approach.
Exercises discernment and sound reasoning in intricate, delicate, or high-stakes event scenarios.
Overseeing vendor, venue, and external partner relationships is essential to this role. Collaborate with suppliers, event locations, and third-party collaborators to ensure seamless operations and exceptional service delivery. Secure and negotiate contracts, manage performance metrics, and address any issues to uphold high standards. Maintain clear communication channels to foster long-term partnerships and align with organizational objectives.
Proven ability to cultivate and maintain strong partnerships with hotels, event venues, agencies, and key service providers.
Proficient in facilitating negotiations, managing bookings, overseeing contractual agreements, coordinating services, and evaluating vendor performance.
Skilled in fostering relationships with external partners to execute large-scale, intricate, or high-stakes events with precision.
Demonstrates a strong command of technical skills and adheres rigorously to established processes, ensuring precision and efficiency in all operational activities. Maintains a methodical approach to problem-solving while upholding high standards of quality and consistency.
Proficient in leveraging event tools for various functions, such as registration platforms, TROOP, notification systems, or equivalent software solutions.
Capable of adhering to established workflows and assisting colleagues in implementing them uniformly.
Adept in creating and updating event procedures, instructional resources, checklists, and knowledge repositories to ensure operational consistency and clarity.
We are committed to enhancing operational efficiency and refining processes through continuous improvement initiatives and workflow development strategies. This role focuses on identifying opportunities for optimization, streamlining procedures, and implementing sustainable enhancements to drive productivity and performance. Candidates should possess strong analytical skills, a proactive mindset, and experience in process improvement methodologies. Key responsibilities include analyzing current workflows, proposing innovative solutions, and collaborating with cross-functional teams to execute improvements effectively.
Seeks to enhance event workflows, procedures, tools, and supporting materials for greater efficiency and effectiveness.
We value constructive feedback and actively implement practical suggestions to enhance event operations.
Facilitates the establishment of uniform practices and common benchmarks across international teams.
We are seeking a candidate who exhibits a strong set of personal competencies to excel in this role. The ideal individual will demonstrate exceptional problem-solving abilities, adaptability in dynamic environments, and a commitment to continuous learning. Strong interpersonal skills, including active listening and clear communication, are essential for fostering collaborative relationships. The position requires a high level of self-motivation, accountability, and the capacity to work independently while aligning with organizational goals. Additionally, emotional intelligence, leadership potential, and a proactive approach to challenges are highly valued traits for success in this position. Prioritizing integrity, professionalism, and ethical conduct will be critical in upholding the company’s values.
Adaptability and the ability to maintain composure under high-pressure situations are essential qualities for this role. The ideal candidate must demonstrate resilience and a steady demeanor when facing challenges, ensuring consistent performance and effective decision-making in dynamic environments.
Thrives in dynamic, high-pressure settings while maintaining composure and efficiency.
Manages stress effectively while overseeing intricate operations characterized by numerous interdependent components.
Efficiently adapts plans in response to evolving event needs, stakeholder demands, or emerging risks.
Cultural awareness and international cooperation are essential for this role, requiring the ability to navigate diverse cultural contexts and collaborate effectively across global teams. Candidates must exhibit a deep understanding of cross-cultural communication, adaptability in multicultural environments, and a commitment to fostering inclusive workplaces. The position demands proficiency in recognizing and respecting varied cultural norms, perspectives, and practices while promoting collaboration and synergy within international settings. Strong interpersonal skills and a dedication to continuous learning in global contexts are imperative to succeed in this capacity.
Proven expertise collaborating with global teams and participants from varied cultural backgrounds in event settings.
Skilled in navigating diverse global contexts, including considerations of time zones, languages, accessibility requirements, and cultural norms.
Proficient in facilitating clear and respectful communication across diverse cultural contexts.
We seek a professional who demonstrates unwavering discretion and operates with the highest standards of integrity.
Manages confidential and sensitive information with the utmost discretion and care.
Upholds the organization’s core values consistently across all internal and external engagements.
Exhibits unwavering dependability, emotional maturity, strong ethical principles, and discerning judgment in all professional interactions and decision-making processes.
Proactively assumes ownership and demonstrates initiative in all responsibilities.
Demonstrates proactive behavior by taking charge of tasks and moving forward without requiring constant supervision or explicit guidance.
Proactively identifies and addresses potential requirements in advance, particularly for high-priority or executive-level engagements, ensuring seamless preparation and execution.
Demonstrates accountability by honoring commitments and proactively identifying potential risks, ensuring timely collaboration or decisions are secured when necessary.
Service-Oriented professionals prioritize the needs of customers, striving to deliver exceptional experiences through attentive listening, prompt responsiveness, and personalized solutions. They maintain a deep understanding of client expectations, adapting their approach to meet evolving demands with efficiency and empathy. Strong communication skills, a proactive mindset, and a commitment to continuous improvement are essential to fostering trust and satisfaction. This role demands collaboration across teams to ensure seamless service delivery while upholding organizational standards and values.
Delivers a practical, solution-driven approach to assist event organizers and colleagues effectively.
Maintains a responsive approach while ensuring adherence to established processes and maintaining well-defined boundaries.
Establishes confidence through consistent dependability, transparent communication, and maintaining composure in high-pressure situations.
Proficient skills in multiple languages are essential for this role, as candidates must communicate effectively with diverse teams and clients globally. Fluency in English and at least one additional language is required, with preference given to those fluent in Mandarin, Spanish, French, German, or Arabic. Strong interpersonal and cross-cultural communication abilities are critical, and the ability to translate and interpret technical or business terminology accurately may be necessary. Prior experience in a multilingual work environment is advantageous.
Proficient in the native language of the designated work location and possess strong operational command of English.
Fluency in French is strongly preferred, especially for positions involving collaboration with Francophone stakeholders, vendors, or event attendees.
What we offer
Exceptional prospects for professional development and meaningful contributions await, including a substantial annual allowance for each team member to pursue learning opportunities, alongside onsite training sessions and insightful discussions with visiting industry authorities.
Our comprehensive benefits and wellness incentives are designed to foster overall well-being and maintain a harmonious work-life balance, featuring:
Generous paid time off and adaptable work schedules are provided to support work-life balance.
Staff must be present in an Open Society office on at least half of their scheduled working days each month.
The organization provides comprehensive health insurance coverage, along with dental plans for both individuals and families, fully funded by the employer and requiring no employee contributions.
Our organization offers a distinguished retirement savings plan, fully funded by the employer, alongside comprehensive life insurance coverage.
Progressive parental leave policies, comprehensive reproductive healthcare resources, family planning services, and an array of additional family-friendly benefits are provided.
A dedication to fostering a diverse and inclusive environment enables employees to contribute authentically and drive meaningful change.
Qualifications
BA/BSc/HND , Professional Certificate
